A “Sample Letter To Utility Company After Death” is a letter you send after someone passes away. It informs the utility company about the death. It also helps to transfer or close the account. This is needed when handling the deceased’s affairs.
We know this can be a tough time. Writing letters might feel overwhelming. That’s why we’re here to help. We will share letter templates for you.
These samples make it easier. You can quickly adapt them. Focus on what matters most. We give you a starting point.
Sample Letter To Utility Company After Death
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Utility Company Name]
[Utility Company Address]
Subject: Account of Deceased – [Deceased’s Name] – Account Number [Account Number]
Dear Sir/Madam,
I am writing to inform you of the death of [Deceased’s Name], who was a customer with account number [Account Number] at the property located at [Deceased’s Address]. [He/She] passed away on [Date of Death].
As the [Executor/Administrator/Next of Kin], I am responsible for managing [his/her] affairs. I would like to request that you close the account and provide a final bill.
Please send the final bill to my address listed above. I would also appreciate it if you could advise on the procedure for any potential refund that may be due.
I have attached a copy of the death certificate for your records.
Thank you for your time and assistance in this matter.
Sincerely,
[Your Name]
How to Write Sample Letter To Utility Company After Death
Subject Line: Concise and Informative
- Clearly state the purpose: “Account Closure Request – [Deceased’s Name] – Account Number [Account Number]”.
- Avoid ambiguity. The subject should immediately apprise the recipient of the letter’s import.
Salutation: Professional Courtesy
- Address the letter to “Customer Service Department” or, if known, a specific individual.
- Steer clear of overly familiar greetings. Maintain a formal tone.
- “To Whom It May Concern” is acceptable when a specific contact isn’t ascertainable.
Body – Paragraph 1: Notification of Demise
- Explicitly state the account holder’s death: “I am writing to inform you of the passing of [Deceased’s Name], account holder for account number [Account Number], on [Date of Death].”
- Include a subtle expression of condolence, though not mandatory, can augment the letter’s empathetic tone.
Body – Paragraph 2: Account Details and Desired Action
- Reiterate the account number and service address. Ensure data veracity.
- Specify the desired action: termination of service, final bill request, and refund disposition (if applicable).
- Clearly articulate the forwarding address for the final bill and any potential refund.
Body – Paragraph 3: Supporting Documentation
- Mention enclosed documents: “Enclosed, please find a copy of the death certificate and [Executor/Administrator] documentation.”
- Document copies—not originals—are paramount.
- If applicable, indicate if you’re the executor/administrator of the estate and your legal right to manage the account.
Closing: Gratitude and Contact Information
- Express gratitude for their attention to this matter: “Thank you for your prompt attention to this solemn undertaking.”
- Furnish your contact information: name, phone number, and email address.
- Politely indicate your availability for any further elucidation.
Valediction and Signature: Formal Closure
- Use a formal closing: “Sincerely” or “Respectfully.”
- Print your name below your signature.
- Include your relationship to the deceased (e.g., Executor, Daughter).
Frequently Asked Questions: Sample Letter to Utility Company After Death
Navigating the administrative tasks following a death can be complex. This FAQ section addresses common questions regarding notifying utility companies and provides guidance on drafting a sample letter.
These answers are for informational purposes only and are not a substitute for professional legal advice.
What information should I include in the notification letter?
The letter should include the deceased’s name, account number, service address, date of death, your contact information (as the executor or next of kin), and instructions for final billing and account closure or transfer.
Who should send the notification letter?
Ideally, the executor of the estate or a close family member responsible for handling the deceased’s affairs should send the notification letter.
What documentation should I include with the letter?
It’s advisable to include a copy of the death certificate to verify the death and your legal authority to act on behalf of the deceased’s estate.
How should I send the notification letter?
Sending the letter via certified mail with return receipt requested is recommended to ensure proof of delivery and receipt by the utility company.
What happens after I send the notification letter?
The utility company will typically respond with instructions for settling the final bill, closing the account, or transferring the service to a new account holder. Be prepared to provide further documentation if required.
Related:
Sample Letter To Children In Safe Houses
Sample Letter To Clients From Real Estate Assistant
Sample Letter To Clients About Closing A Business
