Please note: This guidance applies only in states that support online portal submissions through Reclaim.org. If your state does not currently support online submission, you must file your claim over the phone.
A step-by-step guide from upload to payment, with timelines, checks, and tips to avoid delays.
Overview: What happens after you submit
When you submit a claim through Reclaim.org using your Asset ID, your documents enter a structured review flow designed to verify identity, confirm entitlement, and route the package for payment. The process prioritizes accuracy, security, and speed while complying with state requirements.
Typical end-to-end timing for straightforward claims is a few months once complete documentation is on file. Complex scenarios (estates, business entities, name changes, large dollar amounts, or securities) may require additional steps.
Step 1 — Instant confirmation
What you receive:
- An on-screen confirmation and a receipt email/text (if provided) indicating your claim was received.
- A reference number you can use if you contact support.
- A summary of what you uploaded, so you can spot omissions early.
What we do:
- Your uploads are securely stored and queued for intake checks.
- File integrity and readability are validated (no corrupted files, pages visible, front/back of ID where applicable).
If a critical document is missing, you may see an immediate prompt to add it before the claim formally enters review.
Step 2 — Intake quality checks (pre-review “preflight”)
Goal: Catch fixable issues before an examiner spends time on the file.
Checks performed:
- Legibility & completeness: clear ID photo, edges visible, signatures present on required forms.
- Document type vs. slot: ID uploaded in the ID slot, proof of address in the address slot, etc.
- Basic data alignment: your name/address match across documents and the reported asset record.
- Notarization (when required by claim type/amount): presence of seal/stamp and correct date.
If something’s off:
- You’ll receive a targeted request describing exactly what to correct (e.g., “ID back side missing,” “utility bill older than 90 days”).
- Once corrected, the claim advances automatically to examiner review.
Step 3 — Examiner review (identity + entitlement)
A claims examiner evaluates your package against the reported record from the holder (bank, insurer, employer, transfer agent, utility, or other reporting entity).
What the examiner verifies:
- Identity
- Your government ID is valid and matches the claimant name.
- Proof of current address meets the recency standard for the claim type.
- Any name change is supported (e.g., marriage certificate, court order).
- Entitlement
- You are the owner, payee, beneficiary, heir, trustee, personal representative, or authorized business officer.
- For estates/trusts: probate/letters of administration, trust certificate/extract, or other authority documents align with the claim.
- For business claims: entity documents (articles, EIN proof), signer authorization, and continuity (e.g., mergers/DBA).
- Asset match
- Reported details (holder name, last known address, account or check data) reasonably tie to you or your represented entity/estate.
- For securities: share/dividend details and corporate actions, if relevant.
For safe-deposit contents: inventory reference, if applicable (often processed as proceeds after disposition).
Possible outcomes at this stage:
- Clear to proceed → moves to final checks/payment queue.
- Request for Information (RFI) → you’ll get a precise list of items to resolve (see below).
- Reassignment for specialty review (e.g., estates, high-value, multi-owner, or fraud-prevention review).
Step 4 — Status updates & timelines
You’ll get status notifications when:
- Your claim is received (confirmation).
- Additional documents are needed (RFI).
- Your claim moves to payment queue.
- Payment is issued.
Typical timeframes:
- Straightforward individual claims: commonly 60–90 days once complete.
- Estates / trusts / corporate claims: can take longer depending on complexity and document turnaround.
- Peak periods: high submission volume can extend timelines; responding quickly to RFIs helps hold your place in queue.
In limited scenarios, payment may be issued before a formal “approved” notification is visible to you. If that occurs, the status will update shortly thereafter.
Step 5 — Final verification & disbursement
Final checks:
- A final identity/entitlement pass and a compliance check are performed.
- Address for payment is confirmed against your submission.
Payment method:
- Check mailed to the verified address on file (standard).
- Certain programs may support electronic disbursement where available and appropriate; if offered, you’ll see this option during or after review.
Delivery:
- You’ll receive a payment-issued notice and, where applicable, tracking or delivery guidance.
- If a check is lost, you can request a stop-payment and reissue after the appropriate waiting window.
Request for Information (RFI): what it is and how to respond
If something is missing, inconsistent, or unclear, you’ll receive an RFI with specific items to provide. Common RFI examples:
- Proof of current address (recent utility/statement) is missing or too old.
- Name change not documented (marriage certificate or court order needed).
- Estate authority not established (letters of administration, small-estate affidavit, or equivalent).
- Business authorization not provided (officer authorization or resolution).
- ID image blurry or cropped (re-upload front and back).
- Multi-owner claim: signatures or IDs missing for all required owners.
How to avoid delays:
- Upload exactly what’s requested—no extras, no redactions across key fields.
- Ensure scans/photos are legible, full-frame, no glare, all corners visible.
- For multi-page forms, include every page, even if a page seems informational.
Special scenarios that can extend review
- Multiple owners / joint accounts — all required parties must sign/verify.
- Deceased owners — probate documents, death certificate, or trust paperwork may be needed.
- Large-value claims — may trigger enhanced verification to protect against fraud.
- Securities — dividend histories, corporate actions, or liquidation steps can add time.
- Out-of-state prior addresses — additional linkage may be required.
- Mismatched data — holder reported data doesn’t cleanly match submitted identity; extra records can resolve.
Common reasons claims get paused (and easy fixes)
- Expired ID → Use a valid, unexpired government ID; include back side if there’s printed data.
- Old address proof → Provide a recent statement/utility bill that shows your name and current address.
- Unreadable uploads → Retake photos in good light; avoid glare; keep the document flat; capture all edges.
- Wrong document type → Upload the exact document requested (e.g., proof of address ≠ pay stub, unless specifically allowed).
- Missing notarization (when required) → Use a notary, ensure the seal is visible, and the date/signature fields are complete.
Security, privacy, and compliance (what’s happening behind the scenes)
- Encrypted transit & storage for your uploads.
- Access controls so only authorized personnel work your file.
- Audit trails to track when documents were received, reviewed, and approved.
- Fraud-prevention checks to protect rightful owners and legitimate representatives.
If your claim is denied or partially approved
Denial letters (or status notices) identify the reason—usually missing eligibility, insufficient proof, or a conflicting entitlement claim. You can:
- Re-file with additional documentation that resolves the stated reason, or
- Contact support to understand what specific document or authority is needed.
- In certain programs, a reconsideration or appeal path may be available—your notice will explain how to proceed.
Changing your address during review
- If you move after filing, notify support immediately with updated proof of address so payment isn’t mailed to the wrong place.
- You may be asked to re-verify identity and address before the address change is applied.
Taxes & reporting (general guidance)
- The underlying nature of the payment (e.g., interest, dividends, wages) can determine whether a tax form is generated by the payer. Requirements vary by property type and jurisdiction.
- Keep copies of your claim documents and payment confirmation for your records. For tax questions, consult a qualified professional.
How to speed things up (pro tips)
- Submit a complete package the first time: valid ID (front/back), recent proof of address, and any known name-change or authority documents.
- Respond quickly to RFIs with exactly what’s requested.
- Use clear, legible images—no shadows, glare, or cut-off corners.
- Match names and addresses across documents; include linkage records if they’ve changed.
- For estates/businesses: include the authority/formation documents with the initial submission.
Quick recap (from submit to payment)
- Confirmation - you get a receipt and reference number.
- Intake checks - we catch fixable formatting or completeness issues.
- Examiner review - identity, entitlement, and asset match verified.
- Status updates - RFI if needed; otherwise, forward to payment queue.
- Disbursement - payment issued; you receive a notice when it’s sent.
- Follow-ups - reissues or address updates handled if necessary.
