Search methodology and limitations

How we expand names

Every search starts from the legal name on file. From that name, the system generates a set of variants that the state databases are searched under. The variant types are:

• Nicknames and given-name equivalents: common short forms and informal variants (e.g., Margaret produces Peggy, Maggie, Marge).
• Maiden and prior names: any name provided in the intake, each run as a separate first-last combination.
• Initials: first-initial-only and middle-initial-only patterns that match state recording conventions.
• Transpositions: last-name-first, first-name-last, and hyphenated combinations where the state file is known to record names inconsistently.
• Truncations: where state systems cap field width, longer names are searched at the maximum length the state accepts.

The names-and-variants section of every report lists every search term used, so the coverage is fully auditable.

California bulk file

California is the only state that publishes a downloadable bulk property file. We index that file locally and search it at query time.

• The indexed file currently reflects: data as of 2 Sep 2026.
• We check the state’s published file weekly and re-index when it changes.
• Each report shows the specific file date that was searched, not today’s date.
• Because the bulk file represents a snapshot, every California hit carries the instruction to verify the property is still outstanding at ucpi.sco.ca.gov before filing a claim.

Match scoring and tiers

Every candidate record is scored against the evidence provided in the intake. The score combines name similarity, address match, and the recorded dormancy address against known residential addresses. Candidates are grouped into three tiers:

Thresholds are conservative: we prefer including a questionable match for the attorney to evaluate rather than silently omitting it. The summary page of every report states how many candidates were scored and how many appear in each tier, so the exclusion count is visible.

Other states

No other state currently publishes a bulk file in a format we can index. For every state other than California, a reviewer searches the state’s official unclaimed property portal by hand under the same name variants. Each manual search is recorded with the date searched and the reviewer’s identifier. Manual searches add two to three business days to the standard turnaround.

Florida is a special case: the state portal returns matches but does not publish property amounts. Florida findings are reported without a dollar figure, and the report says so explicitly.

What we do not do

• No Social Security numbers collected. We never ask for or store the decedent’s SSN. The SSN-gated federal sources below appear in the report as a checklist for the executor to run, not searches we perform.
• No claiming on anyone’s behalf. We produce a research report. The attorney or personal representative files the claim directly with the state.
• No contingency or percentage fee. The fee is a flat rate per estate, invoiced to the firm, regardless of what is found.
• No advising on entitlement or priority among heirs. The report states facts and links to official claim instructions; it does not give legal advice.
• No contact with owners or heirs. All communication is with the attorney or fiduciary of record.

Credential-gated federal sources

These sources appear in the report as a numbered checklist. They require the executor’s credentials and are not searches EstateMarshal runs. Each entry includes the official URL and what the source requires:

• TreasuryHunt (U.S. savings bonds) – requires decedent’s SSN
• DOL Retirement Savings Lost & Found – requires SSN and date of birth
• NAIC Life Insurance Policy Locator – requires SSN, DOB, date of death, and death certificate
• PBGC (Pension Benefit Guaranty Corporation) – requires name and SSN
• HUD/FHA mortgage insurance refunds – requires FHA case number or decedent’s name
• Social Security lump-sum death payment – apply via local SSA office
• VA benefits and SGLI/VGLI proceeds – requires DD-214, SSN, and death certificate
• IRS Form 1310 (tax refund due a deceased taxpayer) – requires SSN, death certificate, and letters testamentary
• Unpaid final wages – contact employer HR; state labour department if unresponsive

Limitations

• State data is a snapshot. All findings carry the date the source was searched. Property status can change between the search date and the filing date. Verify any hit is still outstanding at the state portal before filing.
• Coverage is what states publish. If a state does not publish an accessible portal or bulk file, we cannot search it. The report marks those states as not searched.
• Name variants are not exhaustive. Uncommon nicknames or informal name changes not provided in the intake will not appear in the variant set. If additional names become known after the report is issued, a supplemental search can be requested.
• Human review is not a legal opinion. The reviewer confirms that a match clears the scoring threshold; they do not opine on whether the estate has a legal right to claim the property.