401(k) to IRA Rollover Request Letter Templates (Free Samples)

Quick answer summary

If you’re moving a 401(k) to an IRA, ask for a direct rollover (trustee-to-trustee) so the check is not made payable to you. That typically avoids the mandatory 20% withholding and eliminates the stress of the 60-day rollover deadline. Include your plan info, your IRA custodian info, and clear instructions like “make the check payable to [Custodian] FBO [Your Name].” IRS+2IRS+2

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Should you roll a 401(k) into an IRA?

In my experience, an IRA rollover is a great move when you want simplicity and control. But it’s not automatically the “best” move for everyone.

Reasons I like IRA rollovers

• Consolidation: fewer accounts to track (and fewer forgotten accounts later).

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  More investment options: usually broader than a workplace plan menu.

• Potentially lower all-in costs: even a small fee difference compounds hard over time. The Department of Labor has a classic example showing a 1% fee difference can reduce a retirement balance by about 28% over a career-style timeframe. DOL

• Easier beneficiary and estate planning updates (often simpler than old employer systems).

Times you might pause before rolling over

• You’re 55+ and separated from service: the 401(k) may offer penalty exceptions (the “rule of 55”) that an IRA won’t.

• You may need creditor protections: workplace plans can have stronger protections than IRAs in some situations.

• You hold employer stock: special tax treatment (NUA) might apply; this is worth professional review before you move shares.

• You need a stable value fund you can’t access elsewhere.

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Direct rollover vs. indirect rollover (choose wisely)

A lot of rollover horror stories come from people accidentally doing an indirect rollover.

If your plan sends the distribution to you, you may have to replace the withheld amount out-of-pocket to roll over the full balance in time. IRS+2IRS+2

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Step-by-step: how to roll a 401(k) into an IRA (cleanly)

1. Open the correct IRA type

2. Ask your IRA custodian for “rollover instructions”

3. Contact the 401(k) plan administrator

4. Request a direct rollover

5. Track the paperwork

6. Invest the money once it lands

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What your rollover request letter should include

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To reduce back-and-forth, include:

• Your full name, address, phone, and email

• Last 4 of SSN (or employee ID if your plan prefers)

• Employer name and plan name (and plan/account number if available)

• Whether you want a full or partial rollover

• IRA custodian name + address + IRA account number

• Payment instructions (“payable to… FBO…”)

• How you want it delivered (mail to custodian, mail to you but payable to custodian, wire, etc.)

• Your signature and date

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8 free templates: 401(k) to IRA rollover request letters

1) Standard direct rollover request (full balance)

[Date]

Plan Administrator / Distribution Department
[401(k) Plan Provider Name]
[Provider Address]

Re: Direct Rollover Request – [Employer/Plan Name], Acct. [Last 4 or Account #]

To Whom It May Concern,
I am requesting a direct rollover of my eligible distribution from my former employer’s 401(k) plan into my IRA.

Participant information
Name: [Your Full Name]
Address: [Your Address]
Phone: [Your Phone]
Last 4 SSN: [####]
Employer/Plan Name: [Plan Name]
Account/Plan ID: [Account #]

Receiving IRA (custodian information)
Custodian: [IRA Custodian Name]
Address: [Custodian Address]
IRA Account Number: [IRA Account #]

Please issue the distribution as a direct rollover with the check made payable to:
[IRA Custodian Name] FBO [Your Full Name], IRA #[IRA Account #]

Please mail the rollover check to:
[Custodian Address or “Attention: Rollover Department”]

I am not requesting a taxable distribution to myself. Please process this as a direct rollover and provide any confirmation of processing to my email at [Email Address].

Thank you,
[Your Signature]
[Your Printed Name]

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2) Direct rollover request with specific delivery instructions (check mailed to you but not payable to you)

[Date]

Plan Administrator / Distribution Department
[401(k) Plan Provider Name]
[Provider Address]

Re: Direct Rollover – Please mail check to participant (payable to custodian)

To Whom It May Concern,
I am requesting a direct rollover of my eligible rollover distribution from my 401(k) to my IRA. For delivery, please mail the check to me at the address below, but do not make the check payable to me.

Participant information
Name: [Your Full Name]
Mailing Address: [Your Address]
Phone: [Your Phone]
Last 4 SSN: [####]
Plan/Account: [Plan Name + Account #]

Make the check payable to:
[IRA Custodian Name] FBO [Your Full Name], IRA #[IRA Account #]

Mail the check to:
[Your Full Name]
[Your Address]

For your records, the receiving custodian is:
[IRA Custodian Name, Address]

Thank you for confirming once the distribution is processed.
Sincerely,
[Signature]
[Printed Name]

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3) Partial rollover request (roll some, keep some taxable)

[Date]

Plan Administrator / Distribution Department
[401(k) Plan Provider Name]
[Provider Address]

Re: Partial Distribution – Direct Rollover + Taxable Portion

To Whom It May Concern,
I am requesting a partial distribution from my 401(k) account. Please process the distribution as follows:

1. Direct rollover portion: $[Amount or %] to my IRA as a direct rollover

2. Taxable portion: $[Amount or %] paid to me (with applicable withholding)

Participant information
Name: [Your Full Name]
Address: [Your Address]
Last 4 SSN: [####]
Plan/Account: [Plan Name + Account #]

Rollover instructions (portion #1)
Make payable to: [IRA Custodian Name] FBO [Your Full Name], IRA #[IRA Account #]
Mail to: [Custodian Address]

Taxable portion instructions (portion #2)
Make payable to: [Your Full Name]
Mail to: [Your Address]

Please confirm the final gross amounts and any withholding applied before issuing payment so I can reconcile the transaction for tax reporting.

Sincerely,
[Signature]
[Printed Name]

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4) Roth 401(k) rollover request to a Roth IRA

[Date]

Plan Administrator / Roth Distribution Team
[401(k) Plan Provider Name]
[Provider Address]

Re: Direct Rollover of Designated Roth Account to Roth IRA

To Whom It May Concern,
I am requesting a direct rollover of my designated Roth 401(k) balance into my Roth IRA.

Participant information
Name: [Your Full Name]
Address: [Your Address]
Last 4 SSN: [####]
Plan/Account: [Plan Name + Account #]

Receiving Roth IRA
Custodian: [IRA Custodian Name]
Roth IRA Account Number: [Roth IRA #]
Custodian Address: [Address]

Please issue the rollover check payable to:
[IRA Custodian Name] FBO [Your Full Name], Roth IRA #[Roth IRA #]

Please include any required Roth contribution and basis reporting details in the distribution paperwork and send confirmation to [Email].

Thank you,
[Signature]
[Printed Name]

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5) Split rollover request (pre-tax to Traditional IRA, after-tax to Roth IRA)

[Date]

Plan Administrator / Distribution Department
[401(k) Plan Provider Name]
[Provider Address]

Re: Direct Rollover Request – Split Distribution by Tax Treatment

To Whom It May Concern,
I am requesting a direct rollover of my 401(k) assets and ask that the distribution be split by tax treatment:

Participant information
Name: [Your Full Name]
Last 4 SSN: [####]
Plan/Account: [Plan Name + Account #]

Traditional/Rollover IRA (pre-tax)
Payable to: [Custodian Name] FBO [Your Name], Traditional IRA #[Acct #]
Mail to: [Custodian Address]

Roth IRA (after-tax contributions)
Payable to: [Custodian Name] FBO [Your Name], Roth IRA #[Acct #]
Mail to: [Custodian Address]

Please ensure the tax reporting clearly reflects the split so the rollover can be documented correctly.
Sincerely,
[Signature]
[Printed Name]

(Separating after-tax amounts can be important for clean reporting and avoiding unintended taxation.) IRS

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6) Rollover request when you have an outstanding 401(k) loan

[Date]

Plan Administrator / Loan and Distributions
[401(k) Plan Provider Name]
[Provider Address]

Re: Distribution Request with Outstanding Loan – Provide Payoff/Offset Details

To Whom It May Concern,
I am requesting a direct rollover of my eligible 401(k) balance to my IRA. I also understand I currently have an outstanding plan loan.

Please provide, in writing, the following before processing:

• Current loan payoff amount and payoff instructions

• Whether the loan will be repaid, defaulted, or treated as a loan offset

• How the loan (or any offset) will be reported for tax purposes

Once confirmed, please process the eligible rollover portion as a direct rollover payable to:
[IRA Custodian Name] FBO [Your Full Name], IRA #[IRA Account #]
Mail to: [Custodian Address]

Participant: [Your Full Name], Last 4 SSN: [####], Plan/Account: [Account #]
Thank you,
[Signature]
[Printed Name]

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7) Letter to your IRA custodian to accept the rollover (and provide instructions)

[Date]

Rollover Department
[IRA Custodian Name]
[Custodian Address]

Re: Incoming 401(k) Direct Rollover Deposit – IRA #[IRA Account #]

Hello,
I recently left my employer and am moving my 401(k) into my IRA at [IRA Custodian Name]. Please confirm the correct rollover deposit instructions for my account.

Account holder: [Your Full Name]
IRA Account Number: [IRA Account #]
Phone/Email: [Phone], [Email]

Please confirm:

1. Exact payee line wording for a direct rollover check

2. Mailing address for rollover checks and any required deposit form

3. Whether you accept wire rollovers and, if so, the wire instructions

4. Any special requirements (endorsement rules, rollover form, etc.)

Once confirmed, I will provide these instructions to the 401(k) plan administrator and request the check be made payable to [Custodian Name] FBO [Your Name].

Thank you,
[Signature]
[Printed Name]

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8) Follow-up letter when your rollover is delayed

[Date]

Plan Administrator / Distribution Escalations
[401(k) Plan Provider Name]
[Provider Address]

Re: Follow-Up: Pending Direct Rollover Request – Submitted on [Date]

To Whom It May Concern,
I am following up on my direct rollover request submitted on [Date] for my account ending in [####]. I have not yet received confirmation of processing or an expected completion date.

Participant: [Your Full Name]
Last 4 SSN: [####]
Plan/Account: [Plan Name + Account #]

Please provide:

• Current status of my request

• Any missing items needed to complete processing

• Expected mailing date and tracking number (if available)

• Name/extension of a contact who can finalize this request

The rollover should be issued payable to:
[IRA Custodian Name] FBO [Your Full Name], IRA #[IRA Account #]
Mail to: [Custodian Address]

Thank you for your prompt attention.
Sincerely,
[Signature]
[Printed Name]

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Common rollover mistakes I see (and how to avoid them)

• Choosing an indirect rollover accidentally → insist on “direct rollover” language. IRS+2IRS+2

• Forgetting about withholding → if a check is payable to you, the plan may have to withhold 20%, and you might need to replace it to roll over the full amount. IRS+2IRS+2

• Moving everything without thinking about timing → RMD rules and deadlines matter, and penalties can apply if you miss required withdrawals (when applicable). IRS+1

• Rolling over employer stock blindly → you may lose planning opportunities; get advice if you hold concentrated employer shares.

• Not investing after the rollover → the money lands in a settlement fund and quietly sits there.

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FAQs

Is a rollover request letter enough on its own?

Usually, no. Most plans require their distribution/rollover form, and the letter supports your instructions and creates a paper trail.

Will I owe taxes if I roll a 401(k) to a Traditional IRA?

A properly executed direct rollover from pre-tax 401(k) money to a Traditional/Rollover IRA is generally not taxable at the time of rollover. The tax bill typically comes later when you withdraw in retirement. IRS+1

What if I want to move my traditional 401(k) to a Roth IRA?

That’s generally a Roth conversion, which can trigger taxes on the converted amount. Many people do it intentionally, but you want to plan the tax hit first.

Do RMD rules matter if I’m rolling over?

They can. RMD timing rules and penalties are very real, and they’re one reason I like consolidation: fewer accounts to miss. IRS+1

How do I protect myself if something goes wrong?

Keep copies of: your request letter, your plan distribution form, confirmations, check images, deposit receipts, and any emails. If there’s a delay, use the follow-up template.

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Final thoughts

A 401(k) to IRA rollover does not have to feel like paperwork purgatory. If you do one thing right, make it this: request a direct rollover and write the payee line so the money never becomes “yours” in transit. That single choice avoids the most common tax traps, protects your timeline, and makes the whole transfer feel boring, which is exactly what you want with retirement money.

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Checklists

Pre-rollover checklist (10 minutes)

• Confirm what you have: pre-tax, Roth, after-tax contributions, employer stock, loans

• Open the correct IRA type(s)

• Get rollover instructions from the IRA custodian

• Decide whether you want a full or partial rollover

Paperwork checklist (before you submit)

• Plan distribution form completed

• Your rollover request letter attached

• IRA account number(s) included

• Payee line spelled out (“Custodian FBO You”)

• Delivery method selected (mail/wire)

• Copies saved (PDF or printed)

After the rollover checklist

• Confirm deposit posted and coded as a rollover

• File 1099-R and confirmations with tax documents

• Invest the funds based on your plan (do not leave it unassigned by accident)

• Update beneficiaries

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Video section (related rollovers)

• Fidelity: “How To Roll Over An Old 401(k)” YouTube

• Vanguard: “Rolling over an employer plan to an IRA” (walkthrough video) Vanguard

• “401k Rollover Rules That Could Cost You (Avoid These Traps!)” YouTube

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Sources

• IRS: Rollovers of retirement plan and IRA distributions IRS

• IRS: Topic No. 413 (Rollovers from retirement plans) IRS

• IRS: Required minimum distributions FAQs (including penalty guidance) IRS

• U.S. Congress: SECURE 2.0 statutory text (RMD age schedule) Congress.gov

• U.S. Department of Labor: 401(k) plan fees and long-term impact example DOL

• IRS: Notice 2020-62 (after-tax contribution rollover guidance) IRS

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Disclaimer

This article provides general educational information, not legal, tax, or investment advice. Rollover rules can vary by plan and personal situation, so consider speaking with a qualified tax professional or fiduciary adviser before acting.