What should a title agency provide to begin heir research?

Describe the issue in one or two sentences.

A focused request helps separate the immediate research need from the wider closing file. Instead of asking only for an heir search, explain the information gap: an affidavit may omit a reported child, marital history may be incomplete, or two records may describe different family relationships.

For illustration: “We have an affidavit and family intake, but they give different accounts of a deceased child’s descendants. We need research into that branch.” This is a fictional example, not a statement about any client file.

Identify who will review the report and what question they need it to address. If the examiner or underwriter has already identified an issue, preserve that wording in the file you prepare for the agreed intake channel.

Gather the starting record you already have.

Use this checklist to organize available information. It is a preparation aid, not a requirement to obtain every item before making an inquiry.

• The existing account: an affidavit of heirship, questionnaire, family narrative, or earlier research.
• Identity details: names and known variations, approximate life dates, and places associated with the person under investigation.
• Reported relationships: spouses, children, deceased children’s families, and other branches relevant to the question. Mark unknown details as unknown.
• Available records: relevant death, marriage, probate, obituary, family, or property records already held in the file.
• File context: the property’s county and state, the relevant title issue, and any reference that helps connect the research to the correct matter.
• Prior work: sources already checked, records requested, and questions left unresolved.

The National Archives identifies names, dates, places, and relationships as key starting points for family research in How to Begin Genealogical Research. These details help distinguish people with similar names and direct the search toward relevant records.

Keep the source and the uncertainty together.

Label where each piece of information came from. A family member’s recollection, an intake answer, and a record image provide different starting points. If two accounts conflict, include both and explain the discrepancy rather than choosing one during intake.

Keep dates marked as approximate when they are approximate. Avoid filling blanks with assumptions or silently replacing a name with a preferred spelling. The uncertainty itself can help define what needs investigation.

For document copies, retain the complete relevant page and its identifying details when available. A cropped excerpt can separate a statement from the names, dates, or context needed to understand it. Group related documents and use descriptive filenames so the reviewer can navigate the packet.

Separate the report date from the closing date.

Provide both your requested report date and any transaction deadline that affects it. Your team may need time after receiving the report to review the findings and decide on additional work. The requested date is an input to scoping; expected turnaround is confirmed before research starts.

Identify a point of contact who can answer intake questions, coordinate additional information, and discuss scope. If a particular source presentation or report format is important to the reviewer, raise it at this stage. Early agreement can reduce avoidable back-and-forth.

To plan the engagement, read what affects research cost and turnaround.

Begin with a general inquiry, then agree on file transfer.

Use our report request form to describe the general question, available starting information, and requested date. Do not place client names, confidential matter details, identification numbers, or documents in the public inquiry form.

We will agree on research scope, deliverables, fees, expected turnaround, and an appropriate channel for the file before work begins. The reporting service is available separately from our technology platform, which is in development with design partners. Platform adoption is not required to commission research.