The 7 Forms You Need for a 401(k) Rollover. Skip the Rest

Cutting Through the Paperwork: The Essential 401(k) Rollover Forms

If you search “401(k) rollover paperwork,” you’ll find warnings about mountains of forms, complex signatures, and weeks of bureaucratic delays. The reality is simpler. Most rollovers require only 3-7 documents, and your new custodian will guide you through each one.

Here are the forms that actually matter—and the ones you can ignore.

The Essential Forms

1. Distribution Request Form (from your old 401(k))

This is the form that tells your current 401(k) administrator to release your funds. Every plan uses a different version, but all require:

Your personal information and account number
Distribution type (select “Direct Rollover to IRA”)
Receiving institution name and address
Your signature (sometimes notarized, sometimes not)

Where to get it: Your 401(k) administrator’s website or by calling their service line.

2. IRA Application (at your new custodian)

Before funds can arrive, you need an open IRA to receive them. This application establishes your new account. Standard information includes:

Name, address, Social Security number
Beneficiary designations
Investment elections (can often be changed later)
Electronic signature or wet signature

Where to complete: Online at Fidelity, Schwab, or Vanguard—typically takes 15 minutes.

3. Transfer/Rollover Form (at your new custodian)

This form authorizes your new custodian to request funds from your old plan. It creates a paper trail showing the rollover was properly executed. Information required:

Your old plan’s name and account number
Type of account being rolled (401(k), 403(b), etc.)
Transfer amount (full balance or specific amount)
Whether to transfer cash or in-kind securities

Pro tip: Many custodians now offer “concierge” rollover services. Fidelity’s rollover specialists will complete this form with you on a phone call and handle communication with your old plan.

4. Letter of Acceptance (from receiving custodian)

Some 401(k) plans require a letter confirming your new IRA custodian will accept the rollover. This letter states:

The receiving account is an eligible IRA
The custodian agrees to accept the incoming rollover
The account number for deposit

Where to get it: Request from your new custodian. Most generate these automatically or on demand.

Sometimes Required

5. Spousal Consent Form

If you’re married and your 401(k) is subject to ERISA, your spouse may need to sign a consent form waiving survivor benefits. This depends on your plan’s rules and state law.

When required: Ask your 401(k) administrator. Common in pension-style plans and some traditional 401(k)s.

6. Tax Withholding Election (W-4R)

For direct rollovers to an IRA, this form is often optional—no taxes should be withheld. But some plans require you to explicitly elect zero withholding.

Important: If your plan withholds taxes despite a direct rollover election, call immediately. This shouldn’t happen with proper paperwork.

7. Medallion Signature Guarantee

For large rollovers (typically over $100,000), some plans require a medallion signature guarantee instead of notarization. This is obtained from banks or brokerage firms—not notary publics.

Where to get it: Your bank, or your new brokerage firm’s local branch.

Forms You Can Skip

Hardship withdrawal forms: These are for taking money out of your 401(k), not rolling it over.

Loan applications: Irrelevant to rollovers.

Investment change forms: You can change investments after the rollover is complete.

Roth conversion forms: If you want to convert to Roth, this is a separate transaction after the rollover completes.

The Timeline

Day 1: Open IRA at new custodian, complete transfer form, request Letter of Acceptance

Day 2-3: Request Distribution Form from old 401(k), complete and return with required signatures

Days 5-10: Old plan processes request, mails check to new custodian (or transfers electronically)

Days 10-20: Funds arrive at new IRA, available for investment

Total elapsed time: 2-4 weeks for most rollovers. Larger accounts or plans with additional requirements may take slightly longer.

The One Form That Matters Most

If you remember nothing else: ensure the Distribution Request Form specifies “Direct Rollover to IRA” and names your new custodian as recipient. This single designation avoids the 20% mandatory withholding that applies to distributions paid to you directly.

Get that form right, and the rest is procedural. The paperwork feels intimidating until you actually start—then you realize it’s a few signatures and some waiting.