The 401(k) Rollover Forms You Actually Need
If you search “401(k) rollover paperwork,” you’ll find warnings about mountains of forms, complex signatures, and weeks of bureaucratic delays. The reality? Most rollovers need only 3-7 documents, and your new custodian will walk you through each one.
Here are the forms that actually matter and the ones you can skip.
The Essential Forms
1. Distribution Request Form (from your old 401(k))
This form tells your current 401(k) administrator to release your funds. Every plan uses a different version, but they all ask for:
- 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 sets up your new account. Standard info includes:
- Name, address, Social Security number
- Beneficiary designations
- Investment elections (you can change these later)
- Electronic or wet signature
Where to complete: Online at Fidelity, Schwab, or Vanguard. Takes about 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 done properly. Information needed:
- 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
Helpful tip: Many custodians now offer “concierge” rollover services. Fidelity’s rollover specialists will complete this form with you on a phone call and handle all communication with your old plan.
4. Letter of Acceptance (from receiving custodian)
Some 401(k) plans need 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 where you live.
When required: Ask your 401(k) administrator. Common with 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 since no taxes should be withheld anyway. But some plans make you explicitly elect zero withholding.
Important: If your plan withholds taxes despite a direct rollover election, call immediately. That 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: Not relevant to rollovers.
Investment change forms: You can change investments after the rollover completes.
Roth conversion forms: If you want to convert to Roth, that’s a separate transaction after the rollover is done.
Typical 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 time: 2-4 weeks for most rollovers. Larger accounts or plans with extra requirements may take a bit longer.
The One Form That Matters Most
If you remember nothing else: make sure the Distribution Request Form says “Direct Rollover to IRA” and names your new custodian as the recipient. This single designation avoids the 20% mandatory withholding that applies to distributions paid directly to you.
Get that form right, and everything else is just procedure. The paperwork feels intimidating until you actually start. Then you realize it’s a few signatures and some waiting.
