Ownership Change Guide

Changes in ownership or owner status for land and mineral rights require updated title records. Owners should ensure they have the appropriate documentation, which is outlined in the table below for each type of change. Note, requirements may vary depending on the jurisdiction.

In addressing any ownership change situation, please note the following:

  • All payees are required to evidence a valid Social Security or tax identification number by IRS Form W-9, or federal law requires 28% of payment to be withheld in accordance with Section 3406 of the Internal Revenue Service, which will not be refundable by Chesapeake. If you need additional guidance on how to fill out a W-9 form, please refer to the IRS website at www.irs.gov/w9. W-9 forms can be found here on our website.
  • All documents related to a change of ownership must be filed of record in the county/parish where the property is located.
  • Laws of agency preclude us from providing forms for conveying real property interests. However, you may contact an attorney, Legal Aid Society or your local Bar Association for assistance in handling these matters.
  • Address changes cannot be handled by telephone. If a change of address is needed, complete and submit the Chesapeake Change of Address form, which can be found here on our website.
  • If an Affidavit of Heirship is needed per the requirements listed below, a form with instructions can be found here on our website.
  • Retain your check detail for future reference.
  • All payments will continue to be made to the current owner until proper documentation is received.
  • Please add the Owner Number(s) on all correspondence sent to Chesapeake. This is the number shown on the cover letter sent to you.
  • Original documents will not be returned: please send a COPY (or copies) of the documents requested. 
Submit the appropriate documentation by mail or email to:
Chesapeake Operating, L.L.C.
Attn: Owner Relations
P.O. Box 18496
Oklahoma City, OK 73154-0496


DOCUMENTS REQUIRED TO PROCESS OWNERSHIP CHANGES
In the table below, the type of change or situation is in the left column and the documents to be provided are in the right column. Original documents will not be returned; send a COPY (or copies) of the documents requested.  


SITUATIONTHE FOLLOWING DOCUMENTATION IS REQUIRED
Name change - Personal
MarriageCopy of marriage certificate
DivorceCopy of divorce decree reinstating maiden name or prior name, copy of final order/decree showing distribution of assets and copies of any court-mandated conveyance documents
Legal Name ChangeCourt order evidencing name change
Appointment of Attorney-In-FactCopy of power of attorney
Appointment of Agent or AgencyCopy of agency agreement
Appointment of Legal GuardianCopy of birth certificate or court order designation guardianship
Name change - Company/Corporate, LLC
Merger/Name ChangeCertificate of merger and tax ID number
LLC Name ChangeCertificate evidencing name change
Purchase/Sale of Interest
Purchase of InterestRecorded copy of conveyance evidencing acquisition of property
Sale of InterestRecorded copy of conveyance evidencing sale of property
Trusts/Partnership change
Trust or Partnership is CreatedCopy of recorded conveyance of interest to the Trustee and/or Trust or Partnership and the Trust or Partnership Agreement
Change of Trustee - DeathCopy of recorded Instrument evidencing death of Trustee and appointment of Successor Trustee and a copy of the Trust Agreement
Change of Trustee - ResignationCopy of recorded instruments evidencing Trustee resignation, appointment of Successor Trustee and a copy of Trust Agreement
Change of Trustee - Appointment (Original or Succession)Copy of Trust Agreement or recorded Memorandum of Trust
Trust or Partnership is TerminatedCopy of Dissolution of Trust or copy of Partnership and Conveyance to beneficiary or partners
Death of co-owner
Joint Tenant (with Rights of Survivorship)Certified copy of Death Certificate of deceased joint tenant
Tenants by EntiretyCertified copy of Death Certificate of deceased joint tenant
Life TenantCertified copy of Death Certificate of deceased life tenant, recorded instrument creating the life estate, and names, addresses and tax identification numbers of remaindermen
Tenant in CommonCopies of pertinent "Death of Owner" documents described immediately below for deceased tenant in common
Death of owner - Owner died with a will (testate)
Probate proceedings are filed in the state in which the property is located and are currently pendingCertified copy of Last Will and Testament, certified copy of Order Admitting Will to Probate and certified copy of Letters Testamentary
Probate proceedings were filed in the state in which property is located and are completeCertified copy of Final Decree, Certificate of Transfer or other documentation evidencing final distribution of property by the court
Probate proceedings have not been filedCertified copy of Death Certificate, certified copy of the Last Will and Testament, and a copy of a properly executed and recorded Affidavit of Heirship signed or witnessed by an uninterested third party (not a family member)
Death of owner - Owner died without a will (intestate)
Probate proceedings are filed in the state in which the property is located and are currently pendingCertified copy of Death Certificate and a certified copy of Administration Proceedings
Probate proceedings were filed in the state in which the property is located and are completeCertified copy of Final Decree, Certificate of Transfer or other documentation evidencing final distribution of property by the court through laws of descent and distribution
Probate proceedings have not been filedCertified copy of Death Certificate and a copy of a propert​y executed and recorded Affidavit of Heirship signed or witnessed by an uninterested third party (not a family member)