Investment Processing Timeline & Communication Guide 

How We Work With You 

American Estate & Trust (AET) understands that timing matters, especially for time-sensitive deals and investment opportunities. Here’s exactly what to expect when you work with us, from account approval through fund deployment, including specific requirements and timelines for each investment type 

Account Approval: Get Started Quickly 

When you apply for a new account with AET, your account approval typically happens within 5 minutes of account application submission. This means you can move forward with confidence and start planning your investment immediately.  

We have worked hard to ensure that our rigorous AML/KYC programs are fully automated. However, sometimes accounts are flagged for manual review. The manual review process usually takes one business day after the account is flagged for review to clear up any outstanding items. 

What Matters for These Timelines 

 To keep your investment on track, you need:  

Fully Funded Account: Have your complete investment amount plus any account minimums already in your account before submission. 

Complete Documentation: Submit all required documents from the start. Missing signatures, incomplete agreements, unsigned hold harmless documents, or unclear IRA titling will trigger holds and require resubmission. 

Correct IRA Titling: Use your precise legal account name on all documents. The standard format is: “Client Name, legal owner via non-trust custodial IRA with AET.” For most investment, always use AET’s EIN instead of your Social Security Number. 

Current Signatures and Dates: Documents must be signed recently. For transfer-ins and certain investments, signatures must be no more than 30 days old before submission. Outdated signatures can require resubmission. 

Investment-Specific Requirements: Review the documentation checklist for your specific investment type before submission. Each investment class has unique compliance requirements. Requirements are listed below, but clients are encouraged to find the latest requirements in the client portal. 

Transferring Funds to Your Account 

Once your account is open, moving money from your prior custodian to AET takes less than 1 business day on our end. We process transfer-ins rapidly, so your funds are ready to work for you. 

Keep in mind that actual funds arriving in your account depend on your previous custodian’s processing speed, typically around 11 business days from initiation. While this timeline is largely driven by the prior custodian’s workflow and outside our direct control, we’ll keep you informed throughout the process. 

Investment Review & Approval: What to Expect by Investment Type 

After you submit a complete investment with all required documentation and your account is fully funded, our compliance team reviews your investment submission. Most investments receive approval within approximately 1-3 business days after you have correctly submitted the documentation for our team to review. 

Investment-Specific Guidelines 

Capital Call Investments 

• Timeline: 1-3 business days 
• Required Documentation: Capital call notice, investment agreements, proof of fund availability 

Private Loan Investments 

• Timeline: 1-3 business days 
• Required Documentation:
  • Loan Doc or Note on whose signature page is the following information: 
  • Lender Information Titled in the name of the IRA. The signature lines, and Account Loan amount, interest rate, repayment schedule, and collateral details (if applicable) 
  • Asset/Interest the Note is secured by 
  • Payment Amount 
  • Principle 
  • Interest 
  • Start Date + End Date 
  • Printed, Signed and Dated by the Borrower 
  • Supporting financials or collateral documentation 

Holder must sign: “(Client Name) legal Owner Via Non-Trust Custodial IRA with AET” 

Private Placement Memorandum (PPM) Investments 

• Timeline: 1-3 business days 
• Required Documentation:
  • Subscription agreement 
  • Private Placement Offering 
  • Issuing company’s operating agreement 

Private Stock Purchase Investments 

• Timeline: 1-3 business days 
• Required Documentation:
  • Stock purchase agreement with signature 
  • Number of shares and purchase price must be included in the purchase agreement 

 Real Estate Investments 

• Timeline: 3-5 business days 
• Required Documentation:
  • Purchase agreement/contract with the following 
  • Property Address 
  • IRA Full Name (Not person’s name) 
  • Custodian’s Tax Id 
  • Purchase Price 
  • Earnest Money amount (if applicable) 
  • Clearly marked signature blocks for custodian to sign 
  • Loan Documents (if applicable) 
  • Hold harmless agreements (buyer and seller) 
  • All pages requiring signatures must be legible and complete 
• Titling Requirement:
  • Documents must use IRA’s legal title: “Client Name, legal owner via non-trust custodial IRA with AET” 
  • Use AET’s EIN instead of Social Security Number on documents 

 Tax Lien Investments 

• Timeline: 3-5 business 
• Required Documentation:
  • Purchase agreement outlining tax lien terms 
  • Payment instructions 

 Solo 401(k) Loans 

• Timeline: 1-3 business 
• Required Documentation: Loan request via DOI specifying amount, purpose, and repayment terms 

Transfer-Out 

• Timeline: 1 business day 
• Required Documentation:
  • Medallion Signature Guarantee stamp on all scanned copies if required 
  • Complete listing of all assets to be transferred (account statement alone does not suffice) 
  • For real estate transfers: Quit Claim Deeds to change titling to new custodian 
  • Signed Transfer Request Form received within 15 business days of account holder’s wet signature 

Vendor Fee Payments 

• Timeline: 1-3 business days 
• Required Documentation:
  • Vendor invoice (must be billed to IRA: “Client Name, legal owner via non-trust custodial IRA with AET”) 
  • Completed Vendor Payment Authorization Form 

 Wholly Owned LLC (Checkbook Control IRA) 

• Timeline: 1-3 business days 
• Initial Funding Requirements:
  • Operating Agreement 
  • EIN (SS-4) Confirmation 
  • Member Ownership Ledger 
  • LLC Hold Harmless Agreement 

Your Investment Status 

Your investment moves through clear stages so you always know where things stand: 

• Draft — You’re preparing your investment submission and gathering required documentation. 
• On Hold for Review — We’ve received your investment and are reviewing completeness and compliance requirements for your specific investment type. 
• Compliance Review — Our compliance team is actively evaluating your documentation against regulations and internal investment-specific compliance guidelines. 
• On Hold for Corrections — We need additional information or clarification. You’ll receive specific instructions on what’s needed to move forward. 
• Approved — Your investment is approved and meets all compliance requirements; ready for funding. 
• Completed — direction of investment has been executed and funds are transferred. If applicable, asset record created.  

Common Reasons Timelines Slip 

Incomplete documentation is the most common cause of delays: 

• Missing signatures on agreements or hold harmless forms 
• Partial or unsigned subscription agreements 
• Unsigned loan documents or PPM submissions 
• Missing collateral documentation 

Incorrect IRA titling on documents requires resubmission and correction. Ensure all documents use the proper legal account name and EIN where applicable. 

Insufficient account funding holds up both approval and disbursement. Verify your complete investment amount is available before submission. 

Signature date issues arise when documents are signed more than 15 business days before submission. For transfers especially, fresh signatures are required. 

Investment-specific documentation gaps: 

• Real estate: Incomplete hold harmless agreements or unclear escrow instructions 
• Loans: Vague terms, missing interest rate, or unclear repayment schedule 
• LLC: Missing EIN or Member Ownership Ledger 

The good news: Most of these delays are preventable with careful upfront preparation and review of your specific investment type’s requirements. 

Final Reminders for Time-Sensitive Investments 

If you’re working with time constraints: 

• Contact your account manager at least 8 business days before closing 
• Have all documentation prepared and reviewed for accuracy 
• Ensure your account is fully funded before submission 
• Verify correct IRA titling on all documents 
• For real estate deals: Have hold harmless agreements signed and ready 

The faster you provide complete, accurate documentation, the faster we can get your investment deployed. 

We’re here to support you during business hours. You can reach our team between 8 AM and 4 PM Pacific Time.