Owner Information
- Change of Address: All address updates must be submitted in writing. You can download the change of address form here. Mail or email the completed form to Owner Relations at — [email protected]
Mailing Address:
Crowheart Energy LLC
Attn: Owner Relations
1225 17th Street, Suite 2950
Denver, CO 80202
- Affidavit of Heirship: This document is a statement providing information for a deceased owner regarding their marital history, children, and any possible heirs to their interest and is sworn by the person completing the form. The Affidavit of Heirship must be completed by a disinterested party. This form will be provided by Crowheart Energy LLC and we require that the Affidavit of Heirship be recorded in the county in which the deceased held an interest. We require that all accounts paid over $5000 in royalties annually be probated in the state in which the deceased held an interest; otherwise the Affidavit of Heirship may be used. Please contact us for further information regarding a deceased owner. Click here for instructions on how to complete the Affidavit of Heirship. The Affidavit of Death and Heirship form is also available to download.
- ACH/Direct Deposit: Please fill out this ACH form and submit with a copy of a voided check to our Owner Relations Department at [email protected]
- W9: Is the form used to request a taxpayers’ social security number and/or EIN. Download the W-9 form here.
The list below is general information; your specific case may vary. **Further documentation may be required based on your circumstances. Each situation is unique, and requirements may vary.
- Death of an Owner. Owner died with a Will (testate). Probate proceedings must be performed in the state where the property is located. The documents below are required to transfer the property of the decedent.
- Copy of Death Certificate
- Copy of the Last Will & Testament
- Order Admitting the Will to Probate
- Letters Testamentary
- A copy of the Deed of Distribution recorded in the county in which the property is located from the Estate and/or recorded copy of the Assignment of interest from the Estate
- Owner died without a Will (intestate). Probate proceedings must be performed in the state where the property is located in order for the heirs to obtain record title. The documents below are required in order to transfer the property of the decedent.
- Copy of the Death Certificate
- Administration Documentation
- A copy of the Deed of Distribution recorded in the county in which the property is located from the Estate and/or recorded copy of the Assignment of interest from the Estate.
**NOTE: If the deceased owner lived in a different state than their property was located, we will require ancillary probate to be completed in the state of which they held their interest. Each state has their own laws of Descent and Distribution and these laws can vary from state to state.
- No probate performed. The documents below are required to transfer the interest of the decedent.
- Copy of the Death Certificate
- A copy of the Affidavit of Heirship recorded in the county in which the property is located, properly completed and notarized. The Affidavit of Heirship must be completed by a disinterested party. If the deceased owner received royalty payments exceeding $5000 annually, Crowheart Energy LLC requires that the Estate be probated in the state in which the revenue interest is located.
- Owner having a Life Estate dies.
- Copy of the recorded Affidavit of Surviving Remaindermen
- Copy of the recorded Death Certificate
- Interest owned by Joint Tenancy.
- Copy of the recorded Affidavit of Surviving joint tenant
- Copy of the recorded Death Certificate of the deceased joint tenant
- A Name Change has occurred.
- Marriage — provide a copy of the marriage certificate.
- Divorce — provide a copy of the divorce decree reinstating maiden name or other documents indicating name change and any changes in ownership.
- Legal name change — provide a copy of the court documentation indicating a legal name change.
- Company corporation name change — provide the certification of the name change from State of Incorporation.
- Company merger — provide the merger Agreement.
- Changes in Trustee — provide a copy of the resignation of current trustee and/or recorded copy of successor trustee appointment.
- Sale of Property and/or Transfer of Ownership
- Copy of recorded documents recorded in the county in which the property is located transferring ownership.
- Attorney-in-Fact
- Provide a copy of the Power of Attorney.
Frequently Asked Questions
Royalties are the monies paid based on ownership of interest in a lease and/or lands.
- Royalty Interest – Payments related to the minerals owned.
- Surface Owner Royalty Interest – Payments related to Surface Owner of the land where the minerals are located.
- Overriding Royalty Interest – Payments related to an override burdening a working interest owner on a specific lease or several leases.
- Non-Participating Royalty Interest – Burdens the mineral interest owner.
- Net Profits – Burdens the working interest owner and receives payments from the net profit
- Working Interest – A percentage of ownership in an oil and gas lease which
grants the right to drill and produce oil and gas from the mineral interest.
Your royalty times your mineral interest times your acreage within a tract of land divided by the spacing area and/or unit acreage.
i.e., 16% (royalty rate) X 50% (mineral interest) X 40 (acres in the tract) / 640 (acres in the spacing area/unit) = .5% (.005 decimal)
A Division Order is a document used to confirm ownership information in a particular well and/or unit. Crowheart Energy LLC uses the NADOA 1995 approved model which is based on state statutes established in producing states. A Division Order cannot change the terms of your lease. When you sign and return the Division Order, you are confirming the information provided.
**Please note: we do not accept altered Division Orders, if we receive an altered Division Order, we will place your account into pay status based on state statutes and not on the Division Order received.
Most common reasons (but not limited to):
1. Division Orders may not be sent to you if your new well is located in a spacing area and/or unit in which you already receive royalties from a producing well and your decimal interest has not changed.
2. You do not own an interest in the lands from which a well is producing.
3. We have been unable to locate you.
We are unable to establish a value for your minerals, you will need to contact an outside company to assist you (i.e. an independent engineering firm and/or an independent landman).
You have been assigned a unique owner number for your account. Please include your owner number on all correspondence with Crowheart Energy LLC. Your royalty check stub will list the Owner Number as “Payee Number”.
Please complete this form and submit to [email protected]
If a Name Change has occurred, contact [email protected] with the following:
- Marriage — provide a copy of the marriage certificate.
- Divorce — provide a copy of the divorce decree reinstating maiden name or other documents indicating name change and any changes in ownership.
- Legal name change — provide a copy of the court documentation indicating a legal name change.
- Company corporation name change — provide the certification of the name change from State of Incorporation.
- Company merger — provide the merger Agreement.
- Changes in Trustee — provide a copy of the resignation of current trustee and/or recorded copy of successor trustee appointment.
You must provide a copy of the recorded documentation used in changing ownership to your account (Deed, Assignment and etc.). We are unable to add your spouse to your account without legal documentation.
Please complete this direct deposit form and submit to [email protected].
Checks are issued and mailed by the last day of each month. If either of these days falls on a weekend and/or holiday, checks will be mailed the preceding business day. Oil is generally paid 30 days following the sales month and gas products are generally paid 60 days following the sales month. If you believe that your check is lost, please notify us. We do not re-issue checks until the check has been lost for a minimum of 30 days.
Once an owner accumulates $100 in their account, a check is issued. The minimum balance can be lowered to $25 upon written request from the interest owner. Accounts that do not reach $100 throughout the year will be released for payment once annually.
There are many factors that can cause your royalty payments to fluctuate. Some examples are but not limited to, market conditions, commodity pricing, adjustments (overpayment or underpayment), seasonal conditions, sales, maintenance or operating issues which can affect volumes, marketing contracts, etc.
Ownership between family members may not be equal. Individuals may hold interests in lands that others may not have an interest in, individuals may be in suspense for various reasons, and timing of received Division Orders may also have a role. Please contact us with any questions as each situation is unique.
Your revenue check may not always arrive at the same time each month. If you do not receive your check by the 15th of the month following the date of issue, please contact [email protected] to let us know. If your check is determined to be lost, we require a minimum of 30 days before reissue of a check.
If we are unable to contact or locate an owner, we are required by state statues to forward the funds we are holding in suspense for that owner to the state of the last known address.
If you believe that we are holding funds for you or a family member, please contact our Owner Relations group at [email protected] or call 303-993-1958. You can also go to the website missingmoney.com and search for you or a family member.
Once your funds have been submitted to Unclaimed Property, you must contact that entity to file a claim. Once your claim has been processed by the state and appropriate documentation is provided to us, we will place your account back into pay status and pay you directly. Please notify our owner relations department immediately
Production is any product extracted from the well. Sales do not occur until there is sufficient product for the purchaser to remove and buy. Royalties are based on sales not production. You may see that a well status is producing on the state website, but you will not receive royalties until there are actual sales from a well. This can take some time based on the production volume of a well.
There are several reasons that your account can be suspended (i.e., title defects, insufficient address, death, lack of documentation, interest disputes and voluntary suspense). All suspended amounts are released upon satisfaction of required documentation. Each situation is unique, and requirements may vary.
Recorded documentation is required to make changes in ownership, through Deeds, Assignments, and any other necessary legal documentation. Please consult with your attorney regarding transfer of ownership.
Review “Change of Ownership” above for more information. You may also contact our Owner Relations department to determine our requirement for your specific request.
Review the section “Change of Ownership” above. Contact [email protected] with questions.
Provide a copy of the resignation of current trustee and/or recorded copy of successor trustee appointment to Owner Relations.
Review the section “Change of Ownership” above. Contact [email protected] with questions.
All transfers are processed in the order they are received. We ask that you please allow between 60 and 90 days for the transfer to be completed.
No later than January 31. If the 31 st falls on Saturday or Sunday, the IRS allows for mailing the following Monday.
**Note: If your mailing address is not kept up-to-date, this may result in a delay.
Owner Relations Contact Information
Crowheart Energy Owner Relations
1225 17th Street, Suite 2950
Denver, CO 80202
Revenue Questions
Email: [email protected]