In most cases, the funeral home files the death certificate with the state and orders certified copies for the family as part of its services. If you need copies later, you request them from the vital records office in the state (or sometimes the county) where the death occurred. Who may order certified copies, the fees and the processing times all vary by state.
This guide explains how the certificate is created, how many copies you are likely to need, and how to order more.
How a death certificate is created
A death certificate is a permanent legal record. It is created in several steps, usually within days of the death:
- Personal information. The funeral director collects the person's details from the family: full name, date and place of birth, Social Security number, parents' names, marital status, education, occupation and military service.
- Medical certification. The attending physician, a hospice doctor, or the medical examiner or coroner certifies the cause and manner of death.
- Filing. The funeral director files the completed certificate with the local registrar or state vital records office. Most states now use electronic death registration systems.
- Permits. Once the certificate is filed, the registrar issues a burial, cremation or burial-transit permit so the funeral home can proceed.
If the death is being investigated by a medical examiner, the cause of death may be listed as "pending" at first. A certificate with a pending cause can often still be used for some purposes, and an amended certificate is issued once the investigation is complete.
Certified copies vs informational copies
| Type | What it is | Typical uses |
|---|---|---|
| Certified copy | Issued by the vital records office with a raised or official seal | Life insurance, banks, Social Security, property transfers, probate, pensions |
| Informational or genealogical copy | Not valid for legal purposes, often marked as such | Family history, personal records |
| Photocopy | Copy you make yourself | Accepted by some companies for simple account closures, but not for legal or financial claims |
Most institutions that move money or transfer property want a certified copy. Some will return it after reviewing it, so ask.
Who can order certified copies
Each state sets its own eligibility rules. In many states, certified copies are restricted to people with a direct and tangible interest, commonly:
- The surviving spouse or domestic partner
- Parents, adult children, siblings or grandchildren
- The executor or administrator of the estate, or their attorney
- The funeral director handling the arrangements
- Others who can show a legal need, such as a beneficiary of an insurance policy
You will usually need to show identification and, in some states, proof of your relationship. Older records may become public after a set number of years, depending on state law.
How many copies do you need?
Count the places that will ask for a certified copy. A typical list:
- Each life insurance company
- Each bank, credit union or brokerage firm
- Pension and retirement plan administrators
- The probate court, if the estate goes through probate
- The county recorder, to transfer real estate
- The DMV, to transfer vehicle titles
- Social Security and the VA, if benefits are claimed
- Credit card and loan companies, in some cases
Ordering several copies at the start through the funeral home is usually simpler than ordering later, and per-copy fees are set by the state. Ask the funeral director what your state charges.
How to order death certificates
Through the funeral home
This is the easiest route in the first weeks. The funeral director orders the number of copies you request when filing the certificate and usually passes the state fee through as a cash advance item on your statement.
From the state vital records office
To order later, or if you were not the one making arrangements:
- Find the right office. Requests go to the vital records office in the state where the death occurred, not where the person lived. The CDC's National Center for Health Statistics keeps a list of every state's office, fees and requirements at Where to Write for Vital Records.
- Choose a method. Most states accept requests by mail and online, and many also offer in-person service. Some counties issue copies directly. Online orders are sometimes handled by an approved third-party vendor that adds a processing fee.
- Provide the details. Full name of the deceased, date and place of death, your relationship, the reason for the request, and a copy of your ID.
- Pay the fee. Fees vary by state and often differ for the first copy and additional copies ordered at the same time.
- Wait for processing. Times range from same day in person to several weeks by mail, depending on the state and the season.
Be cautious with websites that look official but are not run by a state or county. Check that you are using the agency listed on the CDC page or the state's own website.
Correcting a death certificate
Errors happen, often in spelling, dates or parents' names. To correct one:
- Shortly after filing, contact the funeral director, who can often submit an amendment.
- Later, contact the state vital records office for its amendment form. You will usually need documents that prove the correct information, such as a birth certificate or marriage certificate.
- Medical information (cause of death) can only be amended by the certifying physician or medical examiner.
Deaths abroad and special cases
- Death outside the US. The death is registered in the country where it happened. US embassies and consulates can issue a Consular Report of Death of a US Citizen Abroad, which is commonly used in the US as proof of death.
- Veterans. The VA may need a copy to process burial benefits. See veterans burial benefits.
- No body recovered. When a person is missing, families may need a court order declaring death, under state law.