Most families need somewhere between 5 and 10 certified copies of a death certificate, though a simple estate may need fewer and a complicated one more. The right number depends on how many banks, insurers, investment firms, government agencies and property records you will deal with, because many of them want their own certified copy. The quickest way to find your number is to list every institution that holds an account, policy or asset in the person's name, then count the ones that are likely to keep a copy.
This guide explains who issues death certificates, the difference between certified and informational copies, who usually asks for one, and how to order more later.
Who issues death certificates
A death certificate is a legal record filed with the vital records office of the state where the death happened, sometimes through a county or city registrar. It is usually started by the funeral home, completed with the medical certification from a doctor, medical examiner or coroner, and then registered with the state.
In most cases, the funeral home orders the first certified copies for you and adds the cost to its bill. You can also order copies directly from the state or county vital records office, in person, by mail or online, depending on the state.
Who is allowed to order a certified copy varies by state. Close family members, the executor or administrator of the estate, and people who can show a legal or financial need are usually eligible.
Certified copies and informational copies
| Type | What it is | When to use it |
|---|---|---|
| Certified copy | An official copy with a raised or embossed seal or other security features from the issuing office | Claiming benefits, closing accounts, transferring property, probate |
| Informational copy | A copy marked as not valid for legal purposes | Genealogy research and personal records |
| Photocopy | Your own copy of a certified certificate | Organizations that accept a copy, and your own files |
Most institutions that handle money or property require a certified copy. Some will look at a certified copy and return it, while others keep it. Asking whether they will return it can save you an order.
Who usually asks for a certified copy
| Institution | Usually needs a certified copy? | Notes |
|---|---|---|
| Life insurance companies | Yes | One per policy, often kept |
| Banks and credit unions | Yes | Often one per institution |
| Investment and brokerage firms | Yes | Retirement accounts, IRAs, brokerage accounts |
| Pension plans and former employers | Yes | For survivor benefits and final pay |
| Probate court | Yes | When the estate goes through probate |
| County recorder or land records office | Yes | To transfer or clear title to real estate |
| State motor vehicle agency | Often | To transfer vehicle titles; rules vary by state |
| Veterans Affairs | Sometimes | For burial benefits and survivor benefits; ask what they need |
| Social Security | Usually not | Often accepts a report from the funeral home; ask whether a certificate is needed for survivor benefits |
| Credit card companies | Sometimes | Some accept a photocopy |
| Utilities, phone and subscriptions | Rarely | Most accept a photocopy or a phone call |
| Online accounts | Sometimes | Many accept a scanned copy |
Requirements change, and every organization sets its own rules. When in doubt, ask whether a photocopy or a scan is acceptable before you send a certified copy.
How to work out your own number
- List every account, policy and asset in the person's name: bank accounts, retirement accounts, life insurance policies, investments, real estate, vehicles, pensions and annuities.
- Group them by institution. One bank with three accounts usually needs only one copy.
- Mark the ones that will keep a copy. Life insurers, financial firms, probate courts and land records offices usually do.
- Add one or two spares for surprises, such as a forgotten policy or an account that turns up later.
For example, a person with one bank, one life insurance policy, a retirement account, a house and a car might need five or six certified copies, plus a spare or two. Our checklist for when someone dies can help you list the institutions to contact.
Cost
Fees for certified copies are set by each state, and many states charge less for additional copies ordered at the same time as the first. Because ordering more later means another application and another wait, it is often simpler and cheaper to order a few extra at the start. Ask the funeral home or the vital records office for the current fee in your state.
Ordering more later
If you run out, you can order more from the vital records office in the state where the death occurred, or sometimes from the county or city registrar. You will usually need:
- The person's full name, date of death and place of death
- Proof of your identity and your relationship to the person, or of your legal interest in the estate
- The fee, which varies by state
Processing times vary from same day in some offices to several weeks for mail and online orders. If you live in another state, you still order from the state where the death happened.
Fixing errors on a death certificate
Mistakes happen, such as a misspelled name, a wrong date of birth or an incorrect marital status, and they can delay insurance claims and account transfers. Check the certificate carefully as soon as you receive it.
- Personal details (name, birth date, parents' names, marital status) are usually corrected through the funeral home or directly with the state vital records office, with supporting documents.
- Medical details (cause and manner of death) must be amended by the doctor, medical examiner or coroner who certified the death.
Each state has its own amendment process and forms, so ask the funeral home or the vital records office how to start. Once a correction is made, you may need to order new certified copies.
For the bigger picture of what to do and in which order, see What to Do When Someone Dies.