A Complete Guide to Death Certificates
When someone dies, one of the first official documents you’ll need to obtain is the death certificate. It’s the legal proof of death, issued by the state or local government, and it plays a huge role in everything that follows. You will need it for almost all things that follow, from closing bank accounts to handling probate. For most people, a death certificate will be obtained and issued by the funeral home or cremation service.
This guide breaks down what death certificates are, why they matter, how to get copies, and where you’ll need to use them.
What Is a Death Certificate?
A death certificate is an official document issued by a state or local authority that records:
Personal details of the deceased (name, birthdate, address, occupation).
Medical details (date, time, place, and cause of death).
Statistical information (used for public health data and record-keeping).
In many states, these certificates are now submitted electronically through EDRS (Electronic Death Registration Systems), making the process faster and more standardized.
Why Death Certificates Matter
Since you didn’t ask, here is a brief history of death certificates:
Death certificates were introduced in the 16th and 17th centuries, when the church would track vital events, including births, marriages, and deaths. They became an official document for families to prove that a person had died, allowing them to transfer property, settle debts, and manage inheritance rights. In this way, they prevented fraud. Researchers and policymakers eventually discovered that death certificates facilitated the tracking of epidemics and the measurement of life expectancy, and they have used them ever since to inform public policy decisions.
Today, death certificates serve as both the only document that legally “closes” someone’s life for courts, banks, and insurers, and as the key to unlocking dozens of legal, financial, and personal tasks. Without it, you may hit roadblocks with:
Probate court: Required to administer the estate.
Bank accounts: Needed to close or transfer funds.
Life insurance: Necessary to file claims.
Social Security & pensions: Required for survivor benefits.
Property & vehicle titles: Used to transfer ownership.
Credit cards & loans: Required to cancel or settle balances.
Utilities & subscriptions: Needed to stop services.
Employer benefits: Used to claim final paychecks or retirement funds.
How Many Copies of the Death Certificate Do You Need?
Here’s a common mistake: ordering too few. Most executors and families need at least 10–15 certified copies. Why so many? Because each institution typically requires an original certified copy, photocopies or scans usually won’t cut it.
Tip: Some places will return the certificate once they’ve processed it, but many won’t or not in time to be useful. Better to have extras on hand. Reordering is a pain.
How to Get a Death Certificate
Funeral Home – Most often, the funeral director orders copies for you when registering the death.
Vital Records Office – Request additional copies directly from the county or state’s vital records office.
Online Services – Some states allow online orders through portals like VitalChek, though fees apply.
💰 Cost: Certified copies usually run $5–$25 each, depending on the state. We suggest getting as many as you will need in your initial order.
Common Delays & Issues
Medical Examiner Hold: If the cause of death is unclear, the certificate may be delayed until an investigation or autopsy is complete.
Errors: Typos in names, dates, or details happen and correcting them can be time-consuming. Always double-check the details on the death certificate.
Tip: If you do find an error, death certificates are issued and corrected by the state or local vital records office where the death was registered. Start with the funeral home that filed the certificate, or go directly to the state’s Office of Vital Records.
International Use: If the death certificate is needed abroad, you may also need an apostille (special certification for international documents).
Executor Tip: Keep Digital & Physical Copies
Even though you’ll need certified paper copies for many institutions, it’s smart to also keep:
A scanned PDF of the certificate in your records.
A secure storage location (fireproof safe or locked filing cabinet).
Notes about which institutions have already received copies.
It’s also a good idea to keep any extra certified death certificates even after the estate is closed, in case hidden accounts, legal issues, or future claims surface later.
Key Takeaway
A death certificate may feel like just another piece of paper to keep track of, but it’s the backbone of estate administration. Get enough certified copies upfront, double-check details for accuracy, and use them as your passport through the legal and financial steps of settling a loved one’s affairs.