After a loved one dies, getting certified copies of the death certificate is one of the first and most important tasks. You will need them to settle the estate, collect life insurance, close accounts, and transfer property. Here is everything you need to know.
What Is a Death Certificate?
A death certificate is an official government document that records the facts of a person's death — their full legal name, date of birth, date of death, place of death, and cause of death. It is signed by a physician, coroner, or medical examiner and filed with the state's vital records office.
The funeral home almost always handles the initial filing on behalf of the family. Once the record is filed, family members can order certified copies from the state or county vital records office.
How Many Copies Do You Need?
Most families are surprised by how many certified copies they need. A safe rule: order 10–12 to start. You'll typically need one for each of the following:
- Each bank or financial account
- Each life insurance policy
- Social Security Administration (to stop payments or claim survivor benefits)
- Pension or retirement account administrator
- Each piece of real estate (deed transfer or mortgage payoff)
- Vehicle title transfer (one per vehicle)
- Estate attorney
- Probate court (if probate is required)
- Credit card companies or loans you are closing
- Employer (for benefit claims or pension)
- Department of Veterans Affairs (if applicable)
Some institutions will return the certified copy after reviewing it; others keep the original. When in doubt, order more. Reordering copies later costs extra and takes time — the last thing you want when you're mid-probate is a two-week delay waiting for another copy.
Step 1: Confirm the Funeral Home Is Handling the Filing
In almost all cases, the funeral home files the official death certificate with the state vital records office within 24–72 hours of the death. They collect the information needed (cause of death from the attending physician, personal information from the family) and coordinate the filing.
When you meet with the funeral home, ask them:
- When will the death certificate be filed?
- How many certified copies would you like them to order on your behalf?
- What is their per-copy fee?
Many families order the first batch of copies through the funeral home because it is faster and handled automatically as part of the arrangement process. The funeral home typically charges a small handling fee per copy on top of the state fee.
Step 2: Order Copies Directly From the State (If Needed)
If you need additional copies after the initial batch, you can order directly from the state or county vital records office. This is almost always cheaper than ordering through a third-party service.
How to find your state's vital records office
Each state has its own process. The CDC's VitalChek directory and your state's health department website will list the official ordering process. Many states now allow online ordering.
You will generally need to provide:
- Full legal name of the deceased
- Date and place of death
- Date and place of birth
- Your relationship to the deceased
- Your government-issued ID
- Payment (credit card, money order, or check — varies by state)
Typical costs
Certified copy fees vary by state. A reasonable range is $6–$25 per copy for the first copy, with additional copies often cheaper when ordered simultaneously. Budget $100–$200 for the full set you'll need.
How long it takes
| Method | Typical timeline |
|---|---|
| In-person at vital records office | Same day or 1–3 days |
| Online ordering (state website or VitalChek) | 1–2 weeks by mail |
| Mail-in request | 2–4 weeks |
| Expedited shipping | 3–7 days (extra fee) |
Step 3: Certified Copies vs. Informational Copies
Always request certified copies — not informational copies — for any legal or financial purpose. The difference:
- Certified copy: Has an official raised seal or security paper stamp, signed by the registrar. Accepted by banks, insurance companies, courts, and government agencies as legal proof of death.
- Informational copy: A plain copy without official certification. Only useful for your personal records — will NOT be accepted by most institutions.
When ordering, specifically request "certified copies" and confirm that each copy will have the official seal.
What to Do With the Certified Copies
Once you have the copies, use this rough order of priority:
- Notify Social Security — call 1-800-772-1213. Payments to the deceased must stop immediately; overpayments must be returned. A survivor may be eligible for benefits.
- File a life insurance claim — contact each insurer directly. Most require a certified copy and a completed claim form.
- Notify the bank(s) — bring a certified copy and the will (if applicable) to each financial institution. They will walk you through account transfer or closure.
- Contact the estate attorney — if probate is required, the attorney will need a certified copy to open the estate.
- Transfer real estate and vehicles — a certified copy is required for deeds and titles. This often happens through the probate process or joint tenancy process.
- Cancel or transfer remaining accounts — credit cards, utilities, subscriptions, and any other accounts in the deceased's name.
If You Lose a Certified Copy
You can reorder certified copies at any time from the vital records office where the death was registered. There is no limit on how many copies you can order, though you'll pay the per-copy fee each time. Some states allow you to order by mail, online, or in person.
Special Situations
Death abroad
If the death occurred outside the United States, a U.S. death certificate may not be issued. The local foreign authority will issue their own death certificate. U.S. Consulates can issue a Report of Death of a U.S. Citizen Abroad (DS-2060), which serves a similar purpose for U.S. legal matters. Contact the nearest U.S. Embassy or Consulate to begin this process.
Cause of death is under investigation
If the death is being investigated by the medical examiner or coroner (as is the case with accidents, sudden deaths, or deaths without an attending physician), there may be a delay in issuing the final death certificate. An interim or provisional certificate may be available in some states. Ask the funeral home or medical examiner's office about your options.
Death certificate contains an error
If the death certificate has an error (wrong spelling, incorrect date, wrong cause of death), you can request an amendment from the vital records office. The process typically requires documentation supporting the correction and may take several weeks. Start this process as early as possible if you notice an error — some institutions will not process claims on a document with visible errors.
Planning Ahead: Helping Your Family
One of the most practical things you can do for your family is keep your own documents organized and accessible. When the time comes, your family shouldn't have to search for your birth certificate, marriage certificate, Social Security number, or a list of financial accounts while also grieving.
FinalKeepSake's secure Vault lets you store these documents with access instructions for trusted contacts. Your family will know exactly where everything is when they need it — including the information needed to request a death certificate.
If you haven't already, review our complete guide to what documents to leave your family and our end-of-life planning checklist — both are designed to make this process as manageable as possible for the people you love.