How to Get a Death Certificate: A Step-by-Step Guide for Families
- Lastly.com
- Jul 25
- 12 min read
Updated: Aug 5
Last Words Matter™
When someone dies, the paperwork begins almost immediately.
One of the first documents you'll need is the death certificate.
Although it may seem like just another form, certified copies of a death certificate are essential for settling an estate, claiming benefits, closing financial accounts, and handling countless other responsibilities in the weeks ahead.
Understanding how to obtain them—and how many you'll need—can save time, reduce stress, and help you focus on what matters most: caring for your family and honoring the life of someone you love.
Losing a loved one is overwhelming, and the paperwork that follows can feel just as unfamiliar.
Among the many responsibilities families face, obtaining certified copies of the death certificate is one of the most important. Nearly every financial institution, insurance company, government agency, and court involved in settling a person's affairs will require an official certified copy before they can process claims or transfer assets.
Fortunately, obtaining a death certificate is usually a straightforward process. In most cases, your funeral home will guide you through the necessary paperwork and can help you order certified copies on your behalf. If you need additional copies later, you can typically request them directly from your state's vital records office.
This guide explains everything you need to know, including where to get a death certificate, who can request one, how much certified copies typically cost, how long the process takes, and how many copies most families should order.
Because procedures vary slightly from state to state, we'll focus on the process most families experience across the United States while pointing you to official state resources when needed.
Quick Answer
In most cases, your funeral home or cremation provider will help you obtain certified copies of the death certificate as part of the funeral arrangements. If you need additional copies later, you can request them through your state's vital records office. Most families order between 8 and 10 certified copies, although the exact number depends on the complexity of the estate.
The Death Certificate Records a Death.
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While you're taking care of the paperwork, let Lastly help you preserve the memories that matter most.
What Is a Death Certificate?
A death certificate is an official government document that records the details of a person's death. It serves as the legal record of death and is used to verify that an individual has died for legal, financial, and administrative purposes.
The document typically includes information such as the person's full name, date and place of death, age, marital status, and cause of death. A physician, medical examiner, or coroner completes the medical portion of the record, while the funeral director gathers personal information from the family and files the completed death certificate with the appropriate state or local vital records office.
Once the death has been officially registered, certified copies become available. A certified copy bears an official seal or certification from the issuing government agency, making it acceptable for legal and financial transactions. Unlike a photocopy, a certified copy is recognized as an official legal document by banks, insurance companies, government agencies, and courts.
Most families will need several certified copies in the weeks and months following a loved one's death, making it one of the first documents you'll want to obtain.
Why You'll Need Certified Copies of a Death Certificate
While one official death certificate records a person's passing, you'll likely need multiple certified copies to handle the many legal and financial responsibilities that follow.
Most organizations require an original certified copy—not a photocopy—before they can process requests or transfer assets. As a result, families often find themselves submitting death certificates to several different institutions over the weeks and months after a loved one's death.
Some of the most common reasons you'll need certified copies include:
Banks and credit unions to close accounts or transfer ownership.
Life insurance companies to process benefit claims.
The Social Security Administration to update records and determine survivor benefits.
Retirement and investment companies to distribute pensions, IRAs, or brokerage accounts.
The probate court when settling an estate.
The Department of Motor Vehicles (DMV) to transfer or retitle vehicles.
The Department of Veterans Affairs (VA) to apply for eligible veterans benefits.
Employers or pension administrators to finalize employment records and survivor benefits.
Because each organization may require its own certified copy, it's usually easier—and often less expensive—to order enough copies at the beginning of the process rather than requesting additional copies later.
💡 Helpful Tip: If you're unsure how many certified copies you'll need, ask your funeral director. They help families navigate this process every day and can usually recommend an appropriate number based on your loved one's estate.
Journey Bridge
Obtaining certified copies of the death certificate is just one of several important responsibilities after a loss.
If you're unsure what to do next, our complete guide walks you through the first steps families typically take—from making funeral arrangements to notifying government agencies and settling an estate.
How to Obtain Certified Copies of a Death Certificate
Obtaining a death certificate is usually much simpler than families expect. In most cases, you won't need to navigate government offices or complete complicated paperwork on your own. Your funeral home or cremation provider will typically coordinate the process and help you order certified copies as part of the arrangements.
Here's what you can expect.
Step 1: The Death Is Officially Pronounced
Before a death certificate can be issued, the death must first be legally pronounced.
If your loved one dies in a hospital, nursing home, or hospice facility, a physician or other authorized medical professional will usually complete this step. If the death occurs at home, emergency medical personnel, a physician, or the local medical examiner or coroner may need to respond before the process can continue.
Once the death has been officially pronounced, preparations for the death certificate can begin.
Step 2: The Funeral Home Collects the Necessary Information
Your funeral director will gather the personal information needed to complete the death certificate.
You'll typically be asked to provide details such as:
Full legal name
Date and place of birth
Marital status
Occupation
Parents' names
Social Security number
Military service (if applicable)
Surviving spouse information
At the same time, the attending physician, medical examiner, or coroner completes the medical portion of the certificate, including the cause and manner of death.
Once both sections are complete, the funeral home files the death certificate with the appropriate state or local vital records office.
Step 3: The Death Is Registered With the State
After the completed death certificate is submitted, it is reviewed and officially registered by the state or local vital records office.
Only after the record has been registered can certified copies be issued.
The length of this process varies by state and may also depend on whether additional review is needed from a physician, medical examiner, or coroner. Your funeral director can usually provide an estimated timeline based on local procedures.
Step 4: Order Certified Copies
Most families order certified copies directly through their funeral home while making funeral or cremation arrangements.
This is often the easiest and fastest option because the funeral home handles the paperwork and submits the request on your behalf.
If you decide you need additional copies later, you can usually order them through your state's vital records office or another authorized government agency.
Official Resource: Death certificate procedures vary by state. To find your state's vital records office and ordering instructions, visit the official USA.gov directory of state vital records offices.
Step 5: Use the Certified Copies to Settle Your Loved One's Affairs
Once you receive your certified copies, you'll use them to notify financial institutions, file insurance claims, transfer assets, apply for government benefits, and complete many of the legal responsibilities that follow a death.
Some organizations will return the certified copy after verifying it, while others may keep it as part of their records. Because policies differ, having multiple certified copies available can prevent unnecessary delays.
💡 Helpful Tip: Although obtaining a death certificate may feel like another item on a long checklist, it serves as the legal foundation for many of the tasks that follow. Taking a few extra minutes to order enough certified copies now can save days—or even weeks—of frustration later.
How Many Certified Copies of a Death Certificate Should You Order?
One of the most common questions families ask is, "How many death certificates do I need?"
While there's no single answer that fits every situation, ordering enough certified copies at the beginning can save both time and money later.
As a general guideline:
Simple estates often need 3–5 certified copies.
Most families find that 8–10 certified copies are sufficient.
Larger or more complex estates with multiple financial accounts, properties, businesses, or investment accounts may require 10–15 or more certified copies.
The right number depends on your loved one's financial affairs and how many organizations will require an original certified copy.
For example, you may need separate copies for:
Multiple banks or credit unions
Several life insurance policies
Retirement accounts
Investment firms
Property transfers
Probate court
Veterans benefits
Pension administrators
Vehicle title transfers
Many institutions require you to mail or deliver an original certified copy before they can process your request. While some organizations will return it, others keep it as part of their permanent records.
If you're unsure how many to order, your funeral director can usually provide guidance based on your family's situation and their experience helping other families through the same process.
💡 Helpful Tip: Ordering a few extra certified copies now is usually less expensive—and much more convenient—than requesting additional copies weeks or months later.
Journey Bridge
Wondering exactly how many certified copies your family may need?
Our detailed guide walks through common estate scenarios, explains which organizations typically require certified copies, and helps you estimate the right number before placing your order.
→ How Many Death Certificates Do I Need?
How Much Does a Death Certificate Cost?
The cost of a certified death certificate varies by state, but most range from $10 to $30 per certified copy. Some states charge one fee for the first copy and a reduced fee for each additional copy ordered at the same time.
When you work with a funeral home, the cost of the certified copies is typically added to your funeral expenses, making the process simple and convenient.
If you request additional copies later through your state's vital records office, you'll usually pay the applicable fee again, along with any processing or shipping charges.
Although ordering several certified copies may seem like an unnecessary expense during an already difficult time, doing so often prevents delays and additional costs later as you settle your loved one's affairs.
Who Can Request a Death Certificate?
Who is eligible to obtain a certified death certificate depends on the laws of the state where the death occurred.
In many states, certified copies are available to immediate family members and individuals with a legal interest in the deceased person's estate. This often includes:
A surviving spouse
Parents
Adult children
Siblings (in some states)
The executor or personal representative of the estate
Attorneys or others acting on behalf of the estate with proper authorization
Some states also allow anyone to obtain an informational or uncertified copy, while restricting certified copies to authorized individuals.
If you're uncertain whether you're eligible to request a certified copy, your funeral director can often answer your questions. You can also check with your state's vital records office for specific eligibility requirements.
Official Resource: Because eligibility requirements vary by state, visit your state's vital records office for the most accurate information before submitting a request.
Common Mistakes Families Make When Ordering Death Certificates
Even though obtaining a death certificate is usually a straightforward process, a few common mistakes can create unnecessary delays, extra expenses, or frustration later.
Here are some of the most common pitfalls—and how to avoid them.
Ordering Too Few Certified Copies
One of the biggest mistakes families make is underestimating how many certified copies they'll need.
It's common to think one or two copies will be enough, only to discover that multiple banks, insurance companies, investment firms, and government agencies each require their own certified copy.
Ordering additional copies later is certainly possible, but it often means paying additional fees, completing another request, and waiting for processing and shipping.
If you're uncertain, it's usually better to order a few extra certified copies at the beginning.
Assuming a Photocopy Will Be Accepted
Many organizations require an original certified copy bearing the official seal of the issuing agency.
While some institutions may accept a photocopy after verifying the original, many will not.
Before mailing your only certified copy, ask whether it will be returned or retained as part of the organization's records.
Waiting Until You Need One
Some families don't order certified copies until a bank, insurance company, or attorney specifically asks for one.
Unfortunately, this can delay important tasks such as accessing financial accounts, filing insurance claims, or beginning probate.
Ordering certified copies early allows you to respond quickly as each organization requests documentation.
Forgetting That Every Estate Is Different
There's no universal number of certified copies every family should order.
Someone with one checking account and few assets may only need a handful of copies.
Someone with multiple properties, investment accounts, retirement plans, business interests, or several life insurance policies may need significantly more.
Your funeral director or estate attorney can often help you estimate the right number based on your loved one's circumstances.
Not Asking Questions
Many families hesitate to ask questions because they assume they should already understand the process.
The truth is, most people only go through this experience a few times in their lives.
Funeral directors, attorneys, and estate professionals answer these questions every day.
Don't hesitate to ask for guidance if you're unsure about the next step.
💡 Helpful Tip: You don't have to navigate every decision on your own. Asking questions early often prevents confusion and gives you greater confidence as you settle your loved one's affairs.
Frequently Asked Questions About Death Certificates
Can I get a death certificate online?
In many states, yes. Some states allow eligible individuals to request certified copies online through their vital records office or an authorized service provider. If you're working with a funeral home, they can often arrange the initial order for you during the funeral planning process.
How long does it take to receive a death certificate?
The timeline varies by state and by the circumstances of the death. Many families receive certified copies within a few weeks, although some situations involving medical examiners or additional investigations may take longer.
Can anyone request a certified death certificate?
Not always. Many states restrict certified copies to immediate family members, executors, legal representatives, or others with a documented legal interest.
Eligibility requirements vary by state.
Can I order additional certified copies later?
Yes. If you discover you need more certified copies after the initial order, you can usually request additional copies through your state's vital records office.
Additional fees and processing times will generally apply.
Will organizations return my certified copy?
It depends. Some organizations review the certified copy and return it to you, while others retain it as part of their permanent records. If you're unsure, ask before sending your only certified copy.
What information appears on a death certificate?
A death certificate typically includes the person's name, date and place of death, age, marital status, and cause of death, along with other identifying information required by the state.
Where Would You Like to Go Next?
Navigating the First Days After a Loss
What do I need to do first? | Read Next |
A complete roadmap of what happens after someone dies | |
Knowing who to contact first | |
Understanding what happens when someone dies at home |
Handing the Practical Details
What documents come next? | Read Next |
Estimating how many certified copies you'll need | |
Understanding the probate process | |
Learning how estates are settled |
Honoring a Life
How can I honor my loved one? | Read Next |
Writing a meaningful obituary | |
Preparing a heartfelt eulogy | |
Understanding the difference between a funeral and a celebration of life | |
Preserving the stories behind a life |
One Document That Helps You Move Forward
When someone you love dies, it's easy to feel overwhelmed by the number of decisions and responsibilities that suddenly appear. Obtaining certified copies of the death certificate is just one of those tasks—but it's one that makes many of the others possible.
From filing life insurance claims and accessing financial accounts to settling an estate and transferring property, this single document becomes the foundation for handling your loved one's affairs with care and confidence.
The good news is that you don't have to figure it out alone. Your funeral director will typically guide you through the process, and by understanding what to expect, you can avoid unnecessary delays and focus your time and energy where it matters most—supporting your family and honoring a life well lived.
At Lastly, we believe that every family deserves clear guidance during life's most difficult moments. We hope this guide has helped you feel a little more prepared, a little more confident, and a little less alone.
Download a Free Resource
Looking for a simple roadmap you can reference throughout the process?
Download our What to Do When Someone Dies Checklist, a printable guide that walks you through the important steps families commonly face after a loss.
At Lastly.com, Last Words Matter™
The words we speak and write after someone dies shape how they are remembered for generations to come. Whether you're navigating the practical responsibilities after a loss, writing an obituary, preparing a eulogy, or preserving a lifetime of memories, Lastly is here to help you tell the story of a life well lived.
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