What Is a Death Certificate?
A death certificate is an official government document that records the fact, date, location, and cause of a person's death. It is issued by the vital records office in the state or county where the death occurred, and it serves as the legal proof that someone has passed away.
If you are settling a loved one's estate, the death certificate is the single most important document you will need. Nearly every institution you interact with -- from the probate court to banks, insurance companies, and government agencies -- will require a certified copy before they will take any action.
What Information Does a Death Certificate Contain?
A standard death certificate includes two main sections of information:
Personal Information (Provided by the Family or Funeral Home)
- Full legal name of the deceased
- Date of birth and date of death
- Place of death (hospital, residence, or other location)
- Social Security number
- Usual residence at the time of death
- Marital status and name of surviving spouse (if applicable)
- Parents' names (including mother's maiden name)
- Race, ethnicity, and sex
- Education level and occupation
- Birthplace (city and state or country)
Medical Information (Completed by a Physician, Coroner, or Medical Examiner)
- Immediate cause of death and contributing conditions
- Manner of death (natural, accident, suicide, homicide, or undetermined)
- Date and time of death (as determined by the certifying official)
- Whether an autopsy was performed
- Tobacco use contribution (if applicable)
The personal section is typically filled out by the funeral director based on information provided by the family. The medical section is completed and signed by the attending physician, the coroner, or the medical examiner, depending on the circumstances of the death.
Who Can Obtain a Death Certificate?
Most states restrict who is eligible to request a certified copy of a death certificate. Eligible individuals generally include:
- The surviving spouse or domestic partner
- Children, parents, and siblings of the deceased
- The executor or personal representative named in the will or appointed by the court
- A funeral director handling arrangements
- An attorney representing the estate or a beneficiary
- Any person with a demonstrated legal or financial interest (such as a beneficiary of a life insurance policy)
If you are the executor or personal representative, you will be one of the primary people requesting copies. In some states, you may need to provide documentation of your authority (such as letters testamentary) to order copies after the initial batch.
How Many Certified Copies Do You Need?
This is one of the most common questions people ask, and the answer is more than you might expect. The general recommendation is to order 10 to 15 certified copies.
Why so many? Because nearly every institution the estate interacts with will require its own certified copy, and many of them will keep the copy you submit rather than returning it. Running out of copies mid-process means delays while you order more.
Here is a breakdown of who typically needs a certified copy:
Institutions That Require a Certified Death Certificate
- Probate court -- Required when you file the petition to open probate and apply for letters testamentary
- Each bank or financial institution -- Every bank where the deceased held accounts will need its own copy to close or transfer accounts. If the deceased had accounts at three banks, that is three copies. See our guide on closing bank accounts after death.
- Life insurance companies -- Each life insurance policy requires a certified copy with the claim form
- Social Security Administration -- To report the death, stop benefits, and apply for any survivor benefits
- Department of Motor Vehicles (DMV) -- To transfer or cancel vehicle registrations and titles
- Real estate title company or county recorder -- Needed to transfer real property or remove the deceased from a deed
- Employer or pension administrator -- To process final paychecks, retirement account distributions, or pension survivor benefits
- IRS -- May be required when filing the deceased person's final tax return or the estate's tax return
- Investment and brokerage firms -- Each firm holding stocks, bonds, or mutual funds will need a copy
- Credit card companies -- To close accounts and settle outstanding balances
- Mortgage lender -- To notify them of the death and begin the transfer or payoff process
- Veterans Affairs (VA) -- If the deceased was a veteran, needed for burial benefits and survivor claims
A Practical Counting Exercise
Take a moment to count the number of financial institutions, insurance companies, and government agencies you will need to contact. Add two or three extra copies as a buffer. For most estates, this lands somewhere between 10 and 15.
If the estate is large or complex -- with multiple bank accounts, investment accounts, insurance policies, and real property in different counties -- you may need closer to 20 copies.
Certified vs. Informational Copies
Not all death certificates are created equal, and this distinction matters.
Certified Copies
A certified copy is the official version issued by a state or county vital records office. It is printed on security paper and bears a raised seal, embossed stamp, or registrar's signature. This is the version that courts, banks, insurance companies, and government agencies accept. When anyone asks for a "death certificate," they almost always mean a certified copy.
Informational Copies
An informational copy (sometimes called a "non-certified" or "genealogy" copy) contains the same information but is stamped with a notice such as "NOT VALID FOR LEGAL PURPOSES" or "INFORMATIONAL -- NOT A VALID DOCUMENT TO ESTABLISH IDENTITY." These copies cannot be used for legal, financial, or government transactions.
Informational copies are useful for personal records, family history research, or providing to organizations that do not require an official document. They are typically less expensive than certified copies.
Bottom line: For estate settlement purposes, always order certified copies. Informational copies will not be accepted by the institutions you need to work with.
What Does a Certified Copy Cost?
The cost of a certified death certificate varies by state and is set by each state's vital records office. Here are some general ranges:
- Most states: $5 to $25 per certified copy
- First copy: Some states charge a higher fee for the first copy (for example, $21 for the first copy in California)
- Additional copies ordered at the same time: Often discounted (for example, $5 per additional copy in California when ordered together)
- Third-party services: If you order through an online service like VitalChek, expect to pay the state fee plus a processing fee of $10 to $15, plus shipping
Ordering multiple copies at the same time is almost always cheaper than ordering them individually later. This is another reason to estimate your needs upfront and order generously.
Tips for Managing Your Copies
- Order more than you think you need. It is far easier (and cheaper) to order extra copies upfront than to request additional ones weeks later.
- Keep a log. Track which copy you submitted to which institution and whether it was returned. Some institutions will return your copy after processing; others will not.
- Make photocopies for your records. While institutions require certified originals, having photocopies in your files helps you stay organized and reference information quickly.
- Store them safely. Certified copies are official documents. Keep them in a secure location, such as a fireproof safe or locked filing cabinet.
When Should You Order Copies?
The funeral home is typically the first point of contact for ordering death certificates. Most funeral homes will ask you how many copies you want and handle the order with the vital records office on your behalf. This is often the fastest way to get copies, because the funeral home submits the death certificate for registration and can request copies as part of that process.
If you need additional copies later, you can order them directly from the county or state vital records office, or through an online service. Processing times vary -- some offices provide copies within a few business days, while others may take several weeks. See our detailed guide on how to get certified copies of a death certificate for step-by-step instructions.
How SwiftProbate Can Help
Keeping track of which institutions need death certificates -- and which other documents they require -- is one of the most time-consuming parts of estate settlement. SwiftProbate is an informational tool that helps you organize and navigate the process by generating a personalized task list based on your loved one's specific situation, including which institutions to contact and what documents to prepare for each one.
This article is for informational purposes only and does not constitute legal advice. Every estate is different, and you should consult with a qualified attorney if you have questions about your specific situation.