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How to Get a Death Certificate (and How Many Copies You Need)

Planning ahead · 7 min read · First published 2026 · Updated November 2026

A desk with a folder of paperwork, pen and organizer
Photo by Jose Losada on Unsplash

When someone dies, you suddenly need a piece of paper to do almost everything: close a bank account, claim life insurance, transfer a car, settle the estate. That paper is a certified copy of the death certificate. It is a small task in a very big week, so here is the simple version of how it works.

Key points

  • The funeral home or cremation provider usually prepares and files the death certificate for you, with a doctor, medical examiner or coroner certifying the cause of death.
  • You then order certified copies from the vital records office of the state where the death happened, or ask the funeral home to order them.
  • Many families need several copies. Nolo suggests asking for at least 10 if you are handling the estate. Ordering extra at the start is usually cheaper and easier than reordering later.
  • Fees are set by each state. The amounts vary a lot. In the CDC's state-by-state list (March 2023), the first copy ran from about $5 to about $34, and extra copies ordered at the same time often cost less. As of 2026, Texas, for example, charges $20 for the first copy and $3 for each extra one.
  • Mistakes can be fixed. Start with the person who filed the certificate.

Who prepares the death certificate

You do not have to write it yourself. According to Nolo, the funeral home, cremation provider or other person in charge of the remains prepares and files the certificate. They collect personal details from the family, such as full name, date of birth, parents' names and occupation, and they get the certifying signature of a doctor, medical examiner or coroner.

The certificate generally has to be filed within a few days, and the exact limit depends on state law. North Carolina, for example, requires it within five days, and Arkansas within ten. The death is then registered with the local or state vital records office.

If a death happens at home under hospice care, the hospice team will tell you who to call. If it is sudden or unexpected, a medical examiner or coroner may be involved, and the certificate may take longer. what to do when someone dies

Certified copies and informational copies

A certified copy carries an official stamp or seal. It is the one banks, insurers, government agencies and courts require, for things like claiming benefits, transferring property and settling the estate.

An informational copy is for personal records, such as family history. It is not accepted as legal proof of death, and some states clearly mark it as not valid for establishing identity.

Certified copies are often limited to certain people. USA.gov explains that only certain family members, such as a spouse, siblings or children, may be able to get one. Others, such as the executor of the estate, may also qualify, depending on the state. Once a record becomes public, anyone can request it, and some states make death records public 25 or more years after the death.

How to order

  1. Ask your funeral director first. They usually order certified copies when they file the certificate, and you can request as many as you need at that time. This is often the easiest way.
  2. Or contact the vital records office in the state where the person died. The federal government does not hand out death certificates. The CDC's "Where to Write for Vital Records" page links to the office for each state and territory.
  3. Choose how to order. Many offices accept requests online, by mail or in person.
  4. Have your information ready. You will usually need the person's full name, date and place of death, your relationship to them, your ID, and payment.
  5. Check processing times. They vary, and ordering through the funeral home is often faster.

If a U.S. citizen dies abroad, the U.S. embassy or consulate issues a Consular Report of Death Abroad, which you can use as proof of death in the U.S. USA.gov says you can get up to 20 free certified copies at the time of death, and order more later from the Department of State.

How many copies do you need?

It depends on the person's affairs, but you may be asked for a certified copy for:

  • Life insurance claims
  • Banks and credit unions
  • Retirement accounts, pensions and annuities
  • Transferring a car title, a house or other property
  • Filing the will with the court and settling the estate
  • Closing credit cards, utilities and other accounts
  • Final tax returns

Some places will accept a photocopy, but many want a certified copy, and some keep it. For most families, 10 is a good starting point, and more if there are many accounts or properties. If you run short, you can order more later from the state, though it can take time.

You usually don't need to report the death to Social Security yourself. Its website says funeral homes generally tell it when someone dies.

What it costs

Fees are set by each state, and sometimes by the county. The CDC's state-by-state list (March 2023) shows first-copy fees from about $5 to about $34, with additional copies ordered at the same time usually costing less. Check your state's current fee. An executor who pays can generally be reimbursed from the estate. what does an executor do

Ordering through the funeral home may add a small service fee, so ask. Keep every receipt.

Fixing a mistake

Mistakes happen. A misspelled name, a wrong date of birth or a wrong address can cause real headaches with banks and insurers, so it is worth fixing early.

  • Start with the person who filed it. Indiana, for example, tells families to contact the funeral director, physician or coroner who filed the original certificate. Each state has its own process.
  • Medical information (such as the cause, date or time of death) can usually be changed only by the certifying doctor, medical examiner or coroner. Tennessee, for example, says only the physician or medical examiner can amend items like the date, time and place of death and the cause of death.
  • Personal information (such as birthplace, residence, education or marital status) is often corrected by the funeral director through a form or affidavit, with documents showing the right information.
  • If the funeral home is slow or unresponsive, contact the state vital records office and ask how to request a correction yourself. It may ask for supporting documents and a fee.

Once a correction is made, you will need to order new certified copies. Keep the old ones until the new ones arrive.

A few tips

  • Keep the copies together in a folder, with a note of who you have sent one to.
  • Don't mail a certified copy if you can avoid it. Ask first whether a photocopy or a secure upload is acceptable.
  • Beware of lookalike websites that charge high fees to "help" you order. Start from your state's official page or your funeral director.
  • Be kind to yourself. Reading the cause of death on paper can be hard. You do not have to read it that day.

Sources

Written by Words to Comfort

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