HOW TO OBTAIN A DEATH CERTIFICATE

Why Is a Death Certificate Important?

A death certificate is an official document that records the passing of an individual, providing crucial information for legal, administrative, and personal purposes. In the United States, obtaining a death certificate is necessary to settle affairs after a loved one's death, such as probate, insurance claims, and social security benefits.

MyCondolences will help guide you through obtaining a death certificate in the US. You must purchase a certified copy of the death certificate for tasks such as notifying the Social Security Administration and other government agencies, closing or transferring credit cards and bank accounts, and claiming a person's life insurance or pension.  You may only need a photocopy for other tasks, such as canceling a subscription. Check with the agency or organization handling each account.

Report the Death

The first step in obtaining a death certificate is to report the death to the appropriate authorities. The responsible party can be a family member, healthcare professional, funeral director, or the person who discovered the deceased. The death should be reported to the local health department or vital records office in the state where the death occurred.

Choose the Type of Death Certificate

There are two types of death certificates in the US: the standard and the certified death certificates. The standard death certificate is a simple death record and may not be accepted for legal or administrative purposes. On the other hand, a certified death certificate includes a raised seal and is typically required for legal and financial transactions. Be sure to specify which type you need when making your request.

You will need to provide specific information about the deceased, including:

Full legal name

Date and place of birth

Social Security Number

Date and place of death

Cause of death (if known)

Parents names (including mother's maiden name)

Spouse's name (if applicable)

Occupation

Having this information ready will streamline the process and help avoid delays.

Request the Death Certificate

The process for requesting a death certificate can vary by state, but typically, you have several options:

a. In-Person: You can visit the local health department or vital records office in person to make your request. Be sure to bring identification and any required fees.

b. Online: Many states now offer online ordering services through their official websites or third-party vendors. You will need to provide the necessary information and pay any associated fees. Contact the Vital Records office 

c. Mail: You can also request a death certificate by mail by sending a completed application form and any required documentation and fees to the appropriate office.

Fees

Obtaining a death certificate usually involves fees, which can vary from state to state. The cost may depend on factors such as the number of copies you need, the type of certificate (standard or certified), and whether you are eligible for any fee waivers or discounts. It's essential to check with your local vital records office for the most accurate fee information.  We suggest getting at least a dozen copies, which will be needed along the way. 

Timing

The processing time for a death certificate can also vary by state and the request method. In some cases, you may be able to receive a certified copy on the same day when applying in person. Online and mail requests may take longer, typically from a few days to several weeks. Be sure to inquire about the estimated processing time when making your request.

Death Abroad

When a U.S. citizen dies in another country, the U.S. embassy or consulate should get a death certificate or notification from the foreign government. It will then issue a Consular Report of Death Abroad (CRDA). Use the CRDA in the U.S. as proof of death for closing accounts and handling legal tasks.  You can get up to 20 free certified copies at death.