Death certificates: how many copies, and who asks for them

In the week after a death, someone will ask you, "How many death certificates do you want?" You will be tired and you will guess. Let's replace the guess with a count.

What you are ordering

A death certificate is a government record, kept by the vital records office of the state where the death happened. What banks and insurers want is an official copy: printed on security paper, with a raised or colored seal from the issuing office. A photocopy of that copy is not the same thing, and many institutions will not accept one.

The funeral home usually files the original certificate with the local registrar and orders the first batch of official copies for the family. That is usually the simplest and fastest way to get them. Later, you can order more directly from the state or county vital records office, though it may take longer. The fee per copy is set by the state; the funeral home will tell you, and it is often listed on their price list as a cash advance item.

Who asks for one

Make a list of every place where the person had money, coverage, a benefit or their name on a title. Then mark each one.

Institution	Usually wants an official copy?	Notes
Each life insurance company	Yes	One per policy is common
Each bank or credit union	Often	Some will look at a copy and return it; ask
Brokerage and retirement account firms	Yes	Including IRAs and old 401(k)s
Pension plan	Often	Survivor benefits start the process
Annuity company	Yes
County recorder, for real estate	Often	To transfer or clear title
State motor vehicle agency	Often	To transfer a car title
Department of Veterans Affairs	Yes, for burial benefits
Probate court	Often	If the estate goes through probate
Social Security Administration	Usually not	The funeral home typically reports the death directly
Credit card companies	Sometimes	Many accept a faxed or uploaded copy
Utilities, phone, subscriptions	Rarely	A phone call is usually enough

Add up the "Yes" and "Often" rows. Then add two or three spares, because something always turns up: a forgotten policy, a second car, a bank that needs to keep its copy.

Ask for the copy back

Many institutions will look at an official copy and return it, or make their own copy. Before you mail one, ask: "Do you need to keep this, or will you return it?" If they return it, you can reuse it. Keep a simple log of where each copy went.

When the cause of death is pending

If the medical examiner or coroner is still investigating, the first certificates may show the cause of death as pending. Some institutions, especially life insurers, will wait for the final version. Ask the funeral home how an amended certificate is issued in your state, and order a few copies of the final one when it is ready.

Two kinds of copies, in some states

Some states issue different versions: one that includes the cause of death and one that leaves it out, or an "informational" copy that cannot be used for legal purposes. For banks, insurers and courts, you want the version for legal purposes. If you are unsure, ask the vital records office which version a bank or insurer will accept.

Who can order copies

States limit who can order an official copy, usually to close family, the executor or administrator, and others who can show a legal interest. If you are a niece or a friend handling things, you may need a letter from the executor or a copy of court papers. Check your state vital records office's website before you go.

Keep them safe

These copies are valuable to identity thieves. Store the spares in a folder with the will and the letter of instruction, and don't leave them in a car or a mailbox. When you mail one, use a method you can track.

What a death certificate won't do on its own

A death certificate proves the death. It doesn't, by itself, give anyone the authority to act for the estate. Banks and title offices may also ask for letters testamentary or letters of administration from the probate court, or a small estate affidavit where your state allows it. That is the next file in the track: Closing a parent's accounts in the order that avoids frozen funds.