Most families need around ten certified copies of the death certificate, because banks, insurers, government agencies, and asset transfers each typically require their own original. Certified copies are the single document you will reach for most often in the weeks after a death, and ordering enough up front is far easier than requesting them one at a time later. This guide explains how many to order, how to get them, and what to expect.
Why you need certified copies, not photocopies
A certified death certificate is an official copy issued by the state or local vital records office, bearing an official seal. Most institutions require a certified original rather than a photocopy, because it proves the death and your authority to act. While a few may accept a copy, the majority of banks, insurers, and agencies will keep a certified original for their records, which is why you need multiple copies on hand.
How many should you order?
A common recommendation is to order around ten certified copies, though the right number depends on the size and complexity of the estate. To estimate, count the institutions likely to require one:
- Each bank, credit union, and brokerage where the person held accounts.
- Each life insurance policy being claimed.
- The Social Security Administration and, for a veteran, the VA.
- Each retirement or pension plan administrator.
- The probate court, if probate is required.
- Property and vehicle title transfers.
- Some creditors and utility providers.
A person with several accounts, a home, and a life insurance policy can easily need eight to twelve, so ordering around ten is a sensible starting point. Ordering a few extra is inexpensive insurance against delay.
How to order death certificates
There are two main ways to obtain certified copies. The most common is to have the funeral home or crematory order them on your behalf as part of arranging care of the body, since they handle the registration of the death. Alternatively, you can request copies directly from the vital records office in the state or county where the death occurred, by mail, in person, or often online. You will generally need to prove your relationship or legal interest, such as being the spouse, next of kin, or executor, and pay a per-copy fee that varies by state.
What you will need to request them
When ordering, be ready to provide the deceased person’s full legal name, date and place of death, date of birth, and often their Social Security number, along with your identification and proof of your relationship or authority. The funeral home will collect much of this information when you engage them, which is part of why ordering through the funeral home is the simplest route for most families.
How to manage the copies
Because certified copies are valuable and limited, keep them secure and track them. Note which institution received each copy and whether it was returned, since some agencies copy and return the original while others retain it. Keeping a simple log prevents running out unexpectedly and helps you know when to order more. Store unused copies with your other key estate documents.
A death certificate checklist
- Estimate how many you need by counting institutions, then add a few extra.
- Order around ten certified copies to start.
- Order through the funeral home, or directly from vital records.
- Provide the required identity and relationship information.
- Track which copies go where and whether they are returned.
- Store spares securely with your estate documents.
Frequently asked questions
How many certified death certificates do I need? Around ten is a common starting point, though it depends on the estate. Count each bank, insurer, retirement plan, government agency, and title transfer that will require one. A person with several accounts and a home often needs eight to twelve.
How do I get a death certificate? The simplest way is to have the funeral home or crematory order certified copies when you arrange care of the body. You can also order directly from the vital records office in the state or county where the death occurred, by mail, in person, or often online, with proof of your relationship and a per-copy fee.
Can I use a photocopy of a death certificate? Usually not. Most banks, insurers, and agencies require a certified original with an official seal, not a photocopy. A few may accept a copy, but you should plan on needing certified originals for most institutions.
How long does it take to get a death certificate? Timing varies by state and how the death is registered, but certified copies are often available within a few days to a couple of weeks. Ordering through the funeral home typically speeds the process.
Do death certificates expire? Certified death certificates do not expire, though a few institutions occasionally request a recently issued copy. Keeping spares on hand means you can respond to any such request without delay.
Let Otherside handle the logistics
Estimating, ordering, and tracking death certificates is exactly the kind of detail that overwhelms grieving families. Otherside calculates how many you need, points you to the right vital records office, and tracks every copy. See how Otherside helps.
Sources
This article is for general educational purposes and is not legal advice. Procedures and fees vary by state. Otherside provides coordination; regulated services are delivered by licensed third-party providers.
