How to order death certificates

Why this matters

Almost every institution that needs to act on the death (banks, insurance companies, retirement accounts, the DMV, the court) requires a certified copy of the death certificate. Photocopies are not accepted. Most families need 10 to 15 originals.

Step by step

1. Decide how many you need. Bank accounts (one each), life insurance, retirement accounts, real estate transfers, vehicle title transfers, probate filing, and the IRS each need an original. 10 to 15 is a safe starting point.
2. The funeral home almost always orders the first batch for you as part of their services. Confirm this and ask how many they are ordering.
3. For additional copies, order through the vital records office of the state where the death occurred. Most states have an online portal, and many also accept mail orders.
4. You will need: the full name of the deceased, date of death, place of death (city and state), date of birth, parents' names, and a government issued ID for yourself proving you are entitled to a certified copy.
5. Certified copies cost about $15 to $35 each depending on the state. Mail orders take 2 to 4 weeks; online expedited orders can arrive in days.
6. Keep them in a folder or binder with the original will and other estate documents. You will reach for them often in the coming months.

Forms you will need

• Vital records request form (state specific). Find the link for your state in the state probate guides.

State by state notes

Each state has its own vital records office and form. Death certificates issued in one state are valid nationally. Most states require relationship to the deceased (spouse, child, parent, sibling, legal representative) to obtain a certified copy.

Common mistakes to avoid

• Ordering too few. Re-orders take weeks and you cannot move on certain tasks without one.
• Using a photocopy. Banks, insurers, and courts require original certified copies with the embossed seal.
• Waiting too long to order from the state directly. Some institutions have deadlines for benefit claims.

What to do if you get stuck

If the state denies your request for relationship reasons, ask what documentation is needed (often a copy of the marriage certificate, birth certificate, or court appointment). If you are the executor, your Letters Testamentary serve as proof of authority.