How many death certificates do you need?

Most families order three certified copies of the death certificate. Many end up needing closer to ten, and going back for more later means another application, another fee and another wait. Counting it out before the first order takes about ninety seconds.

Why you need so many

Most institutions want a certified copy, not a photocopy. Some look at it and hand it back. Others keep it for their file. Every one that keeps a copy needs its own.

Count one for each of these

• Each bank or credit union. Count per institution, not per account. Three accounts at one bank is usually one certificate.
• Each life insurance policy. Count per policy, not per company. Two policies with the same insurer usually means two claim files.
• Each retirement or investment account. A 401(k), an IRA, a 403(b), a pension, an annuity and a brokerage account are each a separate claim with their own custodian.
• Each titled vehicle. Cars, trucks, boats, trailers and motorcycles. The motor vehicle office generally keeps its copy.
• Each piece of real estate. A second home in another county may need its own certificate recorded there.
• The employer, for the final paycheck, any group life insurance and benefits.
• The VA, if the person served.
• Social Security, if a spouse or child will claim survivor benefits. The funeral home usually reports the death itself.
• The probate court, if the estate goes through probate.
• One spare that the family keeps and never sends anywhere. You will be glad of it.

Ask before you send an original

Before you mail a certified copy, ask whether the institution will accept a photocopy, or whether they will look at the original and give it back. Many will. That one question can save several certificates.

Where to order them

The funeral home usually orders the first batch for you. Extra copies come from the vital records office in the state or county where the death happened. The fee, and who is allowed to order, varies by state.

Keep a list of where each one went

Write down who received a certificate, the date you sent it, and whether they returned it. Three months in, you will not remember which bank has one and which is still waiting.

Common questions

How many copies of a death certificate do I need?

Count them rather than guessing: one for each bank, each life insurance policy, each retirement account, each titled vehicle and each piece of property, plus the employer, the VA if the person served, the probate court and one spare. Many families land at around ten.

Do I need certified copies, or will a photocopy work?

Banks, insurers, retirement plans, the motor vehicle office and the probate court usually want a certified copy. Utilities, phone companies, credit cards and subscriptions often accept a photocopy or a scan. Ask each one before you send an original.

Who is allowed to order a death certificate?

Usually close family, the executor, or someone who can show a legal need for it. Each state sets its own rules, and the vital records office will tell you what proof it wants.

Where do I get more copies later?

From the vital records office in the state where the death happened, or the county health department. Many states let you order online, by mail or in person.

Will they give the death certificate back?

Some institutions look at it and hand it back, or make their own copy. Others keep it. Ask first, and when you mail one, include a note asking for it to be returned if they don't need to keep it.