Key Takeaways
- Many institutions require a certified copy of the death certificate, not a photocopy, before they’ll close accounts or pay benefits.
- Most families need roughly 5 to 10 certified copies; complicated estates may need more.
- The funeral home usually orders them for you; you can order more later from the state or county vital records office.
- Ask each institution whether it will return the certified copy or accept a copy; that can reduce how many you need.
- Costs per copy vary by state.
Why you need certified copies
A death certificate is the official legal record of a death. Banks, insurers and government agencies use it to confirm the death before releasing money, transferring property or closing accounts. Most require a certified copy, meaning one issued by the vital records office with an official seal.
Who usually asks for one
| Institution | Certified copy usually needed? | Why |
|---|---|---|
| Life insurance companies | Yes | To pay the death benefit |
| Banks and credit unions | Usually | To release or retitle accounts |
| Investment and retirement account firms | Yes | To transfer accounts to beneficiaries |
| Probate court | Yes | To open the estate |
| Real estate records (county recorder) | Often | To transfer jointly owned property or record a transfer-on-death deed |
| DMV | Often | To transfer vehicle titles |
| Pension plans and the VA | Usually | To stop payments or start survivor benefits |
| Social Security | Often not, if the funeral home reported the death | To stop payments and apply for survivor benefits |
| Utilities, phone, credit cards, subscriptions | Usually not | A photocopy or verbal notice is often enough |
How many should you order?
A practical approach:
- Count the financial institutions holding accounts in the person’s name, plus each life insurance policy and retirement plan.
- Add one for probate, one for real estate if there’s property, and one for vehicles.
- Add two or three extra for surprises.
For most families that lands between 5 and 10. If the estate is complex, with many accounts, several properties or business interests, order more.
How to get them
- Through the funeral home: the simplest option at the time of death.
- From vital records: you can order more later from the state or county vital records office where the death occurred, in person, by mail or online.
Eligibility to order certified copies is often limited to close family, the executor or people with a legal need, so be ready to show your relationship.
Tips to use fewer copies
- Ask whether the institution will make a copy and return your original.
- Ask whether a photocopy is acceptable.
- Start with the institutions that require certified copies, and handle the rest with photocopies.
For the bigger picture, see what to do when someone dies and who to notify after a death.
Frequently asked questions
Most families need about 5 to 10 certified copies. Count the banks, insurers, retirement accounts and agencies you’ll deal with, then add a few extras.
Sometimes. Utilities, credit card companies and subscriptions often accept a photocopy, but banks, insurers and courts usually require a certified copy.
It varies by state and by whether a medical examiner is involved. Copies are often available within a week or two, but delays are common.
Usually close family members, the executor or someone with a documented legal need. Rules vary by state.
Yes. Contact the vital records office in the state or county where the death occurred.
Keep reading
- What to Do When Someone Dies: A Step-by-Step ChecklistA clear checklist for the first 24 hours, the first week and the months after a loved one dies: who to call, what documents you need and how the estate gets settled.
- How to Settle an Estate: An Executor’s ChecklistA step-by-step executor checklist for settling an estate: getting legal authority, notifying creditors, managing assets, paying taxes and distributing property.
- Who to Notify When Someone Dies: A Complete ListA complete checklist of who to notify after a death: government agencies, banks, insurers, credit bureaus, employers, utilities and online accounts.
- Are You Responsible for a Parent’s Debts After They Die?In most cases, children don't inherit a parent's debts. Learn how debts are paid from the estate, the exceptions, and what to say when collectors call.
- How to Find a Will, Bank Accounts and Life Insurance After a DeathDon't know if your loved one had a will or life insurance? Where to look, free search tools for lost policies and unclaimed money, and what to do if nothing turns up.
Don’t leave your family guessing
Put your health care wishes in writing with a living will, HIPAA release and medical authorization. The No Brainer Box adds a last will, a revocable trust and health care and financial powers of attorney.
- Answer a few simple questions online
- Download your completed, ready-to-sign forms
- Sign them and keep copies in your account
This guide is general educational information written by the No Brainer Forms Team. It is not legal advice, and No Brainer Forms is not a law firm. Laws and signing requirements vary by state; for advice about your situation, talk to a licensed attorney in your state.