Losing a loved one is never easy, and dealing with the paperwork afterward can add to the stress. One of the most important documents you’ll need during this time is a death certificate. This official record of a person’s death is vital for handling legal, financial, and personal matters. In this article, we’ll explain what a death certificate is, why you need one, and how to get one in both the U.S. and Canada.
A list of government offices that can issue death certificates by state and by province is below.
What is a Death Certificate?
A death certificate is a legal document issued by a government agency that officially records the death of a person. It includes key information such as:
- Full name of the deceased
- Date and place of death
- Cause of death
- Personal details like birth date and occupation
There are typically two types of death certificates:
- Short form: Contains only basic details like the name and date of death.
- Long form: Includes more detailed information, such as the cause of death and medical conditions related to the death.
Accuracy is crucial when completing a death certificate since errors can lead to complications when settling legal and financial matters.
Why Do You Need a Death Certificate?
A death certificate serves a number of important purposes, including:
- Legal purposes: It’s required for probate, executing a will, and transferring the deceased’s assets to heirs.
- Financial reasons: Insurance companies, banks, and financial institutions will require a copy to process life insurance claims, close accounts, and settle debts.
- Government processes: Death certificates are necessary for terminating social security benefits, pensions, and other government entitlements.
- Personal reasons: For planning burial or cremation arrangements and for personal records of the family.
In many cases, multiple copies of the death certificate are needed, especially if you’re dealing with several banks or insurance companies.
How to Obtain a Death Certificate
Who Can Request a Death Certificate?
In most cases, a death certificate can be requested by immediate family members, legal representatives, or government agencies. Proof of identity and your relationship to the deceased are usually required to prevent unauthorized access.
Documentation Required
When requesting a death certificate, you’ll typically need the following:
- Proof of identity (government-issued ID)
- Documentation proving your relationship to the deceased
- An application form specifying the reason for the request
Where to Get a Death Certificate
In the United States
- Vital Records Offices: Every state has a vital records office, often within the state’s Department of Health, where death certificates can be ordered.
- Funeral Homes: Many funeral homes assist in obtaining death certificates as part of the funeral arrangement process.
- Online Services: Several online platforms, like VitalChek, offer the ability to order death certificates from most U.S. states.
- Local Health Departments: Some health departments also issue death certificates, typically at the county level.
To request a death certificate in the U.S., follow these steps:
- Contact the local or state vital records office where the death occurred.
- Provide the necessary documents, including proof of identity and your relationship to the deceased.
- Pay the required fee (usually $10–$25 per copy).
- Wait for processing, which typically takes 2–4 weeks, although expedited services are available in most states.
In Canada
In Canada, death certificates are issued by the provincial or territorial vital statistics office. Here’s how you can get one:
- Vital Statistics Offices: Each province or territory has a specific office where you can request death certificates (e.g., ServiceOntario, État Civil Québec, Vital Statistics Alberta).
- Funeral Homes: Funeral homes often help families obtain death certificates during funeral arrangements.
- Online and Mail Services: Most provinces allow for online or mail-in requests through their vital statistics websites or services like Vital Statistics e-Health portals.
To request a death certificate in Canada:
- Contact the provincial or territorial vital statistics office where the death occurred.
- Provide the necessary documentation, including proof of your relationship to the deceased and your ID.
- Pay the required fees, which vary by province (usually $20–$50 per certificate).
- Wait for processing, which typically takes 2–3 weeks, with expedited options available in some provinces.
How Many Copies Should You Get?
It’s recommended to obtain multiple copies of the death certificate, as different institutions may require their own certified copy. Typically, 5–10 copies are sufficient, but if the estate is large or there are multiple beneficiaries, you may need more. Always check with financial institutions and government offices to see how many copies they will need.
What to Do If There’s an Error on a Death Certificate
Errors on death certificates can happen, whether it’s a misspelled name, wrong date of birth, or an incorrect cause of death. To correct these errors:
- Contact the vital records office that issued the death certificate.
- You may need to submit an affidavit or correction form along with supporting documentation.
- In some cases, the funeral home or healthcare provider can help initiate the correction process.
Corrections can take time, so it’s important to start this process as soon as you notice any discrepancies.
Special Circumstances
There are certain unique cases when obtaining a death certificate may be more complicated:
- Stillbirth certificates: These are issued when a child is stillborn and differ from standard death certificates.
- Delayed deaths or deaths abroad: If someone dies while traveling abroad or in military service, obtaining a death certificate may require contacting government agencies or embassies.
- Missing persons: If a person is missing and presumed dead, a court may issue a death certificate after a legal declaration of death.
Costs of a Death Certificate
In the U.S., death certificates typically cost between $10 and $25 per copy, depending on the state. In Canada, fees range from $20 to $50, depending on the province or territory. Additional fees may apply for expedited processing or extra certified copies.
How Long Does it Take to Get a Death Certificate?
The time it takes to receive a death certificate can vary based on how you request it:
- In-person requests: Can be processed within a few days.
- Mail-in requests: Usually take 2–4 weeks.
- Online requests: Often processed within 1–2 weeks, though expedited services can shorten the wait.
Where to Get a Death Certificate by Canadian Province
| Province/Territory | Vital Statistics Office | Link |
|---|---|---|
| Alberta | Alberta Vital Statistics | Service Alberta |
| British Columbia | BC Vital Statistics Agency | Vital Statistics BC |
| Manitoba | Manitoba Vital Statistics | Vital Statistics Manitoba |
| New Brunswick | Service New Brunswick | Service New Brunswick |
| Newfoundland and Labrador | Vital Statistics Division | Vital Statistics NL |
| Nova Scotia | Vital Statistics Nova Scotia | Nova Scotia Government |
| Ontario | ServiceOntario | ServiceOntario |
| Prince Edward Island | PEI Vital Statistics | PEI Vital Statistics |
| Quebec | Directeur de l’état civil | État Civil Quebec |
| Saskatchewan | eHealth Saskatchewan | eHealth Saskatchewan |
| Northwest Territories | Vital Statistics NWT | NWT Vital Statistics |
| Nunavut | Nunavut Vital Statistics | Nunavut Vital Statistics |
| Yukon | Yukon Vital Statistics | Yukon Vital Statistics |
Where to Get a Death Certificate by U.S. State
| State | Vital Records Office | Link |
|---|---|---|
| Alabama | Alabama Department of Public Health | ADPH Vital Records |
| Alaska | Alaska Health Analytics and Vital Records | Alaska Vital Records |
| Arizona | Arizona Department of Health Services | AZDHS Vital Records |
| Arkansas | Arkansas Department of Health | Arkansas Vital Records |
| California | California Department of Public Health | CDPH Vital Records |
| Colorado | Colorado Department of Public Health & Environment | Colorado Vital Records |
| Connecticut | Connecticut Department of Public Health | CT Vital Records |
| Delaware | Delaware Health and Social Services | Delaware Vital Statistics |
| Florida | Florida Department of Health | Florida Vital Statistics |
| Georgia | Georgia Department of Public Health | Georgia Vital Records |
| Hawaii | Hawaii Department of Health | Hawaii Vital Records |
| Idaho | Idaho Bureau of Vital Records and Health Statistics | Idaho Vital Records |
| Illinois | Illinois Department of Public Health | Illinois Vital Records |
| Indiana | Indiana State Department of Health | Indiana Vital Records |
| Iowa | Iowa Department of Public Health | Iowa Vital Records |
| Kansas | Kansas Department of Health and Environment | Kansas Vital Statistics |
| Kentucky | Kentucky Cabinet for Health and Family Services | Kentucky Vital Records |
| Louisiana | Louisiana Department of Health | Louisiana Vital Records |
| Maine | Maine CDC Division of Public Health Systems | Maine Vital Records |
| Maryland | Maryland Department of Health | Maryland Vital Records |
| Massachusetts | Massachusetts Registry of Vital Records and Statistics | Massachusetts Vital Records |
| Michigan | Michigan Department of Health and Human Services | Michigan Vital Records |
| Minnesota | Minnesota Department of Health | Minnesota Vital Records |
| Mississippi | Mississippi State Department of Health | MSDH Vital Records |
| Missouri | Missouri Department of Health and Senior Services | Missouri Vital Records |
| Montana | Montana Department of Public Health and Human Services | Montana Vital Records |
| Nebraska | Nebraska Department of Health and Human Services | Nebraska Vital Records |
| Nevada | Nevada Division of Public and Behavioral Health | Nevada Vital Records |
| New Hampshire | New Hampshire Department of State | New Hampshire Vital Records |
| New Jersey | New Jersey Department of Health | New Jersey Vital Records |
| New Mexico | New Mexico Department of Health | New Mexico Vital Records |
| New York | New York State Department of Health | NY Vital Records |
| North Carolina | North Carolina Vital Records | North Carolina Vital Records |
| North Dakota | North Dakota Department of Health | North Dakota Vital Records |
| Ohio | Ohio Department of Health | Ohio Vital Records |
| Oklahoma | Oklahoma State Department of Health | Oklahoma Vital Records |
| Oregon | Oregon Health Authority | Oregon Vital Records |
| Pennsylvania | Pennsylvania Department of Health | Pennsylvania Vital Records |
| Rhode Island | Rhode Island Department of Health | Rhode Island Vital Records |
| South Carolina | South Carolina Department of Health and Environmental Control | South Carolina Vital Records |
| South Dakota | South Dakota Department of Health | South Dakota Vital Records |
| Tennessee | Tennessee Department of Health | Tennessee Vital Records |
| Texas | Texas Department of State Health Services | Texas Vital Statistics |
| Utah | Utah Department of Health and Human Services | Utah Vital Records |
| Vermont | Vermont Department of Health | Vermont Vital Records |
| Virginia | Virginia Department of Health | Virginia Vital Records |
| Washington | Washington State Department of Health | Washington Vital Records |
| West Virginia | West Virginia Department of Health | West Virginia Vital Records |
| Wisconsin | Wisconsin Department of Health Services | Wisconsin Vital Records |
| Wyoming | Wyoming Department of Health | Wyoming Vital Records |
