How to Order Death Certificates

Many people and agencies need to be notified of your loved one's death and each notification will require a copy of the death certificate. Here are the important details about how to order death certificates.

What is a Death Certificate?

A death certificate is a legal document that clearly states the following things:

• The deceased's full name
• The residence address
• The birth date and birthplace
• The name and birthplace of the deceased's mother and father
• The Social Security Number / Social Insurance Number
• If applicable, the deceased's veteran’s discharge or claim number
• The deceased's level of education
• The deceased's marital status and name of his/her surviving spouse
• The date, time, and place of death
• The cause of death

Most commonly, deaths must be recorded with local agencies within three days (72 hours) of the death and state/provincial authorities must be informed within five (5) to seven (7) days.

The death certificate is prepared by the funeral firm, cremation services provider, or another individual who is in charge of the deceased’s physical remains. It is signed by a primary, attending, or non-attending physician, a forensic pathologist or a coroner, a medical examiner or a nurse practitioner. The stipulation as to who can sign a death certificate varies widely, according to state/provincial laws.

Although there are variations in death certificate formats, most comply with the U.S. Standard Death Certificate form designed by the National Center for Health Statistics (which is part of the Centers for Disease Control and Prevention, or CDC).

A list of death notifications required as a result of your family member's death (which will involve the submission of a copy of death certificate) could include government agencies (such as the United States Social Security Administration or the Canada Pension Plan (CPP) and/or Old Age Security (OAS) programs); creditors, banks and investment firms, and health or life insurance companies (just to name a few).

What is a Certified Death Certificate?

When requesting the closure of accounts, termination of benefits, or the transfer of funds or real property, a photocopy of a death certificate is rarely, if ever, acceptable. In most cases, survivors will need to provide a certified copy of a death certificate issued by a local government agency or vital records office upon the specific request of family members, the funeral home, or the cremation services provider. This request is made expressly for the purpose of confirming certain claims (such as insurance and other death benefits) by the deceased's survivors.

A certified death certificate varies from an informational copy (which is intended for personal records only) in that it carries an official stamp of the issuing agency. In many places, certified copies of a death certificate can only be issued to members of the deceased's immediate family, to the executor of the estate, or to an individual who can prove they have a clear financial interest in the deceased's estate.

Where to Obtain Death Certificates

Perhaps the easiest way to obtain certified copies of a deceased family member's death certificate is to contact us. We can take care of all the details involved in ordering certified (or informational) copies from our regional vital records office. Call us at 613-389-7223 to learn more about how to order death certificates through us.

You can also order copies directly from the state, province, or county agency responsible for safekeeping vital records such as birth, death and marriage certificates.

In "Where to Write for Vital Records", the Centers for Disease Control and Prevention (CDC) provides a user-friendly interface to locate the office of vital records in your state. And Service Canada, in their web guide "How to Obtain a Death Certificate", provides information about how to obtain certified death certificate copies.

How Many Death Certificates Will You Need?

We usually tell families to order at least ten (10) copies. Consider the following situations to see if any apply to you:

• The transfer of individual (or jointly-held) bank, money market, IRA, or savings accounts and safe deposit boxes
• The redemption or transfer of any certificates of deposit (CDs), stocks, bonds, treasury bills
• The transfer of titles of ownership for registered boats, motor cycles, automobiles, or recreational vehicles
• The transfer of existing real estate titles of ownership
• Claims for life insurance policy proceeds
• The final filing of state/provincial and federal tax returns on behalf of your loved one
• Claims for burial or funeral insurance proceeds
• Claims for union or veterans' death benefits

How Much Do Death Certificates Cost?

The cost of each certified copy of the death certificate varies widely. Depending on where your loved one lived, you will pay anywhere from $15.00 to $50.00. If you order additional copies at the same time, they are usually less expensive. If you’re serving as the executor of the deceased person’s estate and you pay for the death certificates yourself, you can later reimburse yourself from the estate.

Need Extra Insight or Assistance?

That's what we're here for. If you have questions about how to order death certificates or would like guidance regarding the number of certificates you'll need in settling a family member's estate, call us at 613-389-7223. Any one of our staff members can help.