Death Certificates and Records

A death certificate is a government-issued document which officially records a death. It is a vital record, which contains essential information relating to the death of a citizen.

Death certificates work in different ways and serve various purposes. This type of record is important to have, as it is required for a number of official proceedings.

The following page explains how death certificates work in the United States, and how you can obtain one.

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How Death Certificates Work in the U.S.

The U.S. government started to issue death records in the 1900s, developing a standardized certificate around 1910. Most states in the U.S. follow the same form, which complies with the standard model issued by the CDC's National Center for Health Statistics (NCHS).

A death record must be issued following a person’s death, as the document acts as the only legal proof that a person has died. This is usually done by a registrar of vital records in the state where the death occurred. In other cases, it may be filed by the funeral home or crematorium that is in charge of the person’s remains.

The specific process for obtaining a death certificate can vary between U.S. states. In some states, this type of record is considered public domain, while in other states only close relatives have access to them.

The data collected from death certificates is passed from the vital statistics office onto the NCHS, which uses the information to compile mortality data for U.S. citizens. This data is important for many government and private agencies who carry out research and provide funding.

What information information is on a death certificate?

A death certificate contains all vital information relating to the deceased person. Details may vary across the U.S., however they usually include the following:

Names of their parents
Name of spouse
Date of birth
Place of birth
Occupation
Social security number
Race
Details of marriage (if married)
Military service (if applicable)

The death certificate must also state the details of the death, which may include:

Date and time of death
Place of death
Age at death
Cause of death
Details of the burial
Witness at the time of death
Signature of attending physician (if applicable)

Usually, the details are provided by a close relative of the deceased, such as the spouse, a child, or a sibling. The person that provides this information is known as an informant.

In the case that there are no close family members, a friend or medical professional can also be the informant for a death certificate.

What do you need a death certificate for?

There are a number of situations where you may be required to show an official death certificate. These are primarily when completing certain government procedures relating to the death itself.

Some of the most common processes that require a death certificate are:

Arranging the burial service
Executing the will
Settling the estate
Claiming life insurance
Accessing pension benefits

Death certificates can also be a useful resource for gathering genealogy information, as they contain important details of the deceased and their family members. They can be used to:

Build a family tree
Find deceased relatives
Discover new family members
Find family milestones

The role of a death certificate can vary depending on the U.S. state that you are in. While some states may require you to have a death certificate to complete a certain procedure, another state may not need it.

You can check your state’s protocol regarding certain processes by contacting your local vital records office. Simply search by your location and find the nearest office to you.

How to Get a Copy of a Death Certificate

If you have lost an original death certificate you will need to replace it with an official copy. You cannot do any of the actions mentioned above without a certified document.

While it may be possible to obtain an informational copy of a death certificate, government procedures require a certified copy. This is important to remember when completing your request.

You can request a certified copy of a death certificate in the state where the death occurred. Although the process can change from state to state, the necessary steps are usually the following:

Complete a death certificate request form
Prepare any required documents
Visit a vital records office (if applicable)
Pay a fee
Submit your application

The requirements may differ, but generally applicants must provide the following information:

Name of the deceased person
Name of the deceased's parents
Date of death
City of death
Last address of the deceased person
Relationship to the deceased person

In some states you may need to submit proof of your relationship to the deceased person.

If you are the executor to their estate you may also need to sign a sworn statement confirming this.

Explore Vital Records Offices by State

Select a state and find your nearest vital records office.