What You Need to Know About Death Certificates

When a loved one passes, all the paperwork can feel overwhelming. We’re here to help! Here’s what you need to know about obtaining a death certificate.

What Is a Death Certificate?

A death certificate is an official government document that records the details of a person’s passing, including:

  • Full name and date of birth
  • Date, time, and place of death
  • Cause of death
  • Other personal and demographic details

It’s typically issued by the state’s vital records office and completed with the help of a licensed funeral director and a medical professional.

What Is a Death Certificate?

A death certificate is an official government document that records the details of a person’s passing, including:

  • Full name and date of birth
  • Date, time, and place of death
  • Cause of death
  • Other personal and demographic details

Death certificates are typically issued by the state vital records office and completed with the help of a licensed funeral director and a medical professional.

Why are Death Certificates Important?

You’ll need certified copies of the death certificate to handle important legal and financial matters. These include claiming life insurance, accessing bank accounts or closing them, and handling estate and property matters. You may also need a death certificate to notify Social Security or Veterans Affairs and manage pensions, stocks, and other assets.

Tip: Most families need between 5 and 10 certified copies, though you may need more, depending on the complexity of the estate.

How to Get Certified Copies

We take care of this process for you as part of our funeral planning service.

Here’s how it typically works:

  1. Information is gathered during the funeral arrangement process.
  2. We complete and file the necessary documents with the county/state.
  3. You can request the number of certified copies you need up front.
  4. Additional copies can be ordered later through the funeral home or the vital records office.

How Do I Get Certified Copies?

We take care of this process for you as part of our funeral planning service! Here’s how it typically works:

  1. To start, we gather the necessary information from you during the funeral arrangement process.
  2. We complete and file the necessary documents with the county and state.
  3. You can request the number of certified copies you need up front.
  4. Later, you can order additional copies through us or the county clerk of court.

What Do I Do With the Death Certificate?

Here’s a basic list of where you might need to present a certified death certificate:

  • Banks / Credit Unions – to close or transfer accounts
  • Life Insurance Companies – to file claims
  • Social Security Administration
  • Mortgage Lenders / Title Offices
  • Creditors – to settle debts
  • DMV – to update vehicle ownership
  • Pension and Retirement Accounts

Some places may accept a copy of the death certificate instead of an original. Make sure not to send your only copy. Request a few extras, just in case!

Frequently Asked Questions

Click on the questions below to reveal each respective answer.

  • How many certified copies of the death certificate do I really need?

    You only need 5-10 certified copies, depending on the estate's circumstances.

  • What if I didn’t request enough copies at the beginning?

    You can get more copies through the funeral home you're working with or your local vital records office. Only order copies from a trusted document provider. Some websites may offer death certificates but may not provide certified, official copies. 

  • Can I use photocopies instead of certified originals?

    It depends on the situation! Most organizations, like Social Security, banks, and insurance agencies, need an original, certified copy to process claims. A certified copy proves the legal legitimacy of your loved one’s passing. However, in some cases, you may be able to use a photocopy of the death certificate, such as when canceling a subscription service. Check with the organization or agency first, and never try to pass off a photocopy as an official death certificate, as there may be legal ramifications. 

  • Who is allowed to request a death certificate?

    This depends on your state’s laws, but generally, immediate family members (spouse, parent, child, sibling) and legal representatives (such as estate executors or attorneys) can request certified copies. Some states may require proof of your relationship or authorization to act on the family’s behalf.


    In North Carolina, only specific individuals can obtain certified copies under G.S. 130A‑93(c):


    Immediate Relatives—such as spouses, parents, siblings, children, grandparents, stepchildren, and stepparents


    Legal representatives—including estate executors, attorneys, and funeral directors


    Authorized agents—when acting on behalf of a qualified person with proper authorization 

    ncmedboard.org



    Additional legal requirements in NC:


    If you're not a direct family member, you’ll need proof of legal authority (e.g., Letters of Administration, Power of Attorney, or a signed written authorization).


    Funeral directors are explicitly allowed to obtain copies as part of their professional duties.

  • Can I get a death certificate for someone who passed away a long time ago?

    Yes, you can ask for a death certificate for someone who passed away a long time ago, depending on your relation to the deceased. Many states have their own rules about who can request a death certificate, but if the death certificate has become public record, anyone can request one.

  • What if there's a mistake on the death certificate?

    If there's a mistake on a death certificate, please notify the funeral home or the vital records office that issued it to you as soon as possible. Many states have different laws regarding the procedures and timeframe for editing a death certificate. 

  • Will my loved one’s cause of death be listed? Can that be kept private?

    Yes, the cause of death is typically listed on the long-form version of the death certificate. If privacy is a concern, some states allow you to request a short-form version without the cause of death for non-medical purposes. Let us know your preference—we can help ensure you receive the version that fits your needs.

  • Who files the death certificate and how is it done?

    The funeral director collects the required personal and medical information, coordinates with the certifying physician or coroner, and submits the completed form to the county registrar or vital records office. This is part of our service to you—we handle the process so you don’t have to worry about the paperwork.

Need help with death certificates or estate paperwork?

We understand that every situation is unique, and navigating legal and financial matters after a loss can feel overwhelming. If you have any doubts, concerns, or simply need someone to talk to, we're here to help.


Call us today - our compassionate team is ready to guide you through every step with clarity and care.