How to Get a Death Certificate: Who Can Order and What You Need

Who can order a certified death certificate

Eligibility is set by each state, so the list changes depending on where the person died. The three states below show the range.

Official pages: Washington DOH, Pennsylvania DOH, Florida DOH.

Certified copies versus informational copies

Washington spells out the difference clearly. Its certified death certificates come in a long form and a short form, both printed on certified security paper and used for legal purposes. The long form includes cause and manner of death and the deceased person's Social Security number. The short form leaves those out. Washington says the long form may be needed to close bank accounts or claim benefits such as life insurance, while the short form can serve for transferring titles such as vehicles, real estate transactions and probate cases.

Washington also issues a noncertified informational copy that carries a watermark stating it cannot be used for legal purposes. Anyone can request one without proving identity or relationship.

Pennsylvania offers a similar split. A certificate with medical information, including cause and manner of death, is typically needed for life insurance or pension claims. One without medical information is generally used for closing bank and utility accounts or transferring property titles, and is available only for deaths after 2019.

Why you often need more than one certified copy

Pennsylvania lists the common uses of a death certificate: closing financial accounts, settling estates, claiming life insurance and pension benefits, cancelling accounts, and documenting that a widow or widower is free to remarry. Each office or company you deal with may want its own certified copy.

Federal programs follow the same pattern. The VA says a claim for a Veteran's burial allowance may require a copy of the death certificate including the cause of death. Social Security says funeral homes generally report a death to the agency, so you do not typically need to report it yourself.

Washington advises checking with the agency or business where you will use the certificate to learn what information it must include before you order. That one call can save you from buying the wrong version.

How to order, step by step

1. Confirm where the death happened. The state or county where the person died holds the record, even if the family lives elsewhere. Washington and Pennsylvania both issue records only for deaths that occurred in their own state.
2. Check that you qualify. Compare your relationship to the state's list. If you do not qualify, you may be limited to an informational copy where the state offers one.
3. Gather the basics. Washington asks for the deceased person's first and last name, the date of death (or approximate month and year) and the city or county of death. Florida also asks for sex, date of birth and Social Security number when applying in writing.
4. Choose the right version. Decide between the version with cause of death and the version without, based on who will receive it.
5. Prepare ID and proof of relationship. Have your photo ID ready, along with documents such as a marriage certificate or your own birth certificate where the state requires them.
6. Submit the application. States accept applications by mail, in person, and often online. Processing times vary, so check the state page before you rely on a date.

What to have ready

• Full legal name of the person who died
• Date and place of death
• Your photo identification
• Documents proving your relationship, if the state asks for them
• A list of the offices that need a certified copy