How Many Death Certificates Do You Need?

Nearly every bank, insurer, government agency, and institution you deal with after a death will require a certified death certificate — and most will keep the original you provide. Ordering enough copies upfront saves time, money, and frustration.

Certified vs. informational copies: A "certified" copy has a raised seal or watermark from the state vital records office and is the only type accepted by financial institutions, courts, and government agencies. An "informational" copy is marked "not valid for legal purposes" — useful for personal records but not for official business. Always order certified copies.

Where to order: The funeral home typically handles the initial order as part of their services. You can also order additional copies from your county vital records office or the state health department. Costs range from $5 to $25 per copy depending on your state.

Here is every institution that will likely request a certified copy. Check off what applies to your situation:

Financial Institutions (1 each)

• Each bank or credit union (checking, savings, CDs)
• Each investment or brokerage account
• Each retirement account (401(k), IRA, pension)
• Mortgage company
• Each credit card company
• Financial advisor or wealth management firm

Insurance (1 each)

• Each life insurance policy
• Health insurance company
• Auto insurance
• Homeowner's or renter's insurance
• Long-term care insurance

Government Agencies (1 each)

• Social Security Administration
• Veterans Affairs (if applicable)
• State tax authority
• County probate court (may need 2-3 copies)
• DMV for each vehicle title transfer

Legal and Professional (1-3)

• Estate attorney
• CPA or tax preparer
• Employer HR department

Property and Assets (1 each)

• County recorder's office (for real estate transfers)
• Each property management company or landlord
• Storage unit company
• Safe deposit box institution

Keep 2-3 Extra

Always keep a few spare certified copies. Unexpected needs will arise — a forgotten account, a creditor claim, or an institution that takes weeks to return your copy. Having extras prevents delays.

Here is a simple formula:

Banks + investment accounts + insurance policies + government agencies + real estate parcels + vehicles + 3 extras = your number.

For most families, this works out to:

• Simple estate (few accounts, no real estate): 10-12 copies
• Average estate: 15-18 copies
• Complex estate (multiple properties, many accounts, business): 20-25 copies

Most people don't know: Some institutions will return the death certificate after processing, and some will not. Ask when you submit it — if they return it, you can reuse that copy for the next institution. Banks and insurance companies almost always keep the original. The Social Security Administration and VA usually return it.

Ordering additional copies later is possible but slower and sometimes more expensive than the initial order:

• County vital records office: Visit in person for the fastest processing (same day in many counties). You will need to fill out a request form and show ID. Fees vary by county.
• State vital records office: Order online or by mail. Processing takes 2-6 weeks depending on the state. Most states charge $15-$25 per copy.
• VitalChek (vitalchek.com): An authorized third-party service that can order from most states. Faster than mail orders from the state but charges a service fee on top of the state fee.

The lesson: it is always cheaper and faster to order a few extra copies upfront through the funeral home than to order additional copies later on your own.