When someone dies, two critical steps happen early: getting a legal pronouncement of death and making sure a death certificate is properly filed. These documents are not just formalities. They allow families to handle legal tasks like closing bank accounts, claiming life insurance, and settling an estate. This guide explains who makes the legal pronouncement, how the death certificate is created, and what you need to do next.
You’ll learn about the roles of doctors, nurses, medical examiners, and coroners. We’ll cover how the cause and time of death are recorded, how to get certified copies, and where to file the paperwork. If you’re named as the next of kin or informant, this information will help you move forward with confidence.
Who provides the legal pronouncement of death
A legal pronouncement of death must come from a qualified medical professional. In most cases, this is a doctor or hospice nurse. If the person died at home under hospice care, the hospice nurse can often make the pronouncement right away.
If the death was unexpected or happened outside of medical care, emergency responders may confirm the death but cannot always issue a legal pronouncement. In those cases, the body is usually taken to a hospital or medical examiner for review.
The pronouncement is not the same as a death certificate. It’s the first official step that confirms the person has died. After that, the process of filing legal documents begins.
When a doctor makes the pronouncement
If the person was under a doctor’s care for a known illness, the doctor can often sign the pronouncement. This is common with elderly family members or those with long-term health conditions.
The doctor will record the time of death and may provide a preliminary cause of death. This information goes into the medical record and is later used to complete the death certificate.
When a hospice nurse is involved
Hospice nurses work closely with doctors and can legally pronounce death in many states. If your loved one was in hospice, call the hospice agency first. They will send a nurse to confirm the death and guide you through the next steps.
Hospice staff often help coordinate with the funeral home. They may also give you a document that shows the pronouncement was made, which the funeral director can use to begin transfer arrangements.
When the medical examiner or coroner must get involved
Not all deaths go through a regular doctor. If the death was sudden, unexplained, violent, or happened without medical supervision, the medical examiner or coroner must step in.
In these cases, the body may be taken to a morgue for examination. The medical examiner will decide if an autopsy is needed. They will also determine the official cause of death.
You can learn more about this process in our article on understanding the role of the medical examiner or coroner.
What is a death certificate and why it matters
A death certificate is an official record that proves a person has died. It includes key details like the full name, date of birth, date and time of death, place of death, and cause of death. It is filed with the vital records office in the state where the death occurred.
This document is required for almost every legal and financial task after a death. Without it, you cannot claim life insurance, close bank accounts, or apply for Social Security or veterans benefits.
There are two types of death certificates: informational copies and certified copies. Only certified copies are accepted for legal purposes.
What information is on a death certificate
Each death certificate contains standard details. These include:
- Full legal name of the deceased
- Date and place of birth
- Date, time, and location of death
- Cause of death
- Social security number
- Parents’ names
- Marital status
- Occupation
- Informant’s name and relationship
Who files the death certificate
The funeral director usually handles filing the death certificate. They work with the doctor, medical examiner, or hospice provider to get the medical portion completed.
Once all sections are signed, the funeral home submits the document to the local vital statistics office. This must happen within a few days of the death, depending on state laws.
Some states let hospitals or medical examiners file the certificate directly. But in most cases, the funeral home manages the process.
How to get copies of the death certificate
You will need several certified copies of the death certificate to handle different tasks. Banks, insurance companies, and government agencies all require one.
Most people order 8 to 12 copies. It’s better to have more than not enough. Each copy costs a small fee, usually between $10 and $25, depending on the state.
Ordering through the funeral home
The easiest way to get copies is through the funeral home. When you meet with the funeral director, ask how many you should order and how much each costs.
They will submit your order to the vital records office. Processing takes a few days to a few weeks. You can pick them up or have them mailed.
Ordering from the vital records office directly
If you need more copies later, you can order them from the state’s vital records office. Each state has a different process. Some let you apply online, by mail, or in person.
You’ll need to show proof of identity and your relationship to the deceased. Acceptable ID includes a driver’s license, passport, or court document.
Only immediate family members, legal representatives, or individuals with a documented interest can get certified copies.
How many copies should you get
The number of copies depends on the person’s assets and accounts. Here’s a general guide:
- 1 for the will or estate attorney
- 1 for each bank or credit union account
- 1 for each life insurance policy
- 1 for Social Security benefits
- 1 for veterans benefits, if applicable
- 1 for retirement accounts or pensions
- 1 for property or vehicle title transfers
- Extra copies for personal records
What happens if the death is under investigation
When the medical examiner or coroner is involved, the death certificate may be delayed. They must complete their investigation before listing the official cause of death.
In these cases, the funeral home can still file a temporary death certificate. This allows burial or cremation to proceed. The final version with the full cause of death is issued later.
Some agencies will accept a preliminary copy for urgent matters like stopping Social Security payments. But most legal tasks will wait for the certified, final document.
If the investigation takes weeks or months, stay in touch with the medical examiner’s office. Ask how to get updates and when to expect the final certificate.
The role of the informant
The informant is the person who gives personal details for the death certificate. This is usually a spouse, adult child, or other close relative.
You don’t need to know every detail. The funeral director will help you fill out the form. Some information, like parents’ names or birthplace, may come from old records or documents.
If you’re not sure, it’s okay to say so. The funeral home can often verify details from other sources.
What the informant provides
The informant is responsible for the personal section of the death certificate. This includes:
- Full name at birth and any legal name changes
- Place of birth
- Social security number
- Parents’ full names, including mother’s maiden name
- Marital status and spouse’s name
- Occupation and employer
- Education level
You may be asked to sign the form to confirm the information is correct.
Using the death certificate for legal and financial matters
Once you have certified copies, you can start handling the person’s legal affairs. Each organization will ask for a copy to verify the death.
Closing bank and credit accounts
Call each bank, credit union, and credit card company. Provide a certified copy of the death certificate and your ID. The account will be closed or transferred according to the person’s will or state law.
If you are a joint account holder, the account may automatically become yours. But you still need to notify the bank.
Claiming life insurance
Submit a claim form and a certified death certificate to each life insurance company. The payout usually takes a few weeks. Some policies pay out faster if all documents are in order.
Settling an estate and probate
The death certificate is required to open probate. The executor or estate attorney will use it to manage assets, pay debts, and distribute property.
If there is no will, the court will use state law to decide who inherits. The death certificate proves the person has died and starts the process.
Applying for Social Security and veterans benefits
To stop Social Security payments or apply for survivor benefits, you need a certified copy. The same goes for veterans funeral benefits. The VA requires proof of death to release burial allowances or headstone benefits.
You can learn more in our guides on Social Security death benefits and veterans funeral benefits.
Common questions about death certificates
People often have the same questions when dealing with death certificates for the first time. Here are some of the most common ones.
Can you get a death certificate without a funeral home
Yes. If there is no funeral home involved, the hospital, medical examiner, or attending physician can file the certificate. Then you can request copies from the vital records office.
But in most cases, the funeral home handles it as part of their service.
What if the death happened in another state
The death certificate is filed in the state where the death occurred. You can get certified copies from that state’s vital records office, even if the person lived elsewhere.
Some states share records, but you still need to order copies from the state of death.
Can you correct a mistake on the death certificate
Yes. If there’s an error in the name, date, or other details, you can request a correction. Contact the vital records office and provide proof, like a birth certificate or marriage license.
Corrections can take several weeks. It’s best to review the certificate carefully when you first get it.
How long does it take to get a death certificate
If the death is not under investigation, you can get copies in 5 to 15 business days. If the medical examiner is involved, it may take several weeks or longer.
Processing times vary by state and local office workload.
What to do next after the pronouncement and paperwork
Once the legal pronouncement is made and the death certificate is filed, you can move to the next steps. These include choosing burial or cremation, planning a service, and notifying others.
You should also review the what to do immediately after a death checklist to make sure nothing is missed.
Handling finances, funeral costs, and final wishes can be overwhelming. But having the right documents makes it easier. Keep your certified copies in a safe place and share them only when needed.
If you need help understanding funeral costs or payment options, see our guide on funeral costs and financing.
Daniel specializes in demystifying the legal, financial, and logistical side of end-of-life services. With a background in regulatory writing and a sharp eye for accuracy, he breaks down complex topics like FTC funeral rules, price transparency, and pre-need contracts.
Specialty Topics: Funeral home pricing guides, consumer rights, funeral insurance, veterans’ benefits.
Comments