Death Certificates Explained: How to Get Them and Why They Matter

At Titan, we speak with families every day who ask the same question:
“How do I get a death certificate, and when do I need it?”

If this feels confusing right now, that’s completely normal. Below, we’ll walk you through the process in a simple, clear way, so you know what to expect and what actually matters.

What Is a Death Certificate?

A death certificate is an official legal document that confirms a person’s passing. You’ll need certified copies to handle important matters like insurance claims, banking, government benefits, and estate paperwork.

The cost of a death certificate varies by state or county, because each local vital records office sets its own fees when you request a certified copy. In many places in the U.S., fees typically range from about $5 to $30 per certified copy, with the first copy sometimes being slightly more expensive than additional copies.

Because of this variation (and because you’ll often need several copies for different institutions), most families choose to order multiple certified copies upfront. Ordering extras at the same time can help avoid delays and extra processing fees later.

For information from an official government source on ordering and fees in your state, you can visit the U.S. government’s guide on obtaining death certificates here: https://www.usa.gov/death-certificate.

The General Death Certificate Process

Here’s how the process usually works:

1. Death Is Pronounced

A medical professional, coroner, or authorized official officially confirms the death.

• In a hospital or nursing facility, staff handles this.
  

• At home under hospice care, a hospice nurse usually pronounces death.
  

• If the death is unexpected and no hospice is involved, local authorities may be notified first.
  

2. Medical Information Is Completed

A physician, coroner, or medical examiner fills out the medical section of the death certificate, including:

• Date of death
  

• Cause of death
  

• Manner of death
  

If the cause of death is not immediately clear, it may be marked as “pending investigation” and updated later.

3. Filing with Vital Records

In most states, the funeral home files the completed death certificate with the local or state vital records office.

The filing typically happens within 24 to 72 hours, depending on state laws.
 If there is an investigation, final certification may take longer. For more information, you can check, U.S. Death Certification Laws by State list provided by College of American Pathologists.

4. Certified Copies Are Issued

Once the record is filed, families can order certified copies through:

• The local or state vital records office
  

• The funeral home (in some states)
  

• Approved third-party services
  

We usually recommend ordering more copies than you think you’ll need, as many institutions require originals.

Common Situations Families Ask Us About

Death in a Hospital or Nursing Facility

• A hospital physician usually signs the certificate.
  

• Hospitals and funeral homes often work together, so the process is typically faster.A hospital social worker may help guide next steps.
  

Death at Home

• With hospice care: The hospice nurse pronounces death and coordinates with the physician.
  

• Without hospice: Local authorities or a coroner may need to be involved first, which can add time.
  

Death in Another State

• The death certificate is always filed in the state and county where the death occurred, not where the person lived.
  

• If remains are transported across state lines, additional permits may be required. The funeral home usually handles this.
  

Death Under Investigation

If a coroner or medical examiner is involved:

• The certificate may initially list the cause of death as “pending”
  

• Autopsy or toxicology results can delay the final version
  

• Families can often still receive a pending certificate for urgent needs
  

Death of a U.S. Citizen Outside the Country

• A local (foreign) death certificate is issued
  

• The U.S. Embassy or Consulate provides a Consular Report of Death Abroad (CRDA)
  

• U.S. states do not issue death certificates for deaths that occur overseas
  

Cremation vs. Burial and Death Certificates

• Some states require additional approval from a coroner or medical examiner before cremation.
  

• This can occasionally delay final certification.
  

• Once approvals are complete, the death certificate process remains the same.
  

Common Challenges (and How to Avoid Them)

We see a few issues come up frequently:

• Missing or delayed medical signatures
  

• Incorrect personal information (names, dates, parents’ details)
  

• Pending investigations that delay final certification
  

To help avoid delays:

• Gather accurate personal details early
  

• Review all information carefully before submission
  

• Ask the funeral home about ordering multiple certified copies upfront
  

How Titan Helps

While we don’t issue death certificates ourselves, we help families understand when they’ll need them, how many to order, and what to expect, so there are no surprises.

If you’re unsure where you are in the process, our team is always here to help explain next steps, clearly and without pressure.

You don’t have to have everything figured out at once. We’ll guide you through it, one step at a time.