Free printable
Death Certificate Request Checklist: Free Printable
By Jason Su · Updated October 28, 2026
Certified copies come from the vital records office in the state where the person passed. This checklist gathers the details once, sets the number to order, and records where every copy goes, so the request does not stall over a missing line or a short count.
The checklist
Have the details ready
- Full legal name
- Date of birth
- Place of the passing (city, county, and state)
- Date of the passing
- My relationship to the person
- My own photo identification (most states require it)
Choose the right version
- Certified copies — for banks, insurers, agencies, and courts (the version institutions accept)
- Informational copy — for genealogy or my own records only (often stamped “not for legal purposes”)
Decide how many to order
- Count the institutions: banks, life insurance, pension, mortgage, utilities, motor vehicle office, credit bureaus
- Add a few extra, because institutions keep the copies and do not return them
- Starting point: ten for most families
Order from the right place
- Vital records office in the state where the person passed (not where they lived, if the two differ)
- Ask the funeral director to order the first batch (usually the fastest route)
- Check for expedited service if a copy is needed quickly
Track where every copy goes
| Sent to | Date sent | Returned? |
|---|---|---|
| [ ] | ||
| [ ] | ||
| [ ] | ||
| [ ] | ||
| [ ] |
How to use it
- Gather the details before you start. A form comes back rejected for one missing line more often than for any other reason, and each rejection adds a round of mail.
- Order certified for anything official. An informational copy costs less, but an institution will send you back to reorder, and the second batch takes longer than the first.
- Over-order at the start. The number people regret is almost never “too many”; a reorder later costs weeks, while a few extra copies cost a little.
- Track every copy you hand out. Writing down who received one means you never have to guess which institution is still waiting.
Frequently asked
Do I need a certified copy or an informational one?
Certified for anything that involves a decision — banks, insurers, pensions, agencies, and courts. An informational copy is fine for your own records or genealogy, and nothing official.
How many copies should I order?
Ten is a reasonable starting point, and more if the person held several accounts, policies, or a pension. Count the institutions you will be dealing with, then add a few.
Where do I order from?
The vital records office in the state where the person passed. The funeral director usually files the record and can order the first batch at the same time, which is often the fastest route. See how to get copies of a death certificate for the full walkthrough.
Can I use a scan instead of ordering more?
For some interim purposes, yes. For anything that closes an account, pays a claim, or transfers ownership, no. Ask the institution what it will accept before you spend money on a copy it will reject.
Next step
Gather the details, order certified copies (a few more than you think you need), and track where each one goes. Work through the First Week To-Do Checklist alongside it, and record who needs a copy on the People to Notify List.
This is general information, not legal or financial advice. Fees, eligibility, and how many copies an institution will accept differ by state and change over time — confirm the details with the vital records office for the state where the person passed, and talk with a licensed professional about your situation.