The difference between a certified and an informational death certificate comes down to what you can do with it. A certified copy is printed on security paper with the registrar’s seal and is the only version banks, insurers, courts, and government agencies will accept as legal proof of death. An informational copy carries the same facts but is stamped with a legend like “Not a Valid Document to Establish Identity,” which rules it out for any transaction that requires proving who died or when. If you are settling an estate, order certified. If you are researching family history, informational is cheaper and easier to get.
When You Need a Certified Copy
A certified copy is the version with legal weight. It is printed on tamper-resistant paper and carries a raised or embossed seal from the vital records office, confirming it is an authentic government record. Every institution that controls the deceased person’s money or property will ask for one before releasing anything.
Common uses include closing or transferring bank accounts, claiming life insurance or pension benefits, and re-titling vehicles or real estate held in the deceased person’s name.1USAGov. How to Get a Certified Copy of a Death Certificate Probate courts require a certified copy to open an estate case and appoint a personal representative. Veterans’ survivors need one to apply for VA burial benefits.2U.S. Department of Veterans Affairs. Apply for Burial Allowance With VA Form 21P-530EZ
One boundary worth knowing: you do not need to send a certified death certificate to the IRS when filing the deceased person’s final income tax return. The IRS has stated that it does not need a copy of the death certificate or other proof of death.3Internal Revenue Service. Filing a Final Federal Tax Return for Someone Who Has Died You will still need certified copies for the probate court and every institution that holds assets.
When an Informational Copy Is Enough
An informational copy contains the same facts about the deceased — name, date and place of death, cause of death — but it is printed with a visible watermark or legend across the face of the document stating it is not valid for establishing identity. Some jurisdictions also redact the Social Security number and signatures on these copies.
Because these copies lack the registrar’s authentication, no bank, insurer, or court will accept them for legal transactions. Their purpose is genealogical research and personal recordkeeping. Distant relatives building a family tree, historians, and researchers use informational copies because access restrictions are far more relaxed. In many cases, anyone can request one.
Eligibility rules are more generous because the document cannot be used for identity fraud or fraudulent benefit claims. If all you need is to confirm when a relative died for family history purposes, an informational copy costs less and does not require proof of relationship.
Long-Form vs. Short-Form Certified Copies
Some states issue both a long-form and a short-form version of the certified death certificate, and the difference matters. A long-form certificate includes the cause and manner of death along with the decedent’s Social Security number. A short-form certificate omits that information.
The practical effect: life insurance companies and banks that need to verify how the person died will reject a short-form certificate. Real estate title transfers and probate filings may accept one. Before ordering, call the specific institution and ask which version it requires. Ordering the wrong type means paying again and waiting again.
Who Can Request a Certified Copy
Access to certified death certificates is restricted to prevent identity theft and fraudulent benefit claims. Eligible requesters generally include the surviving spouse, children, parents, and siblings of the deceased person.1USAGov. How to Get a Certified Copy of a Death Certificate Legal representatives such as estate executors and attorneys acting on behalf of the estate also qualify, as do individuals who can show a direct financial interest, like a named beneficiary on a life insurance policy.
These restrictions don’t last forever. Death records eventually become public. Some states release them 25 or more years after the date of death, though the exact timeline varies by jurisdiction.1USAGov. How to Get a Certified Copy of a Death Certificate Once a record goes public, anyone can request a copy without proving a relationship.
How Many Certified Copies to Order
This is where people consistently underestimate. Most institutions that receive a certified death certificate keep it permanently and will not return it. That means you need a separate original for every bank account, insurance policy, pension plan, real estate title, vehicle title, brokerage account, and government agency involved in the estate.
Funeral directors who handle this regularly tend to recommend ordering eight to twelve certified copies upfront. If the deceased person had a simple financial life, one bank account, one insurance policy, maybe a car title, six might be enough. If they owned real property in multiple places, held several investment accounts, and had multiple insurance policies, twelve is the safer number. Ordering extra copies at the time of the initial request is significantly cheaper than going back to the vital records office weeks later and paying the full per-copy fee again. Many states charge a discounted rate for additional copies purchased in the same transaction.
Where and How to Order
The federal government does not issue death certificates. Every certificate comes from the vital records office in the state where the death occurred.4Centers for Disease Control and Prevention. Where to Write for Vital Records – Homepage The CDC keeps a directory that points you to the correct state or territory office, which is the fastest way to find where to submit your request.1USAGov. How to Get a Certified Copy of a Death Certificate
You generally have three ways to submit a request:
- Through the funeral home. Most funeral homes offer to order certified copies on the family’s behalf when they file the original death certificate with the state. If you are reading this shortly after a death, ask the funeral director to include copies in the arrangements. It is faster and simpler than ordering on your own later.
- Directly from the state vital records office. You can order by mail or, in many states, in person. Appearing in person at a registrar’s office sometimes allows same-day pickup. Mail requests typically take two to six weeks depending on the office’s backlog.
- Through an online third-party portal. Services like VitalChek partner with state agencies to process orders electronically. These portals charge a service fee on top of the state’s per-copy price, but processing is usually faster than mailing a paper application. The portal forwards your request to the government agency, which prints and ships the certificate directly.
Fees for certified copies vary by state and generally fall between $10 and $30 per copy, with many states offering a reduced rate for additional copies ordered at the same time. Expedited processing and overnight shipping add to the cost.
Information You’ll Need for the Request
However you order, you will need enough detail to locate the correct record. At minimum:
- Full legal name of the deceased
- Date of death, or at least the year if the exact date is unknown
- Place of death (city or county)
- Social Security number, which helps distinguish people with common names but is not always required
For certified copies, you will also need to verify your own identity and eligibility. Most vital records offices require a photocopy of your government-issued photo ID and documentation that proves your relationship to the deceased, such as a marriage certificate if you are the spouse or a birth certificate if you are a child or parent. Many applications include a sworn statement that you are legally authorized to receive the record. Requirements differ by state, so check the specific instructions from the vital records office handling your request.