What Counts as an Original Death Certificate
Overview
One of the most common sources of confusion and delays in estate settlement is understanding exactly what qualifies as an acceptable death certificate. Not all documents related to someone's death are created equal, and financial institutions, probate courts, and Sunset have specific requirements about what they'll accept.
The document you need is called a "certified death certificate" - an official government document issued by a state, county, or city vital records office. This is very different from hospital records, funeral home paperwork, obituaries, or other death-related documents you might have received.
Understanding what qualifies as a certified death certificate, where to get one if you don't have it, and what won't be accepted can save you significant time and frustration in the estate settlement process.
What is a Certified Death Certificate?
A certified death certificate is an official legal document that serves as proof of death for all legal, financial, and governmental purposes.
Key characteristics of a certified death certificate:
1. Issued by government vital records office:
State Department of Health / Vital Records
County health department or clerk's office
City registrar's office
Must be a government agency, not a private entity
2. Contains an official government seal:
Embossed (raised) seal pressed into the paper
Or stamped seal with official markings
Seal typically says "State of [State Name]" or "[County Name] Department of Health"
Seal must be visible and identifiable
3. Includes registrar's signature:
Signed by the state or local registrar
May be original signature or stamped signature
Registrar name and title printed
4. States "Certified Copy" or similar language:
Often says "This is a certified copy of the original death certificate"
May say "Certified Abstract" or "Certification"
Indicates this is an official government-issued copy
5. Printed on security paper:
Special paper with watermarks, patterns, or security features
Often has colored background or intricate border
Designed to prevent forgery
Not plain white printer paper
6. Contains complete death information:
Full legal name of deceased
Date of birth
Date of death
Place of death (city, county, state)
Cause of death (medical information)
Social Security Number (on some states' certificates)
Parents' names
Marital status
Other demographic information
7. Has been issued recently: Even if the death occurred years ago, the certification (the seal and signature) should be recent. A death certificate from a death in 2010 should be certified in recent years (not a 2010-certified copy), though older certifications are sometimes acceptable.
What You Should Have Received
If you were involved in funeral arrangements or are the primary family contact, you should have received certified death certificates:
From the funeral home: Most common source for families. When you work with a funeral home, they typically:
Order multiple certified death certificates on your behalf (you specify how many)
Receive them from the vital records office
Mail or hand them to you within 2-4 weeks after death
Charge a fee per certificate (usually $15-30 per copy)
What you receive:
Sealed envelope from the funeral home
Inside: one or more certified death certificates
Each certificate is a legal document with official seal
Directly from vital records office: If you ordered directly instead of through funeral home:
You complete application to state/county vital records
Pay fees (varies by state, typically $20-30 per copy)
Receive certified certificates by mail within 2-4 weeks
Come in official envelope from government office
From the county health department: Some jurisdictions issue death certificates through county health departments:
Application submitted in person or by mail
Fees paid
Certificate issued on site (walk-up service) or mailed
How to recognize it:
The certified death certificate you received looks official and formal:
8.5" x 11" or legal size paper
Official government seal visible (embossed or stamped)
Printed on special paper (not regular paper)
Contains detailed information about the deceased
Signed by registrar
Clearly a government document, not a printout or photocopy
What is NOT a Certified Death Certificate
Many families have documents related to the death that are NOT acceptable as certified death certificates:
Hospital records or discharge summaries:
What they are:
Medical records from the hospital where death occurred
May include pronouncement of death by physician
Medical documentation of time and cause of death
May say "Patient expired at [time]"
Why they're not acceptable:
Not issued by vital records office
No official government seal
Not legal proof of death
Medical document, not legal document
Example: A 3-page hospital record showing patient's final hours, medications administered, time of death pronounced, and physician's notes. This is valuable medical information but cannot be used for closing financial accounts or probate.
What to do if this is all you have: Contact the funeral home or county vital records to obtain certified death certificates.
Funeral home invoices or statements:
What they are:
Billing statements from funeral home
Itemized costs for services (cremation, burial, memorial service)
May mention the deceased's name and date of death
May include statement of death
Why they're not acceptable:
Business document, not legal document
Issued by private company, not government
No official seal
Proves you paid for funeral services, not that death occurred legally
Example: An invoice on funeral home letterhead showing $8,500 charged for cremation services for John Smith, who died October 15, 2024. While this mentions the death, it's not proof of death for legal purposes.
Obituaries (printed or online):
What they are:
Newspaper announcements of death
Online memorial site posts
Funeral service announcements
Biographical information about deceased
Why they're not acceptable:
Not government documents
No official seal or verification
Anyone can publish an obituary
Not legal proof of death
Example: A newspaper clipping or printout from Legacy.com showing "John Smith, beloved father and husband, passed away October 15, 2024..." This is a public announcement, not legal documentation.
Emails or letters from funeral home:
What they are:
Email confirmations of arrangements
Letters summarizing services provided
Correspondence about memorial plans
Thank you notes for using services
Why they're not acceptable:
Communication documents, not legal certificates
No official government seal
Not issued by vital records authority
Example: An email from the funeral director saying "I'm writing to confirm that services for John Smith will be held on October 20th. Mr. Smith passed away on October 15th." This is business correspondence, not a legal death certificate.
Medical examiner or coroner reports:
What they are:
Autopsy reports
Cause of death determinations
Investigation findings
Toxicology reports
Why they usually aren't acceptable:
Medical/investigative documents
Not the same as death certificate (though cause of death appears on death certificate)
May not have vital records seal
Exception: Some medical examiner offices issue death certificates. If the report has an official vital records seal and registrar signature, it may be acceptable. But most ME reports are separate from death certificates.
Cremation certificates:
What they are:
Documents authorizing cremation
Permits for cremation
Certificates of cremation (confirming cremation occurred)
Why they're not acceptable:
Different purpose (authorize cremation process)
Don't serve as legal proof of death for financial/legal purposes
May be issued by funeral home or crematory, not vital records
Photocopies or scanned copies of death certificates:
What they are:
Photocopies of certified death certificates
Scanned PDFs emailed around family
Photos of death certificates taken with phone
Why they're not acceptable (for institution submission):
Most institutions require certified copies, not photocopies
Seals don't show up clearly in photocopies
Easy to forge or alter
Not considered legal proof
Exception: Sunset accepts high-quality scans/photos for initial verification and our internal processes. But when we submit to institutions, we'll need the certified originals. You'll upload photos to Sunset, but keep the physical certified copy for when institutions need to see it.
"Informational" or "non-certified" copies:
What they are:
Some vital records offices issue "informational" copies
Contain same information but marked "For informational purposes only"
Cannot be used for legal or financial purposes
Much cheaper than certified copies ($5-10 vs. $20-30)
Why they're not acceptable:
Specifically marked as NOT for legal use
Don't have the certification language or full seal
Intended for genealogy research, not legal proceedings
Example: A death certificate that looks official but has watermark saying "INFORMATIONAL COPY - NOT FOR LEGAL USE." This cannot be used for closing accounts or probate.
How to Tell If Your Document is a Certified Death Certificate
Use this checklist to verify you have the right document:
Visual inspection:
☐ Feel the seal: Run your fingers over the paper. Do you feel a raised, embossed seal? This is the most distinctive feature of certified certificates. The seal should have texture and depth.
☐ Special paper: Does the paper feel different from regular printer paper? Look for watermarks, patterns, colored backgrounds, or security features.
☐ Official headers: Does it have government headers like "State of California Department of Public Health" or "Cook County Clerk's Office"?
☐ Certification language: Does it say "This is a certified copy" or similar language?
☐ Registrar signature: Is there a signature (original or stamped) from a state/local registrar?
☐ Complete information: Does it have full name, date of birth, date of death, place of death, cause of death, and other detailed information?
☐ Size and format: Is it official government document size (8.5x11" or legal size), not a small card or odd size?
If you can check most or all of these boxes, you likely have a certified death certificate.
If you're missing several of these features, you probably don't have a certified certificate and need to obtain one.
What If You Don't Have a Certified Death Certificate?
If you don't have certified death certificates, or you need additional copies, here's how to get them:
Option 1: Contact the Funeral Home (Easiest if Recent Death)
If the death was recent (within the past few months) and a funeral home was involved:
Call or email the funeral home
Explain you need certified death certificates
They may have:
Certificates they already ordered that you didn't pick up
Ability to order more on your behalf
Ask about:
How many they recommend (typically need 5-10 copies for estate)
Cost per certificate
How long until you receive them (usually 2-4 weeks)
Pay fees and provide mailing address
Certificates will be mailed to you
Cost: Usually $15-30 per certificate through funeral home
Option 2: County Health Department or Vital Records Office (Direct)
For deaths in any timeframe, you can order directly from the issuing authority:
Identify the correct office:
Death certificates are issued by the state/county where death occurred
Not where deceased lived (if different)
Not where buried (if different)
Look up "[State Name] vital records" or "[County Name] health department"
Application process:
Visit vital records office website
Download death certificate application/request form
Complete form with:
Deceased's full name
Date of death
Place of death
Your relationship to deceased
Your identification information
Number of copies requested
Provide proof of relationship/authorization:
Copy of your ID
Documentation showing you're authorized to receive certificate (family member, executor, etc.)
Pay fees:
Varies by state/county ($15-40 per certificate typically)
Payment methods vary (check, money order, credit card)
Submit:
By mail (most common)
In person (some offices have walk-up service)
Online (some states offer online ordering)
Processing time:
Mail orders: 2-4 weeks typically
In-person: Same day or 24-48 hours
Online: 1-2 weeks
Find your vital records office:
Search "[State name] vital records death certificate"
Or "[County name] health department death certificate"
Or use VitalChek (see Option 3)
Option 3: VitalChek (Online Ordering Service)
VitalChek is an authorized online service that processes vital records requests for most U.S. states and counties:
Website: https://vitalchek.com/
What it is:
Official partner with state/county vital records offices
Handles online ordering and payment processing
Ships certificates directly to you
Not a government agency, but authorized vendor
How to use:
Go to vitalchek.com
Select your state
Select document type (death certificate)
Enter deceased's information:
Full name
Date of death
Place of death
Other identifying information
Enter your information:
Name and relationship to deceased
Mailing address
Contact information
Upload required documents:
Photo of your ID
Any required authorization documents
Select number of copies needed
Choose shipping speed:
Standard (2-3 weeks)
Rush (1-2 weeks, additional fee)
Express (3-5 days, significant additional fee)
Pay:
Certificate fees (set by state, typically $20-40 per copy)
VitalChek processing fee (typically $10-15)
Shipping fees
Receive certificates by mail
Advantages:
Convenient online ordering
Works for almost all U.S. counties
Faster than traditional mail ordering
Credit card payment accepted
Tracking provided
Disadvantages:
Processing fees on top of certificate costs
More expensive than ordering directly from county
Not available for all jurisdictions
Total cost example:
Certificate: $28 (California state fee)
VitalChek processing: $13.50
Standard shipping: $8.95
Total: $50.45 for one certificate
vs. ordering directly from California vital records: $28 plus postage
When to use VitalChek:
You want convenience of online ordering
You need certificates quickly
You're ordering from out of state
The extra cost is worth the convenience to you
When to order directly instead:
You want to minimize costs
You're not in a rush
You're comfortable with traditional mail ordering
How Many Certified Death Certificates Do You Need?
This is a common question during funeral arrangements:
Typical recommendations:
Minimum: 5-10 copies
You'll need certified death certificates for:
Financial institutions (banks, investment firms) - often 1 per institution
Insurance companies - 1 per policy
Probate court - 1-2 copies
Social Security Administration - 1 copy
Retirement account administrators - 1 per account
Real estate transactions - 1 per property
Vehicle title transfers - 1 per vehicle
Sunset (we accept uploads, but you keep originals for other uses)
Factors that increase need:
Multiple bank accounts at different institutions
Several life insurance policies
Real estate in multiple states
Many vehicles
Complex estate with numerous assets
Cost consideration: Ordering all at once during funeral arrangements is cheaper than ordering more later:
Initial order through funeral home: $15-30 per certificate
Later orders: $20-40 per certificate plus processing/shipping
Recommendation: Order 10 certified copies initially. If you have a very simple estate (one bank account, no property, no insurance), maybe 5 is enough. If you have a complex estate, consider 15-20 copies.
You can always order more later, but it's cheaper and more convenient to order plenty upfront.
Why Institutions Require Certified Death Certificates
Understanding why helps explain why alternatives aren't accepted:
Legal proof of death:
Certified death certificate is the only universally accepted legal proof that someone died
Financial institutions, courts, and government agencies must verify death before releasing assets
Prevents fraud (ensures person is actually deceased before distributing assets)
Government verification:
Vital records offices verify information before issuing certificates
Government seal provides assurance of authenticity
Prevents falsified or forged death claims
Uniform standard:
All institutions accept certified death certificates
Creates consistent requirement across all transactions
Alternative documents aren't standardized
Legal liability:
Institutions face liability if they release funds based on false death claim
Certified certificates provide legal protection
Reduces institution's risk
Information needs:
Certified certificates contain all key information (full name, dates, SSN, etc.)
Other documents may be missing critical details
Complete information facilitates accurate processing
What Sunset Accepts
For working with Sunset specifically:
For initial verification and account discovery:
High-quality photo or scan of certified death certificate
We accept digital uploads (don't need to mail originals)
Must be clear enough to read all information and see seal
Requirements:
All four corners visible
Text readable
Seal visible (embossing should show in photo)
No parts cut off or obscured
What we do with it:
Verify deceased's identity
Confirm date of death
Use information for account searches
Prepare documents for institutions
For institution submission:
Sunset will submit digital copies to many institutions
Some institutions require seeing original physical certified copies
You keep the physical certified certificates
Institutions may request to see original before releasing large sums
You don't send us your physical certificates - you upload photos and keep the originals safe.
Protecting Your Certified Death Certificates
Certified death certificates are valuable legal documents:
Storage:
Keep in safe place (fireproof safe, safe deposit box, or secure file)
Don't leave in car or unsecured location
Make photocopies or scans for reference
Keep track of how many you have and where they are
Distribution:
Don't give originals away casually
Some institutions will return originals, some keep them
Ask institutions if they'll return certificates
Keep at least 1-2 originals permanently for records
Replacement if lost:
If you lose certified certificates, order more from vital records
Same process as initial ordering
Costs same amount
No way to "cancel" lost certificates, so secure them carefully
Common Questions About Death Certificates
"The funeral home gave me 5 certificates. Is that enough?"
Maybe. Depends on estate complexity:
Simple estate (one bank account, no property): 5 might be enough
Average estate (multiple accounts, house, insurance): probably need 8-10
Complex estate (many accounts, properties, businesses): need 10-20
You can always order more, but it's easier to have enough from the start.
"My death certificate has an error (wrong middle name, wrong address). What do I do?"
Contact the vital records office that issued it:
Explain the error
Provide correct information and documentation
They can issue an amended certificate
Usually takes 2-6 weeks to correct
May be a fee for amended certificate
Don't try to "fix" it yourself or use an incorrect certificate. Institutions will reject certificates that don't match other records.
"Can I use a photocopy to upload to Sunset?"
Yes, Sunset accepts high-quality scans or photos of certified certificates for initial verification. We don't need your physical original mailed to us.
But keep the original certified certificate for submitting to institutions when needed.
"How long is a certified death certificate valid?"
Death certificates don't expire. However:
Some institutions prefer recently-issued certifications (within past year)
If death was years ago, consider ordering fresh certified copies
Older certificates may be faded or deteriorated
The death information doesn't change, but the certification should be relatively recent.
"Do I need a 'long form' or 'short form' death certificate?"
Most institutions accept either:
Long form: Complete certificate with all information (medical details, parents' names, etc.)
Short form (abstract): Abbreviated version with key information only
For estate settlement, long form is typically better as it has more complete information. But short form usually works fine for financial accounts.
"Can I order death certificates for someone I'm not related to?"
Usually no. Vital records offices restrict death certificates to:
Immediate family members (spouse, children, parents, siblings)
Legal representatives (executor, attorney, personal representative with documentation)
People with legitimate legal interest
You'll need to prove your relationship or legal authority when ordering.
"The death occurred in another state. Where do I order the certificate?"
Order from the state where death occurred, not:
Where deceased lived (if different)
Where deceased is buried (if different)
Where you live (if different)
Example: Father lived in Florida, died while visiting daughter in Texas, will be buried in New York. Order death certificate from Texas vital records.
"My certificate doesn't have a Social Security Number on it. Is it still valid?"
Yes. Not all states include SSN on death certificates. Some show it, some don't. As long as it has all other required elements (seal, registrar signature, death information), it's valid.
"The seal doesn't show up clearly in my photo. Will that work?"
Try to get a photo where the seal is visible. Techniques:
Angled lighting to create shadows showing embossing
Take multiple photos from different angles
Use flash to catch seal reflection
If seal truly doesn't photograph well (very faint embossing), upload your best attempt and include a note explaining the seal is present but hard to photograph. Sunset support can advise if it's acceptable or if you need different approach.
Need Help?
If you're uncertain whether your document qualifies as a certified death certificate, or you need help obtaining certified certificates:
Email [email protected] with:
Your situation ("I have a document from the funeral home, not sure if it's certified")
Photo of the document in question (we can tell you if it's acceptable)
Any questions about ordering certificates
We can:
Confirm whether your document is acceptable
Guide you to correct vital records office for ordering
Provide specific instructions for your state/county
Help troubleshoot issues with obtaining certificates
Getting the right death certificate is crucial for estate settlement. Don't let confusion about document types delay your progress. We're here to help you identify what you need and where to get it.
State Variations: Not All Certified Death Certificates Look the Same
While most states issue death certificates on security paper with embossed seals, not all states follow this format. It's important to understand that a certified death certificate can look different depending on which state issued it.
Georgia and Other States with Different Formats
Some states, including Georgia, issue certified death certificates that look quite different from the traditional format:
Georgia death certificates:
Printed on plain white paper (not special security paper)
No embossed or raised seal
No colorful background or watermarks
May look like a simple computer printout
But still official and fully acceptable
What makes Georgia certificates official:
Issued directly by Georgia Department of Public Health
Contains registrar's signature (often printed/stamped)
States "Certified Copy" or similar certification language
Has state header and official formatting
Contains complete death information
May have a printed seal image (flat, not raised)
Why Georgia uses this format:
Georgia modernized their vital records system
Electronic system prints certificates on demand
Eliminates need for pre-printed security paper
Faster processing and lower costs
Just as legally valid as traditional embossed certificates
Other states with similar formats: Several other states have moved to or use simplified certificate formats:
Some states use digital signatures instead of physical stamps
Some print on plain paper with security features in the printing
Some use QR codes or verification numbers instead of embossed seals
Technology is modernizing vital records across many states
How to verify a Georgia (or similar) certificate is legitimate:
Even without embossed seals or security paper, you can verify legitimacy:
Official headers: Should say "Georgia Department of Public Health" or similar government agency
Certification statement: Will explicitly state this is a certified copy
Registrar information: Name and title of state/local registrar
Complete information: Full death details, not abbreviated
Received from official source: Came from funeral home, vital records office, or VitalChek
Professional appearance: Clean printing, proper formatting, government document style
Why this matters for you:
If you have a Georgia death certificate (or from another state with plain format):
Don't assume it's not legitimate because it lacks embossed seal
Don't assume it's "just a copy" because it's on plain paper
It's fully acceptable to Sunset and all institutions
Financial institutions and courts accept these certificates
What to do if institutions question it:
Occasionally, institutions unfamiliar with Georgia's format might question the certificate:
Explain that Georgia issues certificates on plain paper
Refer them to Georgia Department of Public Health website
Point out the certification language on the document
Contact Sunset if institution is refusing - we can help educate them
Most institutions are familiar with state variations, but newer staff might need clarification.
The key principle:
What matters is not how the certificate looks (embossed vs. plain, colorful vs. white, security paper vs. regular paper), but rather:
Is it issued by an official government vital records office?
Does it contain certification language?
Does it have official authorization (seal, signature, or certification statement)?
Did it come through official channels?
A plain white paper certificate from Georgia is just as valid and acceptable as an embossed certificate on security paper from California. Both are certified death certificates issued by state vital records authorities.
Bottom line: If your death certificate looks different from what you expected (no raised seal, plain paper, simple format), that doesn't mean it's wrong or unacceptable. State formats vary, and all are equally valid for legal, financial, and estate settlement purposes.