When a loved one passes away, it’s important to get a death certificate. This document is necessary to handle the financial and legal affairs of the deceased person, called Estate Administration. You are eligible to obtain the certificate if you are the spouse, parent, child or sibling of the deceased, or if you have a documented lawful right or claim, medical need or possess a NYS Court Order.

In fact, most end-of-life matters require a death certificate. Offering proof that an individual has died allows surviving loved ones to settle his or her affairs. Still, many people do not know they need proof of death or know how to apply for a death certificate.

Following the death of a loved one, you’ll need a copy of the death certificate to do tasks such as making burial or cremation arrangements, transferring bank accounts and assets, and filing insurance claims.

Where to Get a Death Certificate

In most cases, you can get a death certificate through your county’s vital records office. You may also be able to get a certificate of death through the State Department of Health. Vital records offices maintain and issue official documents related to significant life events such as births, deaths, marriages, and divorces.

Typically, the county where the person resided issues the death certificate. However, when people die away from home, the county where the death occurred creates the death certificate.

The CDC’s website has a directory of state vital records offices, which can help you find your local office. You can click on a map of the United States which takes you to the National Center for Health Statistics information page for your state. For instance, the “Certification Unit” in Menands, NY has records dating back to 1881 with information guiding you through the process of applying for a death certificate.

How Do I Find a Death Certificate?

To find a death certificate, you’ll first need to identify the jurisdiction where the death occurred. A helpful guide can be found at this link for the New York State Department of Health, which processes death certificates for residents except in New York City for $45 + processing fees. Click the drop-down tab “Order Certificate” to get started: https://www.health.ny.gov/vital_records/death.htm.

You can also request the certificate through the mail. In New York, you can mail the application to:

New York State Department of Health
Vital Records Certification Unit
P.O. Box 2602
Albany, NY 12220-2602

To make the request, you’ll need the full name, date of death, and last county of residence of the deceased person. You’ll also need a form of identification to prove that you are a close family member. The office will require a fee, which generally ranges from $30-45 per copy.

There is also a phone number to contact the Vital Records Call Center: (855)322-1022. The menu allows you navigate to the department that handles the five boroughs of New York City, or the rest of the State.

For New York City applicants, death certificates are also obtained through authorized vendor VitalChek at this link: https://www.nyc.gov/site/doh/services/birth-death-records-death.page.
Applicants must show either a driver’s license, state issued nondriver Photo ID card, passport, US Military Photo ID, or a letter from a government agency from the past 6 months or a utility of telephone bill. A death certificate costs $15 plus a processing fee.

AARP recommends getting five to 10 copies.

Are Death Certificates Public Record?

Certain close family members can access the death certificate soon after the death. Others must wait until it becomes a public record.

In most states, death certificates become public records after a certain period, such as 25 years. Soon after an individual passes away, only close family can obtain the certificate. These individuals include spouses, siblings, and children. Others who may be able to receive a copy of the death certificate include the personal representative or executor of the estate and beneficiaries. Inquire with your state’s vital records office to determine when death records become public in your state.

In New York, death certificates are not of public record. To obtain a copy, you must be the spouse, parent, child, or sibling of the decedent. If you are not any of the above, you must have a documented lawful right or claim to obtain the death certificate, a documented medical need, or a court order from New York State.

How Long Does It Take to Get a Death Certificate?

Obtaining an official death certificate can take between two and four weeks after making a request with the vital records office.

In most cases, the process of creating a death certificate begins within 72 hours of the death, when the coroner or medical examiner confers with a spouse or relative to verify information such as the deceased’s Social Security number, birth date, and professional information. The coroner or medical examiner then submits the document to the vital records office.

Some factors can prolong the process. For instance, states with paper filing services tend to take longer. Legal concerns can also cause complications. In cases with ongoing investigations, state governments typically require the certificate to list the cause of death. If the death is still under investigation, officials may need more time to determine the cause.

Contact an Estate Planning Attorney

Following the death of a loved one, handling legal tasks can be overwhelming. When you work with an estate planning attorney, you can focus on grieving and healing while an advocate helps you with tasks such as obtaining a death certificate. The attorneys at Pierro, Connor & Strauss can provide guidance on estate and trust administration, including the probate process. Contact us to schedule a free consultation here.