How Many Death Certificates Do You Need? A Count by Task

Count each organisation that will keep a certified copy. Then add one or two spares. For many families, that means one copy each for the banks, the life insurer, each pension or retirement plan, the vehicle office and the probate court. Before you order, ask each organisation one question: "Will you return it?" If they will, you can reuse that copy and order fewer.

A certified copy is an official copy of the death record, issued by the government office that keeps it. It carries a seal or stamp, so organisations can trust it. A photocopy does not.

This page is general information. Fees were checked on official government sites on 2 November 2026.

Why do organisations want a certified copy?

When someone dies, every account in their name must be closed or moved. The bank, the insurer and the pension fund all need proof before they act. They cannot take a family member's word for it. Scams after a death are real, and a certified copy helps protect the estate.

USAGov lists the tasks that usually need a certified copy (USAGov):

• telling Social Security and other government agencies;
• closing or transferring bank and credit card accounts;
• claiming life insurance or a pension.

It also says you "may only need a photocopy for other tasks, such as canceling a subscription."

The UK makes one part easier. Tell Us Once lets you report the death to most government offices in one go. That includes HMRC, the DWP, the Passport Office, the DVLA and the local council (GOV.UK). The registrar gives you a reference number. You do not send each office a certificate. You will still need copies for banks, insurers, private pensions and utility companies.

How many death certificates do you need? A count by task

Use this table as a worksheet. Tick each line that applies, and write the number in the last column.

Task	Certified copy?	Usual count	Your count
Each bank or building society	Usually yes	1 per bank (not per account). Ask if they return it
Each life insurance company	Usually yes	1 per company
Each pension, 401(k), IRA or annuity provider	Usually yes	1 per provider
Probate court, if you need probate	Often yes	1. See do I need probate?
Car or vehicle title office (US DMV)	Often yes	1 per state office
Home or land in their sole name	Often yes	1 for the land office or title company
Social Security (US)	Sometimes	Often 0, as the funeral home usually reports the death
Veterans' benefits (US)	Usually yes	1, if they were a veteran
Investment or share accounts	Usually yes	1 per firm
Credit cards and loans	Sometimes	Ask. Some accept a photocopy
UK government (Tell Us Once)	No	0. Use the registrar's reference number
Phone, internet, streaming, gym	Rarely	0. A photocopy or a phone call is usually enough
Spares for things you have not found yet		1 or 2
Total

This example is a composite of common situations.

Ana's husband died in Texas. He had accounts at one bank and a life insurance policy. He also had a work 401(k), a car and a house in his name. Ana counted: 1 bank + 1 insurer + 1 retirement plan + 1 vehicle office + 1 for the house + 1 for probate. That is 6. She added 2 spares and ordered 8 at once.

In Texas, the first copy cost $20. The other seven cost $3 each, so $41 in total (Texas DSHS). Ordering one more copy later would cost $20 again. So in Texas, a small extra order up front saves money.

Not sure what accounts there are? Read the post for a few weeks. Bank statements, pension letters and bills will show you. Our guide on who to notify when someone dies gives a full list.

How much does a death certificate cost in 2026?

Fees are set by each state, province or country. These are the official prices for standard copies, checked on 2 November 2026.

Place	Cost	Notes
England and Wales	£12.50 each	Same price at registration and later from the GRO. Priority service £38.50. Without a GRO index number, add £3.50 (GOV.UK; Sheffield City Council)
Scotland	First short copy free at registration	Later orders from ScotlandsPeople: £12, then £10 for each extra copy of the same certificate (mygov.scot; mygov.scot)
California	$26 per certified copy from the state	Price rose on 1 January 2026. County offices set their own fees (CDPH)
Texas	$20 for the first, $3 for each extra ordered at the same time	From the state Vital Statistics office (Texas DSHS)
Florida	$5 search fee with one copy, then $4 per extra copy	By mail or walk-in at the state office. Online orders add a $10 rush fee and a $7 vendor fee (Florida Health)
New York State (outside New York City)	$30 per copy by mail	$45 per copy online or by phone, plus a vendor fee. New York City has its own office (NYS Health)
Ontario	$15 death certificate; $22 certified copy of the death registration	Regular online service, 15 business days plus post (Ontario)
New South Wales	$70 standard; $105 priority	Includes $11 postage and handling (NSW Registry)

Notice the pattern. In Texas and Florida, extra copies ordered together are much cheaper than the first. In England and Wales, each copy costs £12.50 whenever you order it. So you can start with fewer and order more later. Later copies just take a few days to arrive.

Where do you order death certificates?

At or soon after registration. This is usually the easiest moment.

• England and Wales: buy copies at the register office when you register the death. You can also order later online from the General Register Office (GOV.UK).
• Scotland: the registrar gives you a certificate of registration and a short copy of the death entry, free (mygov.scot).
• US: contact the vital records office of the state where the death happened (USAGov). The funeral home often orders the first copies for you.
• Ontario: the funeral director gives you proof of death. Some organisations want the official provincial certificate, which you order from ServiceOntario (Ontario).
• New South Wales: the funeral director normally registers the death and applies for the certificate for you (NSW Registry).

If the death happened abroad. For a US citizen, the embassy issues a Consular Report of Death Abroad. You can get up to 20 free certified copies at the time of death (USAGov).

Watch out for look-alike websites. Some private sites charge extra to place the same order. Florida's health department names VitalChek as its only contracted online vendor (Florida Health). Start from the official government page and follow its links.

Who is allowed to order one?

Not everyone can. Each place has its own list. Here are some examples.

• New York State: the spouse, parent, child or sibling. Others need "a documented lawful right or claim", such as a letter from an agency (NYS Health).
• Florida: any adult can get a copy without the cause of death. Copies with the cause of death are limited for 50 years. Family members qualify, and so does anyone with a will or insurance policy showing an interest in the estate (Florida Health).
• Ontario: anyone can order a death certificate. The longer "certified copy of death registration" is for next of kin or an authorised representative, such as the executor (Ontario).
• New South Wales: close family named on the certificate can apply. So can the funeral director within 30 days, the executor, or the estate's solicitor (NSW Registry).

If you are the executor but not close family, keep a copy of the will handy. It often proves your right to order.

Do you need the cause of death on the certificate?

Sometimes. Some places issue two versions: one with the cause of death and one without.

A life insurer may want the cause of death. A bank usually does not. Ask each organisation which version it needs before you order.

Be aware that a short version is not accepted everywhere. New South Wales says its extract certificate "may not be accepted by some organisations because it contains limited information" (NSW Registry). In Ontario, the certified copy with the cause of death is only available by mail or in person (Ontario).

How can you save time and money?

Ask before you send. One phone call can save a certificate. Ask: "Do you need a certified copy? Will you return it? Can I show it in a branch instead?"

Send copies with a cover note. Write the account number, your name, your role and a return address. Ask for the copy back if they do not need to keep it.

Keep a simple list. Note which copy went where, on what date, and whether it came back. When you are tired and grieving, a list remembers for you.

Order extras together where it is cheaper. In Texas and Florida, extra copies ordered at the same time cost far less than the first.

Use Tell Us Once in the UK. It saves you from writing to each government office.

If you are the executor, our executor checklist shows where the certificates fit in the bigger job. For the first hours and days, see what to do when someone dies.

What can you do now, while everyone is well?

The hardest part of this task is not the certificates. It is not knowing which banks, insurers and pensions the person had. Families often find accounts months later, one letter at a time.

You can spare your own family that search. Write down each bank, policy and pension you hold, with the phone number and account number. Keep it with your will. Tell one person where it is.

Our free end-of-life readiness check shows what else is worth writing down. It takes a few minutes.