Obtaining a Death Record

A record of death is a certificate that establishes the death of an individual.  Details given can vary from state to state.  Depending on the age of the record in question, these details can vary wildly.  As an example, older records might have any number of details recorded, such as relatives, religion, and even items that were in the immediate possession of the deceased.  As a rule, the certificate will at least list the full name of the deceased, recorded time of death, and the person who reported the death (commonly referred to as the informant).

With the advent of modern technology, procedures, and general medical protocol, records are more standard since the mid-part of the last century.  Modern records will typically consist of a document issued by a medical professional certifying that the named person is indeed deceased, followed by any related documents specific to the case.  In the case of a murder, for example, there will be significantly more documents.

In the United States, these records are considered to be public domain, and therefore can be requested by anyone.  In certain cases the cause of death might be blocked to third parties (particularly in the case of death due to specific illnesses), but as a general rule full disclosure is made to immediate family members, medical personnel, and law enforcement.  The exception to this rule are certificates dealing with the death of a minor, in which case the information can be sealed from general public view.

Depending on the state in which the certificate is issued, it can contain any combination of the following information:

• Full name of the deceased
• Full name of spouse (if applicable)
• Names of any children (additional specifics such as age, birthplace, or occupation may also be recorded for children)
• Mother and Father’s name if applicable
• Date and time of birth
• Date and time of death
• Physical address
• Age
• Sex (male or female)
• Occupation
• Cause of death
• When and where the death was registered
• Who the informant was, and any relationship to the deceased
• Name of the medical attendant pronouncing death
• Burial place and name of the undertaker

Death certificates are no different than any other vital record in terms of what is required to retrieve one.  Either an in person visit to the state vital records office, or an application by mail is required.  Standard protocols must be observed, to include display of an acceptable form of identification.  Unlike marriage and divorce certificates, there may be a requirement on part of the requesting party to have a certified copy, in which case the standard fees will be increased.

Generally speaking, the fees are around $15 per copy, though the fee can be a little more or a little less, depending on what is being requested.  For example, a standard copy from the state of Maine is $10, while a certified copy costs an additional $5.  In some cases, older records are available, but will not be kept in the general state records office.  This is due to the fact that it is unusual for someone to request a certificate that is more than a hundred years old.  Again, in the case of Maine, the state office keeps records from 1923 forward, while older records are stored in the state archives.

To purchase any copy of these records, a copy of the requesting person’s identification is a minimum requirement, and additionally proof of lineage is also required if it is not an immediate family member.  Additionally, the following is recommended:

• A summary letter of the request
• Proof of your relationship to the deceased
• The exact, or at least general time of death
• Any and all names the deceased may have used
• Any supporting information of the deceased (spouse, profession, date of birth, etc.)
• Signature of the requesting person
• A self-addressed stamped envelope, postage advance paid

Further information can be obtained in “Vital Records Department”.

“How to Get a Copy of Your Birth Certificate“