If you're reading this in the days after a death, you're probably already holding a list of tasks that feels impossible. You don't need more to do — you need to do the right things once, correctly, so you're not circling back to the same problems in two weeks.
This is one of those things.
Order more than you think you need.
The number most estate attorneys and funeral directors recommend: at least 10 certified copies. For larger estates — multiple financial accounts, real estate, a business interest, retirement accounts, a pension — order 15 or more.
Certified copies cost roughly $10–$25 each, depending on your state. Reordering them later costs the same per copy, plus the time it takes to contact the vital records office, wait for processing, and delay whatever you were trying to do. Order them now, while the funeral home is already handling the paperwork.
Who requires a certified original:
These institutions will not accept a photocopy. Each one typically requires its own original:
- Each bank or credit union where the deceased held an account
- Each brokerage or investment account
- Each retirement account (IRA, 401(k), pension)
- Life insurance companies — one per policy
- The Social Security Administration
- The Department of Veterans Affairs, if applicable
- The probate court, to open the estate
- Each real estate title transfer
- Each vehicle title transfer
- The deceased's employer, for final pay and benefits
If the deceased had a trust, the trustee may need copies as well. If there's a business involved, add more.
Who may accept a photocopy or digital copy:
These don't require originals in most cases:
- Subscription services (streaming, software, memberships)
- Utility companies
- Landlords or property managers
- Some smaller creditors
When in doubt, call ahead and ask. It takes two minutes and can save you a trip.
A note on "certified" vs. "informational" copies:
Not all copies are equal. A certified copy has an official raised seal or stamp from the issuing authority and is the only version most financial institutions will accept. An informational copy — sometimes called an uncertified copy — is useful for your own records but will be rejected by banks, courts, and insurance companies. Make sure you're ordering certified copies.
How to order them:
Your funeral home will order the initial batch as part of their process — tell them how many you need before they file. If you need more later, contact the vital records office in the state (and county) where the death occurred. Processing times vary: some offices fulfill requests in a few days; others take several weeks. Plan accordingly.
One more thing:
Keep every certified copy you receive in one place — a folder, an envelope, a dedicated section of a binder. You'll be handing them out over the coming weeks, and knowing exactly where they are will matter more than you expect.
If you're working through the full estate process and want a structured way to track every institution, account, and task, that's exactly what What's Next? was built for.