How Many Death Certificates Do I Need? And How to Get Them in NC

When someone passes away, you’re suddenly faced with dozens of administrative tasks. One of the first questions, and one many people get wrong, is: “How many death certificates do I actually need?”

The answer might surprise you. It’s not just one. In fact, ordering too few is one of the most common mistakes families make during this difficult time. You’ll likely need 10 to 15 certified copies, though your exact number depends on your situation. Run out too soon, and you’ll have to order more, adding days or weeks to your estate settlement. Order too many, and you’re wasting money on certificates you’ll never use.

This guide walks you through exactly how many death certificates you need, the difference between certified and informational copies in North Carolina, and where to order them.

How Many Death Certificates Do You Actually Need?

Let’s start with the fundamental question: Why do you need multiple copies at all?

Unlike most documents, death certificates can’t be photocopied or digitally submitted to satisfy official requirements. Banks, insurance companies, government agencies, and courts each typically require an original certified copy of the death certificate. They won’t accept a photocopy, a digital image, or even a previously certified copy you’ve already submitted to another institution.

This is why you need multiples.

The Rule of Thumb: Start With 10-15 Copies

As a baseline, order 10-15 certified copies when you first obtain the death certificate. This might sound like a lot, but here’s why it’s practical:

• Banks and financial accounts: 2-3 copies (checking, savings, investment accounts, safe deposit boxes)
• Insurance companies: 2-3 copies (life insurance, auto insurance, homeowner’s insurance)
• Government agencies: 2-3 copies (Social Security Administration, pension benefits, Medicare)
• Real estate and property: 1-2 copies (deed transfers, mortgage payoff)
• Employer or retirement plans: 1-2 copies (401k, pension, ESOPs)
• Utilities and final bills: 1-2 copies (to close accounts or transfer names)
• Legal proceedings: 1-2 copies (if probate is needed, for court filings)
• Extra copies for your records: 2-3 copies (for future reference, replacement if lost)

If you have significant assets, multiple properties, or complex family situations, you may need 15-20 copies instead.

How to Know Your Exact Number

Ordering too few is frustrating. Ordering too many wastes money. A death certificate calculator helps you get it right.

By answering a few quick questions about your assets, Do you own real estate? How many bank accounts? Are there life insurance policies?, a calculator should estimate exactly how many certified copies you’ll need. It accounts for your specific situation so you’re not guessing.

Once you know your number, a task management system should automatically list “Order death certificates” as an immediate action item and track the quantity you need. As you move through the settlement process and submit certificates to different institutions, you can check them off and see exactly how many you have left.

Certified vs. Informational Copies: What’s the Difference in North Carolina?

North Carolina offers two types of death certificates, and understanding the difference could save you time and money.

Certified Copies

A certified copy is an official document stamped and signed by the North Carolina Vital Records office. It includes:

• A raised seal or security features
• The registrar’s signature
• Official certification language
• Full legal authority to use the document

Who requires certified copies?

• Banks and financial institutions
• Insurance companies (almost always)
• Government agencies (Social Security, Medicare, etc.)
• Courts and legal proceedings
• Real estate transfers
• Employer pension and 401k departments

Cost: $24 per certified copy in North Carolina

Processing time: 3-5 business days for standard processing; rush options available

Informational Copies

An informational copy is a standard printout of the death certificate without the official seal or signature. It’s suitable only for personal records or informational purposes.

Who accepts informational copies?

• Your own records (estate planning documents, family records)
• Personal reference
• Sometimes funeral homes (for their files)

Cost: Usually significantly less ($5-15), but not accepted by most institutions

The key rule: When in doubt, order certified copies. Institutions may reject informational copies outright, forcing you to order certified copies anyway, wasting time and money.

How to Order Death Certificates in North Carolina: Step-by-Step

Where to Order

Death certificates in North Carolina are handled by the Vital Records Unit within the Department of Health and Human Services.

Online option: The fastest and easiest way is through VitalChek (vitalchek.com), North Carolina’s official online vital records service. This is authorized by the state and handled securely.

In-person option: Visit the Vital Records office in Raleigh:

• Department of Health and Human Services, Vital Records Unit
• 225 N. McDowell St., Raleigh, NC 27603
• (919) 733-3526

By mail option: Send a request form to the Raleigh address above. Slower, but an option if you prefer paper.

Step-by-Step Process (Online Via VitalChek)

1. Go to vitalchek.com and select North Carolina
2. Choose “Death Certificate” from the vital records options
3. Enter the deceased’s information: Full name, date of death, date of birth, county of death
4. Select quantity: Order your calculated number (10-15 copies, or however many you need)
5. Choose delivery method:
   • Standard: 3-5 business days ($24 per copy + $12.50 service fee)
   • Rush: 1-2 business days ($24 per copy + $25 rush fee)
   • Overnight: Next business day ($24 per copy + $50 overnight fee)
6. Provide shipping address: Where you want the certificates delivered
7. Pay online: VitalChek accepts credit/debit cards
8. Receive confirmation: You’ll get a reference number to track your order

Cost Breakdown

• Per certified copy: $24
• Service fee: $12.50 (standard) to $50 (overnight)
• 10 certified copies with standard service: Approximately $252.50

Pro tip: If you’re in a rush and need them within days, the rush option ($25 fee) is usually worth it compared to standard processing.

What Information You’ll Need

Before ordering, have ready:

• Full legal name of deceased
• Date of death
• Date of birth
• County where death occurred
• Your relationship to the deceased (required for verification)

Storing and Tracking Certificates: Best Practices

Once your certificates arrive, the challenge becomes organization and tracking. You need to know:

• How many you have left?
• Which institutions have received copies?
• Do you need to order more?

A secure document storage system solves this. When your death certificates arrive, you should:

1. Upload a digital copy to your secure document vault (encrypted and private)
2. Attach the document to relevant accounts and tasks in your asset inventory
3. Reference it quickly whenever you need to provide proof to a bank, insurance company, or government agency

Instead of searching through files, you have instant access to your digital copy.

Tracking Which Certificates Go Where

A certificate submission tracker should let you:

• Log each submission: When you send a certified copy to a bank, check it off against that institution
• See your remaining inventory: Know at a glance how many certified copies you have left
• Flag institutions that reject copies: If a bank rejects a copy for any reason, flag it so you remember to follow up
• Generate a submission report: For your own records or estate settlement purposes

For example: You order 12 certified copies. You submit one to Bank of America, check it off. You submit one to Fidelity, check it off. After five submissions, you see you have 7 left, and you’ll know exactly which institutions still need copies.

What If You Need More Death Certificates Later?

It happens. You order 12 copies, settle most of your tasks, and then discover a forgotten bank account or insurance policy that needs a copy. Reordering is straightforward:

1. Go back to VitalChek and place another order
2. Specify the same person and death information (they’ll match your previous order)
3. Choose your quantity (you don’t need 10-15 again; just order what’s needed)
4. Pay and wait: Standard or rush processing

There’s no limit to reordering. Many families end up ordering in batches: 10-15 initially, then 2-3 more a few months later when settling remaining affairs.

Cost of reordering: Still $24 per copy plus service fee. Not as economical as ordering more upfront, but sometimes necessary.

Common Mistakes to Avoid

1. Ordering Informational Copies Instead of Certified Copies

You save $5-10 per copy upfront, then waste time and money reordering when institutions reject them.

2. Ordering Too Few

Running out of certified copies means delays in settling estates, transferring assets, and closing accounts.

3. Not Keeping a Digital Copy

Keep a secure digital copy as a backup in case physical copies are lost or damaged. Store it securely and separately from originals.

4. Forgetting About Hidden Accounts or Policies

You settle the obvious bank accounts and insurance policies, but miss a forgotten savings account or old 401k. Before ordering certificates, comprehensively list every account and institution you know about to reduce the risk of missing something.

5. Losing Track of Which Institution Has Which Copy

Without a tracking system, you may accidentally submit the same certificate twice to one institution or forget which ones still need copies. Create a simple spreadsheet or checklist to log where each certificate has been sent and how many you have left.

Final Takeaway: Order More Than You Think You Need

The most common regret families express is ordering too few death certificates. You’ll almost certainly need more than your initial count suggests. Start with 10-15 copies through VitalChek, store a digital copy securely, and track where each one goes.

At $24 per copy, ordering a few extra upfront costs less than the time and frustration of reordering later.