Death Certificate Apostille — Fast, Correct, State-by-State Guide

A death certificate is theofficial civil record that confirms aperson’s death. When estates, heirs, orrepresentatives must manage affairsoutside the United States—fromprobate,inheritance, andpensions toinsurance claims,banking, andproperty transfers—foreignauthorities commonly require anapostille (or embassylegalization if the destinationcountry is not in the Hague Convention).This page explains, step by step, how toapostille a death certificatecorrectly the first time: which copyqualifies, where to submit it, how long ittakes, how much it costs, and the mistakesthat cause rejections. You’ll also findstate-by-state links so youcan move forward immediately.

What Is a Death Certificate Apostille?

An apostille is acertificate used among countries thatparticipate in theHague Apostille Convention. Itverifies the authenticity of thesignature and seal on a publicdocument so it can be accepted abroad. For adeath certificate, the apostille confirmsthe document was issued by the appropriatevital records authority and bears a validregistrar’s signature and seal. Theapostille does not alter the facts on therecord—it confirms authenticity so foreigncourts, banks, insurers, and registries cantrust it.

If the destination country isnot in the Hague Convention, theprocess followsauthentication + legalization: the issuing state authenticates thedocument first, then the destinationcountry’s embassy or consulate addslegalization. Either path results in aninternationally usable document.

When You Need One

International matters commonly requiring anapostilled death certificate include:

• Probate and inheritancefilings in a foreign court
• Banking and securitiesaccount closures or beneficiary transfersabroad
• Insurance claims andpolicy payouts outside the U.S.
• Pension and survivor benefitsin another country
• Property sales and titletransfers for assets held overseas
• Vital records updates andcivil registries in the destinationcountry
• Repatriation or funeralarrangementsrequiring formal proof

Which Copies Qualify (Certified vs.Informational vs. Funeral Records)

Not all death records are eligible forapostille. Submitting the wrong versioncauses delays and rejections. Use thiscomparison to choose correctly:

Type	Description	Eligible for Apostille?	Guidance
Certified Death Certificate	Issued by a state or county vitalrecords office; includes registrar’ssignature and an embossed/raised sealor secure paper + electronicsignature.	Yes	Best choice for internationalacceptance.
Short-Form / Abstract(Certified)	Abbreviated record; still certified bythe issuing authority.	Often	Some authorities accept; othersrequire the long form. When uncertain,choose long form.
Informational Copy	Marked “Informational — Not a ValidDocument”; for personal reference orgenealogy.	No	Replace with a certified copy suitablefor legal use.
Funeral Home / HospitalRecord	Documents created by private entities(e.g., memoranda, discharge summaries,receipts).	No	Not a government vital record. Obtaina certified death certificate from thestate.

Long Form vs. Short Form

Both long-form andshort-form certified copiescan be apostilled, but many foreignauthorities prefer the long form due to itsdetail (place and time of death, parentalinformation where available, registrardetails). For probate, pensions, andinsurance, long form usually preventsfollow-up requests. If the destination onlyneeds “proof of death,” short form may beaccepted; confirm first if timing is tight.

Feature	Long-Form Certified Copy	Short-Form Certified Copy
Detail Level	Comprehensive; includes most availablefields	Abbreviated; fewer fields
Acceptance Abroad	Highest acceptance (recommended)	Accepted in many cases; sometimesrejected
Best For	Probate, inheritance, pensions,complex filings	Basic confirmations where confirmedacceptable

Step-by-Step: How to Apostille a DeathCertificate

1. Order a certified copyfrom thestate or county vital recordsofficewhere the death occurred. If your copy isold, damaged, or informational, request anewcertified long-form copy.
2. Confirm the registrar’s signature andseal. The Secretary of State will verify thesigner against specimens on file. If thesigner is no longer on file, ask the vitalrecords office for a fresh re-issue signedby a current authorized official.
3. Send to the correct state. Death certificates are apostilled bytheSecretary of State forthe state of issuance (not whereyou live). Include the state’s requestform, the required fee, and a prepaid,trackable return envelope if mailing.
4. Choose a submission method. Mail-in is slower andunforgiving of errors;walk-in options are limited;courier submission is fastestbecause issues are caught and correctedbefore delivery, and pickup is immediatewhen ready.
5. Receive the apostille.Your certified death certificate will bereturned with an apostille attached. Ifthe destination country is not in theHague Convention, proceed withembassy/consulatelegalization.

State vs. Federal: Send It to the RightPlace

A death certificate is astate document. It must beapostilled by theSecretary of State in thestate where the death certificate wasissued. Do not send it to the U.S. Department ofState in Washington, DC—that office handlesfederal documents (like FBIreports), not state vital records.

Document	Issued By	Apostille Authority
Death Certificate	State/County Vital Records	Secretary of State (samestate)
CRDA (Consular Report of Death Abroad)	U.S. Department of State	U.S. Department of State(Washington, DC)
FBI/USDA/FDA/USPTO Certificates	Federal Agencies	U.S. Department of State(Washington, DC)

State-by-State Quick Links

Select the state where the death occurred toview state-specific instructions.

Alabama Apostille Services	Alaska Apostille Services	Arizona Apostille Services
Arkansas Apostille Services	California Apostille Services	Colorado Apostille Services
Connecticut Apostille Services	Delaware Apostille Services	District of Columbia ApostilleServices
Florida Apostille Services	Georgia Apostille Services	Hawaii Apostille Services
Idaho Apostille Services	Illinois Apostille Services	Indiana Apostille Services
Iowa Apostille Services	Kansas Apostille Services	Kentucky Apostille Services
Louisiana Apostille Services	Maine Apostille Services	Maryland Apostille Services
Massachusetts Apostille Services	Michigan Apostille Services	Minnesota Apostille Services
Mississippi Apostille Services	Missouri Apostille Services	Montana Apostille Services
Nebraska Apostille Services	Nevada Apostille Services	New Hampshire Apostille Services
New Jersey Apostille Services	New Mexico Apostille Services	New York Apostille Services
North Carolina ApostilleServices	North Dakota Apostille Services	Ohio Apostille Services
Oklahoma Apostille Services	Oregon Apostille Services	Pennsylvania Apostille Services
Rhode Island Apostille Services	South Carolina ApostilleServices	South Dakota Apostille Services
Tennessee Apostille Services	Texas Apostille Services	Utah Apostille Services
Vermont Apostille Services	Virginia Apostille Services	Washington Apostille Services
West Virginia Apostille Services	Wisconsin Apostille Services	Wyoming Apostille Services

Timing, Fees & Shipping

Turnaround and fees vary by state andsubmission method:

• Mail-in: Often 1–4 weeks.If a form, fee, or signer is incorrect,the packet returns unprocessed.
• Walk-in: Faster in statesoffering over-the-counter service, buthours are limited and lines unpredictable.
• Courier submission:Typically the fastest. Documents arepre-checked, delivered in person, andpicked up immediately when ready. We sendsame-day scans on completion.

Government fees range widely—some statescharge modest per-document fees while othersare higher. Add costs for certified copiesand shipping. Professional handling reducesrejections and compresses timelines, whichmatters for estate and court deadlines.

Translations & Multi-Country Use

Many destinations require acertified translation ofyour apostilled death certificate. Someaccept English; others require the locallanguage or a sworn/court-certified format.If multiple parties (e.g., a bank and acourt) will ask for originals, orderextra certified copies andapostille each one so you can supplyoriginals simultaneously.

Scenario	Recommended Approach
Single Hague country	State apostille + certifiedtranslation if required.
Several Hague countries	Order multiple certified copies;apostille and use each copy as needed.
Non-Hague country	State authentication/apostille +embassy/consularlegalization +translation.

Special Cases: Deaths Abroad, Territories,Medically Sensitive Data

Deaths Abroad

If the death occurred outside the U.S., youmay have aforeign death certificateor aConsular Report of Death Abroad(CRDA). A foreign certificate is usuallyapostilled or legalized by theissuing country. A CRDA is afederal recordauthenticated through theU.S. Department of State. If thedeath was later recorded with a U.S. statevital records office, that state record canbe apostilled by the state.

U.S. Territories

Vital records from territories (e.g., PuertoRico, Guam, U.S. Virgin Islands) follow theterritory’s competent authority. Ensure yourcertificate is thecurrent valid format; olderversions may need replacement beforeauthentication.

Cause-of-Death & Privacy

Some jurisdictions allow a “fact of death”copy without cause-of-death details, whileothers issue only the standard form. If thedestination requires medical details,request a long-form copy; if not, a lessdetailed version may protect privacy. Alwaysfollow the receiving authority’sspecification.

Related Probate Documents

Foreign administrators often requestLettersTestamentary/Administration, probate orders, ornotarized affidavits inaddition to the death certificate. These mayalso require apostille. Coordinate themtogether to avoid staggered delays.

Who Can Order a Certified Death Certificate?

Access rules vary by state. Many limitcertified copies to immediate family, legalrepresentatives, or those with a direct,tangible interest (executor, attorney ofrecord, etc.). Be prepared to provideproof of relationship orauthorization (e.g.,executor appointment) and a copy of yourvalid ID when ordering.

Pre-Submission Quality Checklist

• ✅ Certified copy of thedeath certificate (preferably long form)
• ✅ Registrar’ssignature & sealclear and current
• ✅ Document isundamaged (no tears,stains, heavy creases)
• ✅State apostille request formcompleted correctly
• ✅ Correct fee enclosedor paid per instructions
• ✅Prepaid trackable returnenvelope if mailing
• ✅ If non-Hague destination: planembassy/consulatelegalization after stateauthentication
• ✅ If translation required: arrange acompliantcertified translation inparallel
• ✅ Orderextra certified copies ifmultiple authorities will requireoriginals

Common Mistakes to Avoid

• Sending an informational orfuneral-home documentinstead of a certified civil record.
• Mailing to the wrong office(death certificates are apostilled by theissuing state, not by Washington,DC).
• Using an outdated certificatewith a signature the state no longer hason file.
• Incorrect fees or incompleteforms, which leads to returns withoutprocessing.
• Assuming same-day serviceis available everywhere; over-the-countercapacity varies by state.
• Ignoring translation formatsrequired by the receiving country.
• Not ordering extra copieswhen several agencies need originalssimultaneously.

Client Story

An executor needed a death certificateapostille for a bank in Europe. He submittedan informational copy and waited threeweeks, only to receive a return withinstructions to provide a certified copy. Hethen mailed a short-form certificate; thebank demanded long form. With probatedeadlines looming, he switched toprofessional handling. We sourced a freshlong-form certified copy,verified the registrar’s signature on file,prepared the state request, delivered thepacket in person, and sent scans uponcompletion. The bank accepted the documentimmediately, and the estate funds werereleased without further delay.

Frequently Asked Questions

Do I need an original, or is a certifiedcopy enough?

You need acertified copy from thestate or county vital records office.Informational copies and funeral-homedocuments are not eligible for apostille.

Is a short-form death certificateacceptable?

Sometimes. For probate, banking, andinsurance, foreign authorities oftenprefer the long form.When in doubt, use long form to minimizerisk of rejection.

How recent must the certificate be?

Many authorities require a certificateissued or certified within the last90–180 days. If freshnessmatters, order a new certified copy beforeapostille.

How long does the apostille take?

Mail-in typically takes 1–4 weeks. Walk-invaries by state and capacity. Couriersubmission is usually the fastest becausedocuments are pre-checked and submitted inperson; pickup is immediate when ready.

What does it cost?

State apostille fees vary by jurisdiction,plus fees for certified copies andshipping. Professional handling includesreview, preparation, submission, pickup,scans, and secure return.

Where do I send it?

Send it to theSecretary of State in thestate where the death certificate wasissued. Do not send state vital records toWashington, DC.

What if the death occurred abroad?

A foreign death certificate is usuallyapostilled/legalized by the issuingcountry. A U.S.Consular Report of Death Abroad(CRDA)is a federal document authenticated by theU.S. Department of State. A state-filedrecord, if it exists, can be apostilled bythe issuing state.

Do I need a translation?

Many countries require acertified translation.Some require sworn/court-certifiedtranslators. Arrange translation inparallel to avoid delays.

Who can order a certified deathcertificate?

Access is often restricted to immediatefamily, legal representatives, or thosewith a direct interest (e.g., executor).Be prepared to show proof of relationshipor authorization and a valid ID.

Should I order extra certified copies?

Yes, if multiple authorities will needoriginals. Order several certified copiesand apostille each one so you can meetsimultaneous requests.

Helpful Resources

• Vital Records Office Directory:CDC — Where to Write for VitalRecords
• Hague Apostille Convention Countries:HCCH Status Table
• Federal Authentications (for federalrecords like CRDA):U.S. Department of State —Authentications
• Popular State Pages:California,Florida,New York,Texas

Get Help Today

International estates and filings movefaster when the correct certified deathcertificate is submitted to the correctstate office on the first try. Using arecent long-form copy, completingstate-specific forms and fees accurately,and planning translations in advance willkeep your timeline on track. If a consulate,bank, court, or registry deadline isapproaching, let experienced specialistshandle the details.

Disclaimer: This guide provides generalinformation. State rules, fees, andprocessing times can change withoutnotice. Always follow current stateinstructions or ask us to confirm them foryou.