Where to Find Death Certificates in Canada
Before the funeral or the distribution of a person’s assets, the very first step when a person passes away in Canada is to officially confirm their death.
This can be done with either a death certificate or a statement of death.
In this article, we'll guide you through the process of obtaining a death certificate in Canada, including costs, processing times, and more.
What is a Death Certificate?
A death certificate document is filled out by the deceased’s attending physician or coroner before it is submitted to a funeral director with the body of the deceased. It provides official proof of someone’s passing and is a crucial part of the death documentation process for settling estates, claiming insurance benefits, and managing various financial and administrative tasks.
Without a death certificate, family members and executors can face delays and complications in the settlement process.
What information is included in a death certificate?
Generally, a death certificate contains the following details about the deceased:
- Full name
- Age at the time of death
- Date of death
- Place of death
- Sex
- Marital status at the time of death
- Usual place of residence at the time of death
- Registration number
- Registration date
- The date the death certificate was issued
Why You Might Need a Death Certificate
Estate settlement
When requesting information from third parties about a person’s estate, such as debts owed, accounts owned, or credits due, an executor must often prove their authority with a true copy of both the will and the proof of death (often a death certificate).
Sometimes, an executor may also be asked to show a grant of probate before they have the authority to access more information or assets like bank accounts.
In the case where an executor needs access to something like the deceased’s safety deposit box to find a will, an institution such as a bank may require a death certificate or other proof of death before giving access.
Learn more about what happens to your debt when you die →
Insurance
Insurance companies require a death certificate as legal proof that the policyholder has died, which is necessary to process any claims related to the life insurance policy.
Insurance companies can prevent fraudulent claims by requiring a death certificate. The document's official nature, issued by a government or medical authority, adds a layer of security and authenticity to the claim process.
This means that even if the deceased is famous and their death is announced on the news, the insurance provider still needs a death certificate as official proof of passing.
Legal use of death certificates
The Government of Canada and financial institutions require a death certificate to verify the death before they can process claims, transfer benefits, or close accounts. This is necessary to access pensions for beneficiaries, cancel health cards, and manage other services tied to the deceased.
Steps to Obtain a Death Certificate in Canada
- Make sure to register the death with the province or territory where it occurred. The Government of Canada's website provides a list of provincial and territorial pages for death certificates.
- Determine if you need a standard death certificate or a certified copy of the death registration.
- Gather necessary information about the deceased (full name, date of birth, date of death, place of death, etc.).
- Choose your preferred method of application (online, in-person, or by mail).
- Complete the required death certificate application form.
- Pay the associated fee.
- Submit your application and wait for delivery.
Online
Now you can obtain death certificates online, which is typically the fastest and most convenient option. Most provinces offer secure online ordering services where you can submit your application and payment electronically.
To apply online, visit your province's website and follow the instructions for ordering a death certificate. Typically, this involves filling out the necessary information in an online form, paying for the certificate with a credit card, and then choosing your preferred delivery method.
In Person
When you apply for a death certificate in person, you can immediately submit your application and potentially get faster processing. This option is available at Service Canada centres or provincial vital statistics offices.
To apply in person, visit your local Service Canada center or provincial vital statistics office. Bring the completed application form for your province (for example, Ontario’s Request for Death Certificate), necessary information about the deceased, and payment to cover the cost of the certificate.
Some offices may be able to process your request on the spot, while others may require a waiting period.
Applying by mail is an option in all provinces and territories.
To apply by mail, download and complete the application form from your provincial website. Then, send the completed form, along with payment (cheque, money order, or credit card information), to the designated address for your jurisdiction.
Processing times for mailed applications are typically longer than online or in-person options and can take weeks.
Death Certificate Cost and Processing Time
Fees and processing time for death certificates are valid as of Jul 31st, 2024.
Common Issues and How to Solve Them
Replacing a lost certificate
Most provinces allow you to order a copy of a death certificate for a fee. Check your local government site to find out how to receive a new certificate.
Incorrect information on a certificate
If the incorrect information is caught while the application is being processed, it may cause delays as the information is cross-verified and corrected. If they cannot correct the information, the application may be rejected, and you’ll have to resubmit it with the correct information.
If the certificate has already been issued and the information is wrong, you will need to request a correction. This generally involves completing additional forms, providing supporting documentation, and sometimes paying additional fees for copies or delivery.
Processing delays
Here are some tips to make sure your certificate arrives as quickly as possible:
- Make sure all information you submit is correct to prevent delays or application rejections
- Choose to apply online or in person, as mail processing times tend to be the longest and least reliable of the three options
- Choose expedited shipping if the option is available
If the certificate is taking too long, you may also want to pursue a statement of death, which you can get from a funeral home. Though not as comprehensive as a death certificate, these also work as legal proof of death for the deceased.
A funeral director and a close relative, usually a spouse or next of kin, provide this statement to record details about the deceased. Since it’s typically made by those closest to the deceased, it’s often quicker to obtain. But if you’re not the deceased’s spouse or next of kin, you might not be able to get one.
While a statement of death might be sufficient for notifying the government of someone’s passing, a death certificate is often necessary for legal matters like settling estates, claiming life insurance, and other official transactions. So, while the statement of death is quicker to get, it may not fulfill all legal requirements for your situation.
What is the difference between a death certificate and a medical certificate of death?
How do I look up a death certificate in Canada?
In Canada, anyone can request a death certificate as long as they have the necessary information to do so.
To request a search for a death certificate, you can use the same online service as a death certificate application in your province or territory. Just select the Search option and indicate how many years to search.
Usually, the search will add some buffer years on either end of the indicated year you provided, just in case, and you’ll receive a letter in the mail with the results. This process may vary from province to province.
Keep Your Documents Safe
Remember to keep documents like your will, powers of attorney, and other important documents like certificates in a secure place that is easily accessible but protected from the elements.
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This content has been reviewed by Canadian estate planning experts or legal professionals. Our editorial team is committed to ensuring the accuracy and currency of content.
