After Someone Dies

Chapter 2 — Registering the Death

Registering the death creates the official record that will be needed throughout the administration of the estate.

Until this has been done, the family may be unable to obtain death certificates, use the Tell Us Once service or deal properly with banks, insurers, pension providers and other organisations.

The procedure is usually straightforward, but it may take longer if a medical examiner or coroner is involved.

The medical certificate

Before a death can normally be registered, the cause of death must be medically confirmed.

A doctor completes a document called the Medical Certificate of Cause of Death. This is often shortened to MCCD.

The medical examiner then independently examines the proposed cause of death and the circumstances surrounding it.

The medical examiner's office should give the family an opportunity to ask questions or raise concerns about the stated cause of death.

Once the medical examiner is satisfied, the certificate is sent to the register office. The family should not assume that it must collect the certificate personally. In many cases, it is transferred electronically.

The registrar cannot normally complete the registration until the necessary medical or coroner's documents have been received.

How soon must the death be registered?

In England and Wales, a death should normally be registered within five days. This period may be extended when the medical examiner or coroner is involved.

Do not panic if the registrar cannot offer an immediate appointment or is waiting for paperwork. The important thing is to contact the appropriate register office and follow its instructions.

The death must normally be registered in the district where it occurred, rather than the district where the deceased usually lived.

It may be possible to provide the information through a different register office. This is sometimes called registering by declaration. However, using a register office outside the district where the death occurred can delay the issue of documents because the information must be sent to the correct district.

Who can register the death?

A close relative will usually register the death.

If no relative is available, another person may be permitted to do it. Depending on the circumstances, this could include someone who was present at the death, a person responsible for arranging the funeral or an official from the hospital or care establishment where the death occurred.

The rules determine who may act. Being named as an executor does not automatically mean that person must register the death.

If there is any doubt, ask the register office before booking the appointment.

Booking the appointment

The family should contact the register office covering the place where the death occurred.

The appointment may take place in person or, where the local procedure allows it, by telephone.

Before arranging the appointment, confirm that the registrar has received the Medical Certificate of Cause of Death or the necessary documents from the coroner.

If the death occurred in a hospital, hospice or care home, staff may explain which register office to contact.

Keep the appointment details with the family's main record.

Information the registrar will need

The registrar will ask for information about the deceased. This will usually include:

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The registrar may also ask for information about the person registering the death, including their name, address and relationship to the deceased.

The family should gather this information before the appointment.

Documents such as a passport, birth certificate, marriage or civil partnership certificate, driving licence, proof of address and National Insurance records may be helpful.

Not having every document does not necessarily prevent registration. Contact the registrar rather than delaying or guessing.

Check everything carefully

Names, dates, addresses and occupations should be checked carefully before the registration is completed.

Correcting an official death registration afterwards can involve a formal application, supporting evidence, delay and a fee.

Pay particular attention to the spelling of names and any previous names. If the deceased was known by a different version of their name, tell the registrar.

Do not guess at information simply to complete the appointment. Explain any uncertainty and follow the registrar's advice.

Death certificates

After registration, certified copies of the death entry can be purchased. These are commonly referred to as death certificates.

Several organisations may need to see a death certificate, but this does not always mean each organisation must keep an original paper copy. Some will inspect and return it, accept a certified digital process or obtain confirmation through their own system.

Ask each organisation what it requires before sending anything.

Buying several copies at registration may save time, particularly where the estate contains a number of bank accounts, investments, insurance policies or properties. However, there is no need to buy an excessive number without considering how many will actually be used.

Keep a record of where every certificate is sent. When posting a certificate, use an appropriate tracked service and note the date, organisation and address.

The certificate for burial or cremation

The registrar will normally issue the document that allows the burial or cremation to proceed. This has traditionally been known as the green form.

It may be sent directly to the funeral director or crematorium rather than handed to the family.

Where a coroner is involved, different paperwork may be issued.

The family should confirm with the registrar and funeral director who is providing the necessary authorisation.

The Tell Us Once service

After the death has been registered, the registrar will normally explain the Tell Us Once service.

Tell Us Once allows the family to report the death to a number of government bodies without contacting each one separately. The service can usually notify organisations such as:

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The registrar may complete the Tell Us Once process with the family or provide a reference number so that it can be completed online or by telephone.

The reference number is time-limited, so do not put it aside indefinitely.

Before using the service, gather relevant information about the deceased. This may include their National Insurance number, passport details, driving licence details, vehicle registration numbers and information about benefits or public-sector pensions.

Permission may also be needed from a surviving husband, wife or civil partner before their personal details can be provided.

Tell Us Once does not notify every organisation.

Banks, building societies, private pension providers, private landlords, mortgage lenders, utility companies, insurers, employers, subscription services and many other private organisations must still be contacted separately.

Do not assume that using Tell Us Once closes every account or deals with the whole estate.

If a coroner is involved

A death may be reported to the coroner when the cause is unknown, the death was sudden or unexplained, or there is reason to believe that it may have been violent or unnatural.

A referral to the coroner does not automatically mean that anybody is suspected of wrongdoing.

The coroner may decide that no investigation is needed. If so, the medical examiner should confirm when the death can be registered.

If the coroner establishes the cause of death and decides that an inquest is unnecessary, the coroner sends the necessary certificate to the registrar. The registrar should then contact the family to arrange registration.

If an inquest is required, the final death certificate may not be available until the inquest has finished. The family can ask the coroner for an interim death certificate.

An interim certificate can be used for many practical purposes, including applying for probate and notifying government organisations through Tell Us Once.

The coroner will release the body for burial or cremation when the necessary examinations have been completed.

The family should keep in contact with the coroner's officer and funeral director rather than making assumptions about dates.

If the person died abroad

When someone dies outside England and Wales, the registration and documentation process is different.

The death will normally need to be registered in the country where it occurred.

The family may also be able to register the death with the United Kingdom authorities, depending on the country and circumstances.

A foreign death certificate may need to be translated, certified or otherwise accepted before it can be used to administer assets in England and Wales.

Repatriation, local legal requirements and funeral arrangements can add further complications.

The family should contact the Foreign, Commonwealth and Development Office, the relevant British embassy or consulate, the travel insurer and a funeral director experienced in international arrangements.

Do not assume that an English or Welsh register office can simply re-register every overseas death.

What to do with the documents

Keep the original certificates and registration information together in a secure place. Create a simple list showing:

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The documents should not be left unsecured at the deceased person's empty property.

The person keeping them should tell the executor or administrator where they are held.

Registration checklist

1. Confirm that the medical examiner or coroner has sent the necessary paperwork to the registrar.

2. Contact the register office for the district where the death occurred.

3. Check who is permitted to register the death.

4. Gather accurate personal information about the deceased.

5. Take useful supporting documents if the registrar requests them.

6. Check every name, date and address carefully before completing the registration.

7. Obtain a sensible number of death certificates.

8. Confirm how the burial or cremation paperwork will reach the funeral director.

9. Obtain the Tell Us Once reference number and use it within the permitted period.

10. Make a list of private organisations that Tell Us Once will not contact.

11. Record where every death certificate is sent.

12. Store all registration documents securely.

Once the death has been registered, the family has the official documents needed to begin notifying organisations and dealing with the estate.

The next immediate matter is arranging and paying for the funeral.

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About Harry Georgiou

Harry Georgiou is the owner of Swifty Clearances, a waste clearance business. He writes about responsible waste disposal, fly-tipping prevention, and the practical steps households and businesses can take to avoid inadvertently funding illegal waste operations.

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Chapter 2 — Registering the Death

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