InfoSub - Copies of the Death Certificate

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InfoSheet SubPage - Copies of the Death Certificate

Ocean Grove Memorial Home
118 Main Avenue, Ocean Grove, New Jersey 07756

Thomas J. Saragusa, Manager
N. J. License No. 4036

VOICE 732-775-0434 - - OGMHognj@aol.com

The Death Certificate

The purpose of the "original" death certificate is to document and formally record information with the State of New Jersey, the municipality where death occurred and the municipality where the decedent resided.

The purpose of a "copy" of a death certificate is most usually to prove death when making a claim.

The Original Certificate

The "original" New Jersey Death Certificate is a formal document (carbonized in triplicate) and used to record statistical information about the decedent and certain circumstances of the death, e.g:

The vital statistics of the decedent such as name, date of death, date and place of birth, residence, social security number, parent's names, military service, the informant's name and relationship to the decedent, the type and place of final disposition, etc.

The name and address of the funeral home in charge and the signature and license number of the funeral director.

The signature of the local registrar of vital statistics where the true original was filed and the date of filing.

The time and date of the pronouncement of death along with the pronouncer's signature.

Medical information such as the primary cause and underlying causes of death, the type of death, the name and signature of the medical certifier and the date the medical section was signed.

The original certificate is normally filed in the municipality where death occurred (one of the carbonized pages). After recording that copy, the registrar then forwards a copy to both the State Registrar of Vital Statistics (in Trenton) and to the registrar in the municipality where the decedent resided, if different from the place of death.

Specific executive orders are on file with the State Registrar of Vital Statistics as to exactly what information may be disclosed from the original certificate and to whom that information may be disclosed.

An Original Copy of the Death Certificate
is the same as
A Certified Copy of the Death Certificate

An "original copy" of the death certificate and a "certified copy" of the death certificate are one and the same (although most agencies that require receiving a "copy" of the death certificate don't know exactly what they need and therefore, exactly what to ask for). When someone requires an "original" copy, they want a Certified Copy with a raised seal, as opposed to a standard photocopy of a Certified Copy.

After a local Registrar of Vital Statistics receives a properly completed original death certificate, that registrar may issue to the funeral director, a permit that authorizes final disposition, i.e., burial or cremation or entombment. In addition to issuing the "Burial" Permit, the local registrar is authorized to issue/sell "Certified Copies" of that original certificate although those copies do not necessarily carry all the information that is recorded on the original. Most usually, the primary cause of death along with other medical information is not disclosed on a certified copy (although the "type" of death is disclosed, i.e. Natural, Accidental, Homicide, Pending Investigation or Could Not Be Determined).

Additionally, only certain classes of relative are authorized to receive a certified copy of the death certificate. Those who may receive a copy include a surviving spouse (but not a divorced spouse), parents (but not grandparents), a legal guardian or other legal representative, child, grandchild or brother or sister of the decedent. Aunts and uncles, nephews and nieces and cousins, along with any other relative not specifically identified above may NOT receive copies of the death certificate.

The funeral director who filed the original certificate may act for the family or an authorized recipient (as noted above) may receive a certified copy.

There is no specified format for a certified copy and different local registrars use different formats. Each certified copy must carry the signature of the certifier/registrar and the paper is always imprinted with the raised seal of the issuing municipality or agency. Some local registrars issue a photocopy of a portion of the original certificate along with additional words of certification, their signature and a raised seal.

If the cause of death is required (e.g., to validate an insurance claim) a form authorizing such a "long form" of the death certificate must be signed and filed with the issuing agency by the authorized receiver of that copy.

Photocopies of either the original certificate or of a certified copy are not considered to be a legal document and are usually refused by any agency that requires a true certified copy. Photocopies, of course, do not have the raised seal of the issuing agency or municipality.

Anyone receiving a Certified Copy of a Death Certificate on file in the State of New Jersey must show acceptable photographic identification and proof of relationship before the copy is released.

Obtaining Certified Copies of a Death Certificate IN PERSON

Immediately after a death record is filed the funeral director who filed the original certificate can obtain a certified copy of a death certificate and he is the one best prepared to obtain such a certificate for you.

Any authorized person (e.g.., surviving spouse [but not a divorced spouse], parents [but not grandparents], a legal guardian or other legal representative [e.g., executor of the estate or attorney for the estate], child, grandchild, brother or sister of the decedent [but not aunts and uncles, nephews and nieces or cousins or any other relative not specifically identified above] may visit the office of the Registrar of Vital Statistics of the municipality in which death occurred and purchase a certified copy of a death certificate by giving the exact name and exact date of death of the decedent and showing appropriate proof of identity such as:

Photo Identification with Address (e.g., photo driver's license)

or

Photo ID without address AND one additional form of ID with Address

or

TWO alternative forms of ID with address (e.g., non-photo driver's license, vehicle registration certificate, voter registration certificate, county ID, school ID or recent utility bill.

It is not clear at this time how the applicant will be required to prove appropriate relationship. Perhaps a mere statement by the applicant will suffice.

One can also usually obtain a certified copy of a death certificate in person at the office of the State Registrar (John Fitch Plaza, New Warren & Market Streets, Trenton). Phone 609-292-4087 for recorded instructions and directions.

Obtaining Certified Copies BY PHONE, FAX or via the WEB

To obtain a Certified Copy of a Death Certificate, one may phone 609-292-4087 for recorded instructions and directions for using the Vital Check Express system, or visit www.vitalchek.com

When using the Vital Check Express system, all payments must be via a major credit card and submission of appropriate identification along with the name on the credit card, the credit card expiration date, the address on record with the credit card, the appropriate mailing address for delivery of the certificate and your relationship to the decedent must be transmitted to Vital Check via fax. Delivery by FedEx takes from 5-7 business days and from 10 to 15 business days by regular mail.

The applicant must fax a photocopy of required identification along with a statement of their relationship to the decedent to the FAX number given in the instructions or on the web.

Charges include:

Vital Check Express user fee of $10.95.

$4.00 for the first certificate plus $2.00 for each additional certificate ordered at the same time.

FedEx charges of $15.25 if you choose that method of delivery.

Obtaining Certified Copies of a Death Certificate BY MAIL

To obtain a Certified Copy of a Death Certificate by mail, one may write to the State of New Jersey Bureau of Vital Statistics, P. O. Box 370, Trenton, 08625-0370 and send the data noted above in addition to describing the type of certificate required, the exact name of the decedent, the exact date of death along with the exact town of death, the decedent's mother's maiden name and the name of the decedent's father along with a check for the proper amount made payable to the "State Registrar." Allow 10-12 weeks for delivery.

A shorter process may be to contact (by phone) the local registrar in the town where death occurred to determine the process by which such certificates may be obtained from the local registrar of vital statistics.

The State of New Jersey is in the process (spring 2005) of changing from a paper original death certificate to an Electronic Death Registration System (EDRS). There is an eighteen month changeover process planned. Upon the approval of the EDRS Program by the N. J. Legislature and Governor, there will be a "user fee" of $10.00 per death and the Disposition Permit will increase from $1.00 to $5.00. The certified copies of the death certificate will continue to be controlled and sold via local registrars and (the State Registrar's Office in) Trenton. All future certified copies will be printed on special paper although the style of the information displayed may continue to differ from municipallity to municipallity.

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