How to Apostille a Death Certificate in the U.S.: A Step-by-Step Guide

Handling legal documents after the death of a loved one can be emotionally and logistically overwhelming – especially when those documents are needed abroad. One common requirement is the apostille of a death certificate, which legally certifies the document for international use. Whether you’re settling an estate, transferring assets, or arranging a burial overseas, this guide will walk you through the process in clear, actionable steps.

As experts at EZ Apostille, we help families navigate this procedure with confidence and ease. Below, you’ll find everything you need to know to apostille a U.S. death certificate in 2025.

What Is an Apostille and Why Is It Needed for Death Certificates?

An apostille is a type of international certification required by countries that are members of the Hague Apostille Convention of 1961. It confirms the authenticity of a public document, such as a death certificate, so it can be recognized abroad.

Apostilles are commonly required when:

• Managing international inheritance cases
• Handling funeral arrangements in another country
• Transferring pension benefits
• Closing bank accounts abroad
• Selling property in a foreign jurisdiction
  

Without an apostille, a foreign government or institution may reject your U.S.-issued death certificate. This could lead to delays or legal issues in processing wills, assets, or burial arrangements.

H2: Step-by-Step: How to Apostille a U.S. Death Certificate

H3: Step 1 – Obtain a Certified Copy of the Death Certificate

The apostille can only be applied to certified copies issued by the Vital Records Office in the state where the death occurred. Photocopies or scans will not be accepted.

Visit your state’s Department of Health or equivalent office to request a certified copy. For example, California’s Vital Records and New York’s Department of Health provide instructions on how to order official death certificates. Always verify that the certificate includes a registrar’s signature and seal – it’s essential for the apostille process.

H3: Step 2 – Confirm Which Authority Issues Apostilles in Your State

Each U.S. state has a designated Competent Authority that handles apostilles. In most cases, it’s the Secretary of State’s office. However, the process may vary slightly depending on where the death certificate was issued.

To avoid delays, make sure your document was issued in the same state where you plan to request the apostille. You can find a full list of U.S. Competent Authorities on the U.S. Department of State website.

H3: Step 3 – Determine If Notarization Is Required

Most death certificates issued by a state’s Department of Health do not need to be notarized before being apostilled. However, if you’re using a secondary or translated version, you may be required to submit a notarized affidavit.

If you’re unsure, it’s best to consult professional apostille services like ours at EZ Apostille. We’ll review your documents before submission to ensure they meet all legal requirements.

Common Mistakes to Avoid When Apostilling a Death Certificate

Even small errors can delay the apostille process or result in document rejection. Here are the most frequent issues:

1. Submitting a photocopy instead of a certified copy
Only certified originals are eligible for an apostille. Do not attempt to use scans or unofficial reprints.

2. Sending documents to the wrong Secretary of State office
You must request the apostille in the same state that issued the death certificate.

3. Overlooking country-specific requirements
Some countries may ask for translated versions or dual authentication. Always check with the receiving authority abroad.

4. Not allowing enough time
Apostille processing can take days or even weeks. Expedited service is recommended if you’re working under a deadline.

“Families often think they can handle the process alone – but one small oversight can result in weeks of delay. That’s why working with apostille professionals is often the best decision.”
— EZ Apostille Documentation Team

Required Information: What to Include With Your Submission

Before submitting your documents, make sure you gather the following:

Checklist of Required Materials:

• Certified copy of the death certificate
• Completed apostille request form (state-specific)
• Payment for state fees (check, money order, or online payment)
• Prepaid return envelope (for mailed submissions)
• Cover letter or service request form (if using an apostille agency)

If you’re using a professional service like EZ Apostille, we’ll handle most of this for you – saving time and avoiding errors.

Why Work with EZ Apostille?

Apostilling a death certificate is not something most people plan for, and mistakes can be costly during such sensitive times. At EZ Apostille, we provide:

• End-to-end handling of all documentation
• Same-day processing options in select states
• Transparent pricing with no hidden fees
• Personalized support from start to finish

We’re here to make your life easier when it matters most.

Conclusion: Get the Help You Need Without the Stress

Navigating the apostille process during a time of grief can be daunting. By following this guide and partnering with professionals, you can ensure your documents are processed correctly and recognized abroad.If you’re ready to begin or have questions, don’t hesitate – contact our team today. We’re here to help you every step of the way.