When someone you love dies, the emotional impact is immediate. In the middle of grief, you may also find yourself faced with practical tasks that feel overwhelming. One of the first responsibilities is arranging the funeral.
Usually, this is taken on by the closest relatives, such as a spouse, partner, parent, or child. In some cases, a close friend steps forward. If there are no relatives or friends available, the local authority will arrange a simple funeral.
The person who has died may have left wishes for the kind of funeral they wanted. While these instructions are not legally binding, most families choose to honour them. Knowing what documents you will need can help ease the process and give you a clearer path forward at a difficult time.
This guide explains what paperwork is required, how to register a death, and what to expect depending on the circumstances. It also covers important documents linked to wills, probate, burials, and cremations, so you know what to do at each stage.
First steps when someone dies
The practical steps you need to take depend on where the death occurred and whether it was expected.
If someone dies at home and their death was expected
Call their GP or the nearest available doctor. The doctor will issue a medical certificate stating the cause of death. With this, you can register the death at the local Register Office. Once registered, you will be able to obtain the death certificate and proceed with funeral arrangements.
If someone dies unexpectedly at home
The situation may be referred to a coroner. Their role is to investigate unexpected deaths. They may order a post-mortem or an inquest to confirm the cause of death before you can move forward with funeral plans.
If someone dies in hospital
Hospital staff usually provide the medical certificate and the formal notice of death. They will guide you through the next steps, including how to collect the necessary paperwork. The body will normally be kept in the hospital mortuary until you have arranged for it to be moved to a funeral director or a chapel of rest.
In all cases, you must register the death within five days in England, Wales, and Northern Ireland, or within eight days in Scotland. This can be extended if the coroner is involved. Registration is a legal requirement and must usually be done before a funeral can take place.
Registering a death
Registering a death means adding the details of the person who has died to the official register. This task is usually carried out at the local Register Office. You can also complete part of the process online through the UK government’s services.
To register a death, you will need to bring certain documents if they are available. These include:
- The medical certificate of cause of death (unless the coroner has provided it directly to the registrar)
- NHS medical card
- Birth certificate
- Driving licence
- Council tax bill
- Marriage or civil partnership certificate
- National Insurance number (for the deceased and, if possible, for a surviving spouse or civil partner)
- Passport
- Proof of address, such as a utility bill
Do not worry if you cannot find every item. The registrar will still be able to proceed with the information you can provide.
You will also need to give details such as the person’s full name, any previous names, their date and place of birth, their occupation, and whether they received a state pension or other benefits.
The death certificate
A death certificate is an official copy of the entry made in the register of deaths. It proves that the death has been registered. The registrar will issue one when all the details have been recorded.
You may need several certified copies of the death certificate. Financial institutions, pension providers, and insurance companies usually require original copies rather than photocopies. If probate is required, additional copies are also useful.
Cost of a death certificate
- England and Wales: £12.50 per copy
- Scotland: £12 per copy
- Northern Ireland: £8 per copy
The initial registration of a death is free, but each copy of the certificate has a fee.
Accessing death records
The General Register Office (GRO) stores death records for England and Wales dating back to 1837. Once a death is registered, anyone can order a copy of the certificate, although only certain people may register the death in the first place.
To order a copy, you need a GRO index reference number, which can be found through the GRO’s online index or other historical record sites. Some commercial services also provide this, though they may charge additional fees.
Wills and probate
If the person who has died left a Will, the named executor must apply for probate. This is the legal authority to deal with their estate, which may include property, savings, and possessions.
In England, Wales, and Northern Ireland, you apply for a grant of probate. In Scotland, the process is known as applying for confirmation. Once granted, probate records are available online through the government’s services. Copies can be ordered for a small fee.
If there is no Will, different rules apply under the laws of intestacy. In this case, close relatives may still need to apply for legal authority to administer the estate.
Creating a Will during your lifetime makes this process much easier for those left behind. Some people also leave a record of wishes relating to their funeral, which helps guide family members and reduces uncertainty at a stressful time.
If you need help getting started, we’ve created a helpful, free guide on putting your affairs in order.
Certificates for burial or cremation
When you register a death, the registrar issues the paperwork needed to arrange the funeral.
- For a burial, you will be given a certificate known as the “green form.” This is handed to the funeral director, who passes it to the cemetery authorities. If a new grave is needed, you may also have to complete an application to purchase or reopen a plot.
- If a coroner is involved and an inquest is to be held, a different form known as an “Order for Burial” is issued instead.
For a cremation, the registrar will issue a cremation certificate. You will also be asked to fill in forms when booking the crematorium, including details about music, readings, and what should happen to the ashes afterwards.
When a coroner is involved
If the cause of death is uncertain or the circumstances are unusual, the coroner may order a post-mortem or an inquest.
- If no further investigation is needed, the coroner will send a certificate to the registrar, confirming the cause of death.
- If a post-mortem is carried out, the coroner releases the body once the examination is complete. They then send a certificate confirming the cause of death.
- If an inquest is required, you can request an interim death certificate. This allows you to notify organisations and apply for probate while you wait for the full inquest to conclude.
For cremations, additional paperwork may be required from the coroner, such as a “Certificate of Coroner” confirming authorisation.
Additional documents before the funeral
In some cases, further paperwork is provided to support other practical matters.
- The Department for Work and Pensions may require a BD8 form if the person was receiving benefits or a pension. This form is issued by the registrar. You can also use the Tell Us Once service to notify multiple government departments at the same time.
- Pension providers may also need to be informed separately. The Pensions Service can be contacted directly by phone if the person was a pensioner.
Who is responsible for the funeral documents?
Usually, a close relative registers the death and gathers the documents needed. If no relative is available, certain others can do this, including the person who was present at the death or the person arranging the funeral. A funeral director cannot register the death themselves, but can guide you through the process.
Funeral directors play an important role in caring for the deceased, advising on legal requirements, and coordinating with the registrar and crematorium or cemetery. They can also support you in completing forms and ensuring everything is submitted on time.
If you are arranging a cremation, the crematorium will confirm which personal items can be placed with the body and help with decisions about the service.
Planning ahead
Thinking about these documents in advance may feel uncomfortable, but it can ease the burden on family members later. Planning your funeral, making a Will, and keeping important documents together in a safe place ensures that your wishes are clear and the process is simpler for those left behind.
At Pure Cremation, our friendly team is here to help you think through these decisions in a supportive and straightforward way. Having a plan in place can bring peace of mind to you and your family.
Arranging a funeral involves both emotional and practical challenges. Understanding which documents are needed helps remove some of the uncertainty, making the process feel more manageable.
By taking things one step at a time, you will have everything in place to give your loved one the farewell they deserve, while also protecting your own peace of mind.
