Recommendations for Completing Paperwork |
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Completing the Death Certificate
Families wishing to handle the paperwork after a death without hiring a funeral director must obtain a blank paper copy of the Death Certificate and 24 Hour Death Notice, fill them out, obtain the signature of the medical authority certifying the death, and file them within a designated timespan. Knowing the process in advance of a death, and having the paperwork on hand or prepared, is very helpful. Here are the steps to follow:
Obtaining a Blank Paper Death Certificate
Filling out the Death Certificate
Once you have the actual Death Certificate, use a black ball point pen or typewriter to fill in the required information. Do not use a felt- tip pen; the information must carry through to the third page. Cross outs and white outs are not accepted. Families can prepare in advance by filling out an Oregon Death Certificate Worksheet, or by keeping this information together in a file:
Obtaining a Blank Paper Death Certificate
- Oregon uses an on-line electronic death registration system (EDRS) - called the Oregon Vital Events Registration System (OVERS) - which is how funeral directors and medical examiners file death certificates on behalf of families. In 2018, 53% of all Oregon death records were fully electronic.
- Families wishing to handle the paperwork after a death without hiring a funeral director must obtain a paper copy of a blank Death Certificate. Here’s how:
- Contact the Oregon Health Authority’s Center for Health Statistics Registration Unit Manager at [email protected] to request what is currently called the Home Burial Packet. This email goes straight to the employees who fulfill the home burial packets and answer questions about the packets. This email address is checked at least twice a day. They will also facilitate the mailing of the packets.
- Note: handling paperwork and transportation does not obligate the family to do a home burial. We are working with the department to rename the packet to reflect its real intention.
- This packet includes a paper death certificate with filing instructions, the 24 Hour Death Notice card, and a metal ID tag assigned to this specific death. Note: Despite the title of the "Home Burial Packet" packet, handling paperwork & transportation does not obligate the family to bury their loved one on their home property.
Filling out the Death Certificate
Once you have the actual Death Certificate, use a black ball point pen or typewriter to fill in the required information. Do not use a felt- tip pen; the information must carry through to the third page. Cross outs and white outs are not accepted. Families can prepare in advance by filling out an Oregon Death Certificate Worksheet, or by keeping this information together in a file:
- Full name
- Social Security number
- Date and place of birth
- Address at the time of death
- Marital status and the surviving spouse’s name, if applicable
- Veterans discharge papers (DD-214) if applicable
- Father’s name
- Mother’s full name, including maiden name
- Place of death
- Highest level of education and occupation
Getting the Death Certificate Signed by the Medical Certifier
Filing the Death Certificate
The death certificate must be filed with the county registrar within five days of the death in the county where the death occurred. There is a $30 fee for filing the death certificate (effective January 1, 2022). This fee goes to support the work of the Mortuary and Cemetery Board and the Indigent Burial fund.
24 Hour Death Notice [Report of Death]
A report of death, called a 24 Hour Death Notice, must be filed with the local county registrar or clerk within 24 hours. This provides the county with information about who has control of the body and states that a death certificate will follow shortly. Many county clerks may have no experience with a family filing their own paperwork. It can be helpful, in the case of an anticipated death, to visit their office to inform them of your intent. (See For Professionals for information you can bring with you.)
Metal ID Tag
A metal ID tag must accompany the body throughout. It is provided as part of the “Home Burial Packet” from the state health division, or can be obtained from a funeral director if hiring one to file the death certificate.
Burial/Transit Permit
The death certificate functions as the burial/transit permit once signed by the medical certifier. The person acting as the funeral service practitioner must fill in the parts under Disposition on the first page of the death certificate. After obtaining the medical signature, give one of the attached carbons to the cemetery or crematory personnel as authorization for disposition. The other must be signed and returned to the issuing registrar within 10 days.
Cremation
Oregon does not require additional paperwork filing for cremations. Scattering of cremated remains is legal. Courtesy is requested when scattering other than on the family's land.
Getting the Death Certificate Signed by the Medical Certifier
- The portion of the Death Certificate stating the cause of death must be filled out and signed by a medical authority with knowledge of the deceased's manner of death within 48 hours. Death certificates may be initiated by physicians or Medical Examiners electronically through the EDRS and then printed. Families must then complete the demographic portion by hand and then file it with the County Registrar.
- A Note About Unattended Deaths: If the person is not on hospice service but death outside a medical setting is anticipated, the likelihood of a death investigation can be reduced by contacting the primary care provider in advance to confirm their ability to certify the death based on known health conditions. (See Medical Certification of Death: A Cautionary Tale by Molly Sorios for a story about an unattended death.)
Filing the Death Certificate
The death certificate must be filed with the county registrar within five days of the death in the county where the death occurred. There is a $30 fee for filing the death certificate (effective January 1, 2022). This fee goes to support the work of the Mortuary and Cemetery Board and the Indigent Burial fund.
24 Hour Death Notice [Report of Death]
A report of death, called a 24 Hour Death Notice, must be filed with the local county registrar or clerk within 24 hours. This provides the county with information about who has control of the body and states that a death certificate will follow shortly. Many county clerks may have no experience with a family filing their own paperwork. It can be helpful, in the case of an anticipated death, to visit their office to inform them of your intent. (See For Professionals for information you can bring with you.)
Metal ID Tag
A metal ID tag must accompany the body throughout. It is provided as part of the “Home Burial Packet” from the state health division, or can be obtained from a funeral director if hiring one to file the death certificate.
Burial/Transit Permit
The death certificate functions as the burial/transit permit once signed by the medical certifier. The person acting as the funeral service practitioner must fill in the parts under Disposition on the first page of the death certificate. After obtaining the medical signature, give one of the attached carbons to the cemetery or crematory personnel as authorization for disposition. The other must be signed and returned to the issuing registrar within 10 days.
Cremation
Oregon does not require additional paperwork filing for cremations. Scattering of cremated remains is legal. Courtesy is requested when scattering other than on the family's land.
Oregon Death Certificate Timeline for Home Funeral Families
Authority to Make Arrangements
Immediate family members or a designated agent have the right to handle all aspects of after-death care. This means that families can legally care for and transport a body, keep it in their home for a viewing period, and arrange for final disposition themselves, without hiring a licensed funeral director, except for any details the family wishes to have done by a funeral home.
According to ORS 97.130, the authority to make all arrangements (cremation, burial, or other method) is as follows. State law stipulates that if there is no spouse, the children of the deceased who are 18 years of age or older hold the next right to make all arrangements, including disposition. Although state law only requires one child of the deceased to approve such arrangements, funeral homes, crematories, and cemeteries often have their own rules requiring all or a majority of the children to sign. Here is the order of authority:
a) The spouse of the decedent or designated agent.
b) A son or daughter of the decedent 18 years of age or older.
c) Either parent of the decedent.
d) A brother or sister of the decedent 18 years of age or older.
e) A guardian of the decedent at the time of death.
f) A person in the next degree of kindred to the decedent.
g) The personal representative of the estate of the decedent.
h) The person nominated as the personal representative of the decedent in the decedent’s last will.
i) A public health officer.
In the event that the decedent prefers that someone outside the family oversee funeral arrangements and complete the necessary paperwork, he or she may appoint a designated agent to make arrangements on their behalf. This is accomplished by signing an Oregon Disposition Instructions form prior to death. Limitations and responsibilities are described in that document.
According to ORS 97.130, the authority to make all arrangements (cremation, burial, or other method) is as follows. State law stipulates that if there is no spouse, the children of the deceased who are 18 years of age or older hold the next right to make all arrangements, including disposition. Although state law only requires one child of the deceased to approve such arrangements, funeral homes, crematories, and cemeteries often have their own rules requiring all or a majority of the children to sign. Here is the order of authority:
a) The spouse of the decedent or designated agent.
b) A son or daughter of the decedent 18 years of age or older.
c) Either parent of the decedent.
d) A brother or sister of the decedent 18 years of age or older.
e) A guardian of the decedent at the time of death.
f) A person in the next degree of kindred to the decedent.
g) The personal representative of the estate of the decedent.
h) The person nominated as the personal representative of the decedent in the decedent’s last will.
i) A public health officer.
In the event that the decedent prefers that someone outside the family oversee funeral arrangements and complete the necessary paperwork, he or she may appoint a designated agent to make arrangements on their behalf. This is accomplished by signing an Oregon Disposition Instructions form prior to death. Limitations and responsibilities are described in that document.
Obtaining Official Copies of the Death Certificate
Once you file the Death Certificate, the Health Department keeps the original. Certified copies may be needed to settle the affairs of the deceased (for example, for insurance or benefit claims, to close accounts). You can obtain certified copies, for a fee, either through Oregon.gov or through a funeral home, if working with one. For information about fees and how to order, go to Oregon.gov>GetVitalRecords. To order through Oregon.gov, see their PDF instruction sheet that includes the following:
“Death records that include the manner of death, cause of death or any of the medical information are known as 'long-form death records.' Short-form death records only include the fact of death or demographic information. Who is eligible to order long-form death records is outlined in a separate section of law (ORS 432.380(8)). Funeral home representatives listed on the death record may order both types of death records for two years from the date of death. After that, the family must order the record directly.”
The following family members of the decedent can order short-form death records from the county or state office: spouses, children, parents, siblings, grandparents, grandchildren and next of kin. Grandparents, grandchildren, and siblings are NOT eligible to order long-form death records from the state or county vital records office. If these family members want to order a long-form death record, they will need to have notarized permission from an eligible family member to receive the records. Remember that only short-form death records can be provided to title companies for property transfers (ORS 342.355).”
“Death records that include the manner of death, cause of death or any of the medical information are known as 'long-form death records.' Short-form death records only include the fact of death or demographic information. Who is eligible to order long-form death records is outlined in a separate section of law (ORS 432.380(8)). Funeral home representatives listed on the death record may order both types of death records for two years from the date of death. After that, the family must order the record directly.”
The following family members of the decedent can order short-form death records from the county or state office: spouses, children, parents, siblings, grandparents, grandchildren and next of kin. Grandparents, grandchildren, and siblings are NOT eligible to order long-form death records from the state or county vital records office. If these family members want to order a long-form death record, they will need to have notarized permission from an eligible family member to receive the records. Remember that only short-form death records can be provided to title companies for property transfers (ORS 342.355).”
