How to register a death


When someone dies there is typically numerous people and organisations who need to be informed of the death. Firstly and most importantly, you need to register the death before you can begin making funeral arrangements. You will also need to inform various companies, financial organisations, asset holders, council providers, health services and more. You may also need to consider redirecting their mail and handling their digital assets or accounts.

When and where to register a death

In England and Wales, you should register the death with the Register Office within five days. In England and Wales, it is recommended to register the death at the Register Office in the local area where the person died. That way they’ll be able to provide the documents needed on the day. If another Register Office is used, the documents will be sent to the Register Office in the area where the person died before they can be issued to you.

In Scotland, you must register the death with the Registrar of Births, Deaths and Marriages within eight days. Scottish law allows a death to be registered in any registration district in Scotland.

In Northern Ireland, you have five days to register the death with any District Registration Office.

If the death is reported to a coroner (or procurator fiscal in Scotland), then there may be a delay in registering the death. A death may be reported to a coroner or procurator fiscal for a number of different reasons, including if the cause of death is unknown, the death was violent, unnatural, sudden or unexplained, or if the person who died was not seen by a doctor or medical practitioner before their death.

You will be able to proceed with registering the death if the coroner or procurator fiscal decides that the cause of death is clear. However, they may decide that a post-mortem examination is needed to determine how the person died. If no further examinations are needed after the post-mortem, the coroner will release the body for a funeral and you can proceed with registering the death. If the cause of death is still unknown or the death was violent, unnatural or occurred in prison or police custody, the coroner may decide to hold an inquest. You won’t be able to register the death until after the inquest. However, the coroner or procurator fiscal can provide you with an interim death certificate, so you can inform organisations of the death and apply for probate.



Who can register a death?

Typically, relatives are required to register the death. It is sometimes possible for non-relatives to do so if the Next of Kin are not available. In this case, someone who was present at the death can register the death. This includes an administrator from the hospital (if the person died in hospital), someone who lives in the home where the death happened, or the person arranging the funeral.


What you need to register a death

To register the death, you’ll need a medical certificate showing the cause of death signed by a GP or hospital doctor. Alternatively, if the death was reported to a coroner (procurator fiscal in Scotland), you’ll need to obtain permission that you can register the death from the coroner.

If available and applicable, you should also take the person’s birth certificate, Council Tax bill, driving licence, marriage or civil partnership certificate, NHS medical card, passport and a utility bill with proof of address.

You’ll need to tell the registrar the person’s full name at the date of death, any names that they previously used (e.g. their maiden name or any former names), the person’s date and place of birth, their last address, their occupation, whether they received a State Pension or any other benefits and details of a surviving or late spouse or civil partner (their full name, date of birth and occupation).

Registering the death takes approximately half an hour and it is advisable to check if you need to arrange an appointment in advance.



What the registrar will give you

England and Wales

In England and Wales, the registrar will give you a Certificate of Registration of Death (form BD8) which may need to be filled out if the person who has died was receiving any government pension or allowance. Additionally, you’ll receive a Certificate for Burial or Cremation, often known as the ‘green form’, which is to be given to the Funeral Director before the funeral can take place. You’ll also be able to buy death certificates that will be needed for handling the person’s affairs. The cost of death certificates varies between local authorities.

Scotland

In Scotland, the registrar will give you a Certificate of Registration of Death (form 14) which is to be given to the Funeral Director before the funeral can take place. You’ll also be provided with a registration or notification of death (form 334/SI) which can be used for government benefits or National Insurance purposes. For a fee, you’ll also be able to obtain an extract of the entry recorded in the Register of Deaths. This is likely to be needed to access information about the person’s assets.

Northern Ireland

In Northern Ireland, the GRO21 form will give you permission to proceed with a burial or cremation. Additionally, a Certificate of Registration of Death (form 36/BD8) will be issued for social security purposes. Again, you’ll be able to buy death certificates so you can deal with the person’s affairs.


Registering an overseas death

If the person died abroad, you must register the death according to the regulations in the country where the person died.

If the person died on a foreign aircraft or ship, you must register the death in the country where the aircraft or ship is registered.

You’ll typically receive a death certificate that will be accepted in the UK.

Depending on what country the person died in, you may also be able to register the death with the UK authorities. This is not required, however, it means that the death will be listed on the government’s official records.


Reducing unwanted mail

Receiving unwanted mail addressed to the deceased can be upsetting at an already difficult time.

Firstly, you may want to redirect mail when someone dies so you can have the mail delivered to a more convenient address. You can simply arrange a redirection with Royal Mail using their special circumstances application form, You can apply by post or in a branch.

Secondly, if you want to reduce unwanted mail such as direct promotional mail, you can register with the Mailing Preference Service. This will help to reduce the marketing mail sent in the deceased person’s name.


Digital legacy

In today’s technologically savvy world, you may need to consider handling the digital assets and digital legacy of the person who has died.

What is a digital legacy?

A person’s digital legacy is formed of the digital information that is available following their death. This is usually made up of the information that they leave online such as websites, social media profiles, photos, videos, gaming profiles and online interactions.

What are digital assets?

Any possessions that are purchased, stored or available on digital devices or online services are classed as digital assets. These can include photos, videos, music, websites, blogs and eBooks.

Digital assets are split into two categories; digital records and digital property rights and interests. Digital records do not form part of the person who has died’s estate – instead, they form part of the memory and may have sentimental value. Digital property rights and interests are included within the estate as they may have a value.

Digital property rights include intellectual property rights (copyright, rights involving trademarks or Patents, design rights) and contractual rights (online service providers, online storage, email, online gaming accounts, online publications). Digital property interests include digital money (also known as cryptocurrency), blockchain tokens and gaming property tokens.

It is advisable to list digital assets and document any wishes as there are currently no laws surrounding how to deal with digital assets or a digital legacy. If the deceased has not left a record of their digital assets, it may be advisable to seek advice from a professional or look for instructions provided by the online service or social media network.

Each online service typically has its own policies regarding what happens to an account when someone dies and who owns the digital assets or digital legacy. Here are the rules of some of the leading online services:

Google

They can work with immediate family members and representatives to close the account of someone who has died if appropriate. In some cases, they may be able to provide content from a deceased person’s account. However, they will never share login details or passwords.

Google has an Inactive Account Manager where users can let them know who you’d like to allow to have access to their information when they pass away and state whether they want their account to be deleted.

Yahoo

Yahoo will allow Personal Representatives (Executors or Administrators) to request for the account to be closed, as well as content to be deleted and billing and premium services to be suspended. They will never share passwords or grant access to the deceased’s account.

In order to make a request, Yahoo requires you to put your request in a letter along with the Yahoo ID of the deceased. Additionally, you’ll need to send a copy of the death certificate and proof that you are a Personal Representative dealing with the deceased’s estate.

Microsoft (Outlook, Live, MSN and Windows Live)

Microsoft will allow the Next of Kin to request the closure of the account or access to the deceased person’s account. They can provide you with emails, their address book and contact list. In order to do this, they recommend contacting the Windows Live Custodian of Records by emailing msrecord@microsoft.com. You will be required to share some information about the account as well as documentation to prove your relationship to the deceased.

Social media profiles

Click here to find out what happens to someone’s social media profiles after they’ve died.


Informing companies and other people

There are many companies that will need to be informed of the person’s death including government services and bank, building society, mortgage, utility, pension and insurance providers. The government offers a ‘Tell Us Once’ service in many areas of the UK but for non-government providers, you’ll need to contact each of them individually.

It’s important to inform these companies as soon as possible following the death so the accounts can be frozen to protect from fraud. We highly recommend prioritising any companies where money is involved to avoid any over-payments. You may find it useful to make a list of everyone you need to inform.

If the deceased had a Will, contact the Will writer so they can help you to locate it.



Informing council providers and national services

The government’s ‘Tell Us Once’ service can save many people in the UK a significant amount of time. The service allows you to report a death to most government organisations all at once. The ‘Tell Us Once’ service will inform the following organisations of the death:

HM Revenue and Customs (HMRC) – to deal with personal tax. HMRC will contact you about the tax of the person who died. You should contact HMRC directly if business taxes need to be handled.

Department for Work and Pensions (DWP) – to cancel benefits. DWP will contact you about the benefits and entitlements of the person who died.

Passport Office – to cancel the person’s British passport.

Driver and Vehicle Licensing Agency (DVLA) – to cancel a driving licence and remove them as the owner of up to 5 vehicles.

The local council – to remove the person from the electoral register, inform council housing services and cancel any Housing Benefit, Council Tax Benefit and a Blue Badge.

Veterans UK – to cancel Armed Forces Compensation Scheme payments.

Some public sector pension schemes including My Civil Service Pension, NHS Pension Scheme, Armed Forces Pension Schemes, local authority pension schemes in areas where ‘Tell Us Once’ is available’, and pension schemes in Scotland for NHS staff, teachers, police and firefighters.


At the point when you register the death, the registrar will inform you if the ‘Tell Us Once’ service is available in your area, provide you with a telephone number and give you a unique reference number that enables you to use the service online or by phone.

You should ensure you have the person’s date of birth, National Insurance number, driving licence number, vehicle registration number and passport number to hand before using the service. You’ll also need to provide details of benefits, entitlements, local council services and public sector or armed forces pensions, so it’s important to gather this information before you start.

Additionally, you’ll need to provide the names and addresses for the Next of Kin and surviving spouse or civil partner and the name, address and contact details of the Executor or Administrator. Before you provide the ‘Tell Us Once’ service with these details, you must obtain permission from anyone whose details need to be provided.

The ‘Tell Us Once’ service is currently not available in Northern Ireland or the following areas:

• Brighton and Hove

• East Sussex

• Eastbourne

• Hastings

• Lewes

• Liverpool

• Manchester

• Medway

• Rother

• Wealden

If you can’t use the ‘Tell Us Once’, you should contact the following government organisations independently:

HM Revenue and Customs (HMRC) – HMRC can help you identify whether the deceased person paid the right amount of tax.

National Insurance (NI) Contributions Office – The NI Contributions Office can cancel any NI payments if the person who died was self-employed or paying voluntary NI,

Child Benefit Office – If a child or the parent dies, you should contact the Child Benefit Office within 8 weeks of the death.

Tax Credit Office – If your partner or a child you’re responsible for dies, you should contact the Tax Credit Office within 1 month of the death.

Department for Work and Pensions (DWP) – The DWP have their own bereavement service and they can cancel the person’s benefits and entitlements, including their State Pension if applicable.

Driver and Vehicle Licensing Agency (DVLA) – If the person who died owned a vehicle or held a driving licence, you should get in touch with the DVLA.

Personal, workplace and armed forces pensions



Informing financial organisations and asset holders

In addition to informing government services, you’ll always be required to inform a number of financial organisations and assets holders. These could include:

• Banks and building societies

• Mortgage company or landlord

• Credit card companies (including any store cards)

• Insurance companies – including life, medical, car, travel and buildings and contents. You should check whether the deceased’s property is still insured as most policies become invalid when someone dies. You may need to take out specialist buildings insurance to protect the property before it is sold or transferred to the beneficiaries.

• Pension providers

• Hire purchase or loan companies

• Electric, gas and water providers

• TV, telephone and broadband providers

• TV licensing

• Financial adviser / accountant

• Will writer – if the deceased had a Will, contact the creator so they can help you locate it.



Informing employment and education

If the deceased was employed or volunteering for a company, you will need to inform their workplace as soon as possible. It’s best to approach their line manager or the HR (Human Resources) department. The employer can then take on the responsibility of informing colleagues. The employer may also inform you of any death in service benefit and explain what will happen with any outstanding pay.

If the person who died was enrolled in an educational establishment (for example university, school, college etc.), you should inform them of the death at your earliest convenience. Additionally, if a student has experienced a bereavement then you may choose to inform their educational establishment, so they can provide support if needed.



Informing heath services

If the person died in hospital, their GP will typically be informed. However, if they didn’t die in hospital and the doctor hasn’t already been informed, you should tell them.

If the person who died had any doctor or hospital appointments booked, then it is advisable to ring round to cancel them. This will avoid any unnecessary distress at an already difficult time.

You’ll also need to let the person’s dentist know that they have passed away, as well as any other medical professionals (for example a chiropodist).



Informing local and other services

There may be local and other services that still need informing. These are usually less urgent, however, they will still need to be informed. For example, you may need to tell a milkman, gardener, cleaner, window clear, newspaper delivery service, social clubs, entertainment (sports, music, book etc.) clubs subscription services, charities that they donate to and places where they hold season tickets.

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