After a death, paperwork can feel like an insult to grief. You are trying to absorb something irreversible, and at the same time you’re being asked for signatures, IDs, and forms you’ve never seen before. The reality is that most families only need a small set of documents to move forward, and most of the “paperwork burden” is handled by the funeral home or cremation provider once they know who has legal authority to sign.
This guide focuses on what families actually need in the real world: the death certificate, the cremation authorization (if cremation is chosen), and the permits that allow disposition and transport. Along the way, you’ll see which documents you can request later, which ones can slow the timeline if they’re missing, and how to avoid ordering too few or too many certified copies.
If you’re also making decisions about urns and memorial options, you can separate those choices from paperwork. Many families authorize cremation, complete the required documents, and then take time to decide what to do with ashes and which cremation urns for ashes fit their plan. Funeral.com’s overview is a comforting reminder that you don’t have to decide everything at the first appointment: What to Do When a Loved One Dies.
The Core Documents at a Glance
| Document | Who issues it | When you need it | What families should do |
|---|---|---|---|
| Death certificate (certified copies) | State/county vital records office | Banking, insurance, government benefits, estate tasks | Order multiple certified copies through the funeral home or vital records office |
| Cremation authorization (if cremation is chosen) | Signed by the legal decision-maker; used by funeral home/crematory | Required before cremation can legally occur in most states | Confirm who has authority, sign once, keep a copy |
| Disposition / burial-transit permit (names vary by state) | Local registrar/health department (often obtained by the funeral home) | Required before final disposition; often required for transport | Ask the provider to confirm it’s been issued if timing is tight |
| Cremation certificate (certificate of cremation) | Crematory or funeral home | Helpful for travel, shipping, customs, and some cemeteries | Request a copy and keep it with your file |
Death Certificates: What They Are and Why You Need More Than One
The death certificate is the document that unlocks almost everything else. It’s the official proof of death used for legal and financial tasks like claiming life insurance, closing accounts, transferring titles, and applying for benefits. USA.gov explains that many organizations require a certified copy of the death certificate and that you obtain it through the vital records office in the state where the death occurred. USA.gov
Families are often surprised by how many certified copies they need. The practical problem is that many institutions want an original certified copy, not a photocopy, and several tasks may happen in parallel. Funeral.com’s dedicated guide suggests a practical starting point of around 10 to 12 certified copies for many families, with fewer for simple estates and more for complex estates. Death Certificates: How Many Copies to Order
If that number feels high, it helps to remember how quickly requests stack up: life insurance, banks, mortgage lender, retirement accounts, vehicle title transfers, Social Security and other agencies, and sometimes employers or pension administrators. USA.gov also notes the difference between when you truly need a certified copy (for legal/financial tasks) and when a photocopy may be enough (for lower-stakes cancellations).
There are two common ways families obtain certified copies. Many families request them through the funeral home during arrangements so they don’t have to navigate the ordering process while grieving. Others order directly from the state or county vital records office—often for replacement copies later. USA.gov points you to state vital records offices and notes that eligibility rules vary by state, with many states restricting who can request certified copies initially. The CDC also maintains “Where to Write for Vital Records” state-by-state guidance that many families use when ordering directly.
Cremation Authorization: The Signature That Makes Cremation Legal
If cremation is chosen, the cremation authorization is often the most emotionally loaded piece of paperwork, because it is the moment the decision becomes official. Most states require a written authorization signed by the person with legal authority to control disposition. Funeral.com’s state guides consistently emphasize this point, and they often cite the underlying statute so families can see that it’s a legal requirement, not a provider preference.
For example, Funeral.com’s Minnesota cremation guide notes that written authorization is required before cremation and that a disposition permit is typically part of the paperwork process before final disposition, including cremation. It also notes that death registration must occur before final disposition, which is one reason paperwork affects timeline. Cremation in Minnesota
Ohio is another clear example. Funeral.com’s Ohio guide explains that Ohio generally requires a disposition permit before cremation and ties issuance of that permit to filing a satisfactory death certificate, and it also notes that Ohio requires a signed cremation authorization form by the appropriate authorizing agent. Cremation in Ohio
What families most often need to know is not the statute number. It’s the practical implication: one person (or the set of people required under your state’s priority rules) must sign, and the provider cannot proceed without that authorization. If your family has multiple adult children, blended family dynamics, or uncertainty about who is “next of kin,” that can be the single most common paperwork delay. When there is confusion, a funeral director can usually explain who has the right to sign under state law and what documentation is needed if someone is acting as executor or agent under a written designation.
What’s usually inside a cremation authorization form
Forms vary by state, but many include: identifying information for the deceased, the authorizing agent’s relationship and contact information, disclosures about pacemakers or implants, instructions about what happens to prosthetics or non-combustible items, and instructions about who is authorized to receive the cremated remains. You can see an example of how states define required form contents in Funeral.com’s Wisconsin guide, which references Wisconsin’s statute outlining required information and instructions. Cremation in Wisconsin
Disposition, Burial-Transit, and Cremation Permits: The Paperwork That Moves the Timeline
Families often hear “the permit” referenced without explanation. What that usually means is a permit authorizing final disposition (sometimes called a burial permit, disposition permit, or burial-transit permit). The names vary by state, but the function is similar: it is the authorization that allows the body to be cremated or buried and, in many cases, transported.
Ohio’s framework is a good example of how tightly permits can be tied to death certificate filing. Funeral.com notes that Ohio generally requires a permit before a body can be cremated and ties it to filing a satisfactory death certificate. Cremation in Ohio Minnesota’s guide similarly explains that a disposition permit is typically part of the process before final disposition. Cremation in Minnesota
For families, the practical takeaway is simple: if cremation is “waiting on paperwork,” the missing piece is often the death certificate filing step or the permit issuance step. This is also why weekends and holidays can stretch timelines. If a physician signature or registrar processing is delayed, the permit cannot be issued, and the cremation cannot legally proceed.
If the death involved a medical examiner or coroner review, permits can also be delayed until the case is released. This is normal in certain circumstances and is one of the reasons a cremation timeline can vary.
Cremation Certificates: Not a Death Certificate, but Still Useful
Families sometimes assume the death certificate is the only document that matters. It’s the most important one, but it’s not the only one you may want to keep.
A certificate of cremation (sometimes called a cremation certificate) is typically issued by the crematory or the funeral home to confirm that cremation occurred. This can be helpful for travel, international transport, and sometimes for cemetery or columbarium placement. Funeral.com’s repatriation and travel resources describe this clearly, noting that a cremation certificate is often needed for transport or customs and that a burial-transit or disposition permit may be required for transport of an uncremated body. When a Loved One Dies Far Away
If you plan to travel with ashes, Funeral.com recommends keeping documentation readily available, including a copy of the death certificate and a cremation certificate, along with any permits or letters your provider supplies. Traveling with Cremation Ashes
What You Receive After Cremation and Why Documentation Still Matters
Once cremation is complete, families often receive cremated remains in a temporary container unless a permanent urn was provided. CANA explains that cremated remains are transferred to a strong plastic bag and placed in either an urn or temporary container, and that identification is checked again with a stainless disc placed in the container with the remains.
That is one reason documentation matters even after cremation: it creates clarity for future decisions. If you later decide on keeping ashes at home, sharing ashes into keepsake urns, placing a portion into cremation jewelry, or planning scattering or water burial, having your paperwork organized removes friction at the exact time you least want more friction.
When you’re ready, families typically browse memorial options that fit their plan: cremation urns for ashes for a primary urn, keepsake urns for sharing, and cremation jewelry if a wearable memorial would help. A calm transfer guide can also prevent stress if you plan to move remains from the temporary container to a permanent urn at home: How to Transfer Ashes into an Urn.
Common Scenarios That Change Which Documents You Need
If the person died in another state or far away
Distance can introduce additional paperwork. You may need a burial-transit or disposition permit for transport of an uncremated body, and you may want a cremation certificate for transport of ashes. Funeral.com’s repatriation article lays out these document categories plainly, including the role of burial-transit permits and cremation certificates. When a Loved One Dies Far Away
If the death occurred abroad
USA.gov explains that when a U.S. citizen dies abroad, the U.S. embassy or consulate may issue a Consular Report of Death Abroad (CRDA), which can be used as proof of death in the U.S., and it notes that families can receive certified copies at the time of death. USA.gov
If the family is handling care more directly (home funeral or family-led care)
Most families use a funeral home precisely because the provider coordinates documentation. If your family is pursuing more family-led care, you’ll want to clarify who is completing and filing the death certificate and who is obtaining burial-transit or cremation permits. Funeral.com addresses this directly in its home funeral guide and notes that a cooperative funeral home can sometimes be the bridge between family wishes and state requirements. Home Funerals and Family-Led Care
A Simple System for Not Losing Track
Families often feel organized at the funeral home and then feel lost a week later when banks and insurance companies start asking for documents. A simple system can prevent that. Create one folder—digital and physical—and keep these items together: certified death certificates, a copy of the cremation authorization (if cremation was chosen), the disposition/burial-transit permit details if you received them, and the cremation certificate.
If you want a broader “paperwork and passwords” checklist that goes beyond disposition documents and covers the practical realities of accounts and records, Funeral.com’s guide is a helpful companion: Important Papers to Organize Before and After a Death.
The Bottom Line
Most families only need a small set of documents to move forward: certified death certificates, a signed cremation authorization if cremation is chosen, and the permits that allow disposition and transport. The reason this paperwork matters is not red tape. It is legal authority, identity, and chain-of-custody—especially when cremation is involved.
If you want the calmest next step, start with two questions for your provider: who has the legal authority to sign, and how many certified death certificates they recommend ordering for your situation. Then keep your documents in one place and give yourself permission to separate the paperwork from the memorial decisions. You can handle the legal steps first, and choose your memorial—whether that includes cremation urns for ashes, keepsake urns, or cremation jewelry—when you feel ready.
