Death Certificate and Proof of Death for an Ontario Executor

Banks, pension offices, insurers and government agencies all want proof that someone has died. As executor, you will be asked for paper again and again, and it helps to know which document is which.

This article explains the steps from the medical certificate to the death certificate, the difference between a certificate and a certified copy of death registration, and how to order them.

The steps before a certificate exists

Ontario's checklist starts with getting the Medical Certificate of Death from the practitioner and the Statement of Death from the municipal clerk. A death must be registered before a death certificate can be issued.

The funeral home often helps with these steps, but confirm who is doing what so nothing is left undone. Until registration is complete, there is nothing to order, which is why many executors find the first few weeks slow.

Certificate versus certified copy of registration

These are two different documents. A death certificate is the standard proof most organizations accept. Anyone can apply for a death certificate, while only the next of kin or the executor can apply for a certified copy of death registration.

A certified copy of death registration is available to next of kin or an authorized representative with proof of authorization. The version that shows the cause of death can only be ordered by mail or in person.

How long it takes and how to order

Regular online orders take 15 business days plus delivery, premium online orders take 5 business days, and mail orders take 6 to 8 weeks. Registration itself can take up to 12 weeks. Fees and times can change, so check the current figures when you order.

Orders can be made online, in person in Toronto or Ottawa, or by mail to ServiceOntario, P.O. Box 4600, Thunder Bay.

• Order more than one copy if you will deal with several institutions at once.
• Ask each organization whether a photocopy is enough before you send an original.
• Keep a list of who holds each copy.

Using proof of death with agencies

Notify Service Canada about CPP and OAS as soon as possible, at 1-800-277-9914 in Canada or the U.S., or by mail with the deceased's full name, date of birth, date and place of death, marital status, SIN and address. Proof of death is only required if Service Canada asks for it.

Benefits are payable for the month of death, but payments issued after that month must be returned, and any already redeemed must be repaid. To return deposits, ask the bank to return them to the sender or send a Canadian-funds cheque payable to the Receiver General for Canada.

Canada.ca also advises notifying both Equifax and TransUnion to help avoid fraudulent credit checks, contacting the CRA promptly, and returning a valid passport with a copy of the death certificate to the Passport Program.

On the finance side, Ontario lists filing a final income tax return and informing banks and financial institutions. An accessible parking permit must be returned to ServiceOntario within 30 days, and a driver's licence fee refund can be requested with the death certificate.

What to do next

• Confirm with the funeral home that the death has been registered.
• Decide how many certificates you need and whether you need a certified copy of registration.
• Choose regular or premium service based on how urgent the bank or agency deadlines are.
• Be ready to show proof that you are authorized to apply for a certified copy of death registration.
• Keep all originals together and note what you sent where.

If a bank or institution refuses to deal with you, or you are unsure you are the right person to apply, a lawyer can explain what proof of authority is needed.

Frequently asked questions