How to Get a Death Certificate in Manitoba After a Death

After someone dies, almost every task that follows asks for proof of the death. Banks, insurers and government benefit offices usually want an official document, not a photocopy of one you made yourself. Getting certified copies early makes the rest of the work easier.

In Manitoba, these documents come from Vital Statistics. This article explains who can apply, which kind of document to ask for, what it costs, how to order, and how to think about timing and the number of copies. Your own situation may add wrinkles, such as a death that happened outside the province, so it is worth knowing where the limits are.

This article covers the law of Manitoba.

Who can apply, and which document to ask for

Any person with a valid reason may apply for a death certificate. You do not have to be a close relative, but you should be ready to explain why you need it, such as settling an estate or closing an account.

A certified photocopy of a death registration is different. Only next of kin may obtain that. The registration is the official record of the death, and the certificate is the document most people use with banks and other institutions. If you are not sure which one an organization wants, ask them what they will accept before you order.

One important limit: documents are issued only if the death occurred in Manitoba. If your family member died outside Manitoba, how to get proof of the death depends on where it happened, so it is worth confirming the right steps with the funeral home or a lawyer.

What it costs

The fee from Manitoba Vital Statistics is $30.00 for each certificate or certified copy, and that includes the search. If you want several copies, the fee applies to each one.

Rush service is available for an extra charge. It is a 3 business day service, with delivery extra, and it adds $65 for Canada, $75 for the USA or $105 for other destinations. Rush service applies only to fully registered, ready-to-issue events. So if the death has not yet been fully registered, rush service will not speed things up.

How to place the order

Vital Statistics accepts orders in several ways:

• Online.
• In person at 254 Portage Avenue, Winnipeg, Monday to Friday, 8:30 to 4:30.
• By mail to Vital Statistics Branch, 254 Portage Avenue, Winnipeg MB R3C 0B6.
• By fax to 204-948-3128, which accepts Visa or MasterCard only.

Whichever route you choose, it helps to gather the details about the person who died and your own contact information before you start. Remember that documents are issued only if the death occurred in Manitoba. Check the Vital Statistics website for the exact information the application asks for, since the form can change.

How long it takes

Regular orders are processed in the order they are received and are sent by mail. Processing starts only after the death is fully registered. That means there can be a gap between the date of death and the date your request can even begin to be processed.

It can be helpful to ask the funeral home or Vital Statistics whether the registration has been completed, since processing starts only after the death is fully registered. If you need documents quickly, for example to deal with an urgent account or a deadline, the rush option may help once the event is fully registered. This article cannot give you a typical turnaround for regular orders, so plan with some cushion.

How many copies to get, and what to do next

There is no single right number. Many organizations want to keep the certified copy they receive, so ordering one copy for each place that needs it can save you from reordering later. Because each copy is charged separately, it is worth making a list before you apply.

Think about who is likely to ask for one:

• Banks and credit unions where the person had accounts or loans.
• Insurance companies and pension or benefit providers.
• The land titles office or a lawyer handling property.
• Government offices that pay or stop benefits.
• The person handling the estate, who may need copies when applying for a court grant.
• The final tax return. The CRA sets filing dates for someone who died: for a death between January 1 and October 31, April 30 of the following year, and for a death between November 1 and December 31, within 6 months of the date of death. If the deceased or their spouse or common-law partner was running a business, filing is due June 15 of the following year for deaths between January 1 and December 15, and the payment deadline is unchanged.

If you are the executor or are helping with the estate, keep the original paperwork together and record where each copy goes. Before any estate property is handed out, the CRA says the legal representative should obtain a clearance certificate, because distributing without one while tax is owing can make the representative personally liable up to the value of assets distributed. A lawyer or accountant can confirm the steps that apply to your estate.

Frequently asked questions