How to Order a Death Certificate in Manitoba: Cost and Who Can Apply

When someone dies, you will quickly find that banks, insurers, government offices and other institutions want proof of death. A death certificate is usually the document they ask for, and executors, administrators and close family are often the ones who have to get it.

This article explains who can apply in Manitoba, what it costs, how rush service works and the ways to place an order. It covers the certificate itself and does not cover probate fees or how long estate steps take.

This article covers the law of Manitoba.

Who can apply, and what you can get

Any person with a valid reason may apply for a death certificate. You do not have to be a relative, but you should be ready to say why you need it.

A certified photocopy of the death registration is different. Only next of kin may obtain that. If you are an executor or friend who is not next of kin, ask a family member to apply for the photocopy, or check with Vital Statistics about what you can receive.

Manitoba Vital Statistics issues documents only if the death occurred in Manitoba. If the person died elsewhere, you will generally need to contact the records office in that place.

What it costs

The fee is $30.00 for each death certificate or certified copy, and that includes the search. If you expect to deal with several institutions, think about how many originals you may need before you order.

Rush service is available. It takes 3 business days, with delivery extra, and adds $65 for delivery in Canada, $75 for the USA or $105 for other destinations. Rush service applies only to events that are fully registered and ready to issue.

Four ways to order

• Online through Manitoba Vital Statistics.
• 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, using Visa or MasterCard only.

Regular orders are processed in the order they are received and mailed to you. Processing starts only after the death is fully registered. That means a very recent death may not yet be ready, even if you apply right away.

Why you will need it for the estate

Institutions rely on a certificate to confirm that the death has happened and has been officially recorded. This matters for many estate tasks, such as closing accounts or dealing with property.

It matters even more when someone was acting under a power of attorney. A power of attorney ends when the person who gave it dies. After that, the attorney no longer has that authority, so institutions will want proof of death before dealing with anyone else.

Other tasks often follow. Funeral and burial can be arranged by the executor, next of kin or a friend, and the estate pays. A final tax return is also needed. For a death between January 1 and October 31, the CRA says to file and pay by 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 from January 1 to December 15, and the payment deadline is unchanged.

The CRA says the legal representative should obtain a clearance certificate before distributing assets. Distributing without one while tax is owing can make the representative personally liable up to the value of assets distributed. What each bank or office will accept can differ, so ask each one what it requires before you order.

What to do next

• Confirm that the death occurred in Manitoba.
• Decide whether you need a certificate, a certified photocopy of the registration, or both, and who in the family is next of kin.
• Estimate how many copies you need, at $30.00 each.
• Choose how to order: online, in person, by mail or by fax.
• Decide whether rush service is worth the extra cost, remembering that it applies only to fully registered events.
• Keep the deceased's personal papers together, since they can help identify next of kin.

If the family is unsure who should act as executor or administrator, or if there is a dispute, a lawyer can explain your options. The Public Guardian and Trustee describes itself as an administrator of last resort, acting only when no one else is willing, capable and appropriate. To ask about a deceased estate, call the PGT office, say it is about a deceased estate and give the deceased's last name.

Frequently asked questions