How to Apply for a Death Certificate in Germany: Documents, Costs and Deadlines 2026

Introduction

We understand that you are going through one of the most difficult periods of your life. The loss of a loved one brings not only grief but also numerous organisational tasks — and one of the first and most important is applying for the official death certificate (Sterbeurkunde). You will need this document for virtually every subsequent step: from cancelling contracts and deregistering from the health insurance (Krankenkasse) and pension insurance (Rentenversicherung) through to settling the estate.

In this guide, we explain clearly and step by step how to apply for a death certificate at the civil registry office (Standesamt), which documents you need depending on the marital status of the deceased, how much it costs, and how long you can expect to wait. We also show you how many copies are advisable and whether an online application is possible.

Our aim is to make these formalities as straightforward as possible, so that you can focus on what matters most right now — being with your family. Alongside the official documents, many families also choose to create a digital memorial to preserve memories in one central place and share them with loved ones.

What is a death certificate and why do you need it?

The death certificate (Sterbeurkunde) is the most important official document following a death. It is issued by the civil registry office (Standesamt) and serves as the official proof that a person has died. Without this document, you cannot complete virtually any formalities — neither cancelling contracts, nor closing bank accounts, nor settling the estate.

Medical certificate of death and official death certificate — the difference

A common misunderstanding: the medical certificate of death and the official death certificate are not the same document.

• Medical certificate of death (Totenschein / aerztliche Todesbescheinigung): Issued by the doctor who certifies the death — whether the family doctor, the emergency doctor, or the out-of-hours medical service. The medical certificate documents the death from a medical perspective and forms the basis for the official death certificate.
• Official death certificate (Sterbeurkunde): Issued by the civil registry office (Standesamt) on the basis of the medical certificate. This is the civil document that authorities, banks, insurance companies and courts require as proof.

The medical certificate of death alone is not sufficient for most formalities. You need the official death certificate.

Who needs a death certificate?

The following table shows you which institutions require a death certificate and whether an original is necessary:

Note: As many institutions require an original and often retain it, we recommend ordering at least 5 to 10 copies.

Who is entitled to apply for a death certificate?

The spouse or registered civil partner, first- and second-degree relatives (children, parents, siblings, grandparents, grandchildren) and any person who can demonstrate a "legitimate interest" are entitled to apply. This includes funeral directors, landlords, estate administrators, and authorised representatives. A valid identity card is required as proof of identity.

Legitimate interest (Section 62, Civil Status Act / PStG)

The Civil Status Act (Personenstandsgesetz / PStG) sets out in Section 62 who may apply for a death certificate. In addition to direct relatives, persons with a "legal interest" may also obtain a certificate — for example:

• Funeral directors: They handle the registration and application as part of their engagement.
• Landlords: They require the death certificate to terminate the tenancy agreement.
• Estate administrators or executors of the will (Testamentsvollstrecker): For settling the estate.
• Creditors: Where there are demonstrable outstanding claims.

When the funeral director handles it on your behalf

In practice, most families instruct their funeral director to register the death and apply for the death certificates. The funeral director will need:

• A written power of attorney from you
• The identity cards of the deceased and of the person giving the instruction
• All further documents depending on marital status (see next section)

This service is generally included in the funeral director's package and can relieve you of a considerable burden during this difficult time.

Which documents do you need?

The required documents depend on the marital status of the deceased. In every case, you will need the medical certificate of death (Totenschein), the identity card of the deceased, and the birth certificate. Depending on the marital status, further documents are required, which you should gather before visiting the civil registry office (Standesamt).

Basic documents (always required)

Regardless of the marital status of the deceased, you must present the following documents:

• Medical certificate of death (Totenschein / aerztliche Todesbescheinigung) — issued by the doctor who certifies the death
• Identity card or passport of the deceased
• Birth certificate of the deceased (original or certified copy)
• Certificate of registration (Meldebescheinigung) — if no current identity document with a valid address is available
• Identity card of the person submitting the application

Additional documents by marital status

Tip: If you cannot immediately locate individual documents, inform the civil registry office. In many cases, the registration of the death can proceed first, and missing documents can be submitted subsequently. Ask your funeral director as well — they will know exactly which documents are needed in your particular case.

Applying for a death certificate — step by step

The death must be registered at the civil registry office (Standesamt) of the place of death within three working days — not at the civil registry office of the place of residence. The registration and application can be made in person, by post, or at many civil registry offices now also online. Processing typically takes one to two weeks.

Step 1 — Obtain the medical certificate of death from the doctor

Immediately after the death, a doctor must be called to officially certify the death and issue the medical certificate of death (Totenschein / aerztliche Todesbescheinigung). This is the very first step, without which nothing further can be initiated.

• Who issues the medical certificate? The family doctor, the emergency doctor, the out-of-hours medical service, or — if the death occurs in a hospital or care home — the doctor on duty there.
• Costs: Between 50 and 150 euros, depending on the time of day and day of the week. Additional charges apply at night and at weekends.
• Important: Request several copies of the medical certificate. The civil registry office requires the original; a copy can be useful for your own records.

A comprehensive checklist of all necessary steps after a death can be found in our article "What to do when someone dies — a step-by-step guide".

Step 2 — Register the death at the civil registry office (3-day deadline)

The death must be registered at the responsible civil registry office (Standesamt) no later than the third working day after the death (Section 28, Civil Status Act / PStG).

• Responsible civil registry office: The civil registry office at the place of death — not the civil registry office at the place of residence. If someone died in Munich, for example, but lived in Hamburg, the Munich civil registry office is responsible.
• Deadline: No later than the third working day after the death. Saturdays, Sundays and public holidays do not count as working days.
• Who registers? The person obliged to register the death (usually a relative) or the authorised funeral director. Hospitals and care homes also handle the registration if the death occurred there.

Tip: In practice, it is almost always the funeral director who handles the registration at the civil registry office. This is one of the most important reasons to engage a funeral home early — it relieves you during an already burdensome situation.

Step 3 — Apply for the death certificate

Together with the registration of the death, you can apply for the death certificates immediately. The civil registry office issues the certificates on the basis of the submitted documents.

• Application: In person, by post, by fax, or — depending on the civil registry office — online.
• Quantity: State the number of copies you require directly at the time of application. Ordering simultaneously is considerably cheaper than reordering later.
• Recommendation: Order at least 5 to 10 copies. Banks, insurance companies and the probate court (Nachlassgericht) typically require an original each and often do not return it.
• Free copies: Inform the civil registry office that copies for the pension insurance (Deutsche Rentenversicherung), the health insurance (Krankenkasse), and the social services office (Sozialamt) are issued free of charge.

Step 4 — Receive the death certificate

After processing by the civil registry office, you will receive the death certificates either by post or for collection in person.

• Processing time: Typically one to two weeks. In large cities such as Berlin, Hamburg or Munich, processing may take somewhat longer due to higher case volumes.
• By post: The certificates are sent by registered post.
• Collection in person: Possible at some civil registry offices and often quicker.

What does a death certificate cost?

The first death certificate typically costs 10 to 12 euros. Each additional copy ordered at the same time costs approximately 5 to 6 euros. Copies for the pension insurance, the social services office and the health insurance are issued free of charge. A reorder at a later date incurs the full price of 10 to 12 euros per copy.

Cost example

Data current as of March 2026. The exact fees may vary slightly depending on the civil registry office.

Money-saving tip: Order all required copies at the time of the initial application. The difference between 5 to 6 euros (simultaneous order) and 10 to 12 euros (reorder) adds up quickly. Also check which death certificates can be claimed free of charge.

If you are wondering whether the costs for death certificates — along with other funeral expenses — are tax-deductible, you will find the answer in our article "Deducting funeral costs from tax".

While you are dealing with the formalities — think also of the memories. A digital memorial on Kinmory preserves photographs and life stories for all family members. Find out more

Can you apply for a death certificate online?

Yes, an increasing number of civil registry offices (Standesaemter) in Germany offer the option to apply for death certificates online. The costs and processing times are comparable to an in-person application. Not all civil registry offices offer this service — check the website of your responsible civil registry office or enquire by telephone.

How the online application works

1. Visit the civil registry office website: Search for "Standesamt [place of death] Sterbeurkunde online".
2. Complete the application form: You enter the details of the deceased, your own details, and the desired number of copies.
3. Upload documents: Some civil registry offices require the upload of scans of the required documents.
4. Pay the fees: By bank transfer, credit card, or in some cases by PayPal.
5. Receive the certificates by post: The completed death certificates are sent to you by registered post.

Which civil registry offices offer online applications?

Online applications are available primarily in larger cities — including Berlin, Hamburg, Munich, Cologne, Frankfurt am Main and many others. Smaller municipalities are increasingly offering this service as well. As the availability is continually expanding, we recommend enquiring directly with the responsible civil registry office.

Important: Even with an online application, postal delivery typically takes an additional two to five working days.

International death certificate

If a German-language death certificate needs to be presented abroad, you will require an international death certificate. This multilingual certificate is issued in accordance with the ICCS Convention (International Commission on Civil Status / Commission Internationale de l'Etat Civil) and is valid in the member states without an additional translation. The cost is also approximately 10 to 12 euros.

When do you need an international death certificate?

• If the deceased held a foreign nationality and the death certificate must be presented in their home country.
• If estate matters need to be settled abroad (e.g. property, bank accounts).
• If a burial abroad is planned.

Apostille and legalisation

For countries that are not party to the ICCS Convention, the death certificate may need to be authenticated through an apostille (for countries that are party to the Hague Convention) or a legalisation (for all other countries).

• Apostille: Issued by the responsible regional court (Landgericht) or district government (Bezirksregierung). Cost: approximately 15 to 25 euros.
• Legalisation: Must be processed through the Federal Office for Foreign Affairs (Bundesamt fuer Auswaertige Angelegenheiten) and the relevant embassy or consulate of the target country. The process can take several weeks.

Death of a German national abroad

If a German national dies abroad, the death is first certified by the local authorities. This foreign death certificate can subsequently be re-registered in Germany as well — either through the German embassy or consulate abroad, or through the Civil Registry Office I in Berlin (Standesamt I in Berlin), which is responsible for civil status cases abroad.

Frequently Asked Questions

How many death certificates should I order?

Order at least 5 to 10 copies. Banks, insurance companies and the probate court (Nachlassgericht) each require originals. Ordering simultaneously is cheaper — approximately 5 to 6 euros per additional copy rather than 10 to 12 euros for later reorders. Copies for the pension insurance (Rentenversicherung) and health insurance (Krankenkasse) are issued free of charge.

How long does it take to receive a death certificate?

After submitting all documents to the civil registry office (Standesamt), the certificate is typically issued within one to two weeks. In large cities such as Berlin, Munich or Hamburg, it may take somewhat longer. If you instruct your funeral director to handle the registration, they can often expedite the process.

What is the difference between a medical certificate of death and an official death certificate?

The medical certificate of death (Totenschein) is issued by the doctor who certifies the death and documents it from a medical perspective. The official death certificate (Sterbeurkunde) is a civil document issued by the civil registry office (Standesamt) on the basis of the medical certificate. For authorities, banks and insurance companies, you need the official death certificate — the medical certificate alone is not sufficient.

Can I reorder death certificates at a later date?

Yes, death certificates can be reordered from the responsible civil registry office (Standesamt) at any time — even years after the death. The cost for a reorder is 10 to 12 euros per copy, regardless of the quantity ordered. You simply need proof of identity and a legitimate interest.

Who handles the registration at the civil registry office if I cannot do it myself?

In most cases, the funeral director registers the death at the civil registry office (Standesamt) and also applies for the death certificates on your behalf. They will need a written power of attorney and the required documents of the deceased. Other authorised persons or institutions such as hospitals and care homes can also carry out the registration.

Summary

• Register the death within 3 working days: The responsible office is the civil registry office (Standesamt) at the place of death (not the place of residence).
• Order 5 to 10 copies: Banks, insurance companies and courts each require originals. Ordering simultaneously saves money.
• Costs: First death certificate approximately 10-12 EUR, each additional copy ordered simultaneously approximately 5-6 EUR. Copies for the pension insurance, health insurance and social services office are free of charge.
• Processing time: Typically one to two weeks.
• The funeral director can help: Most funeral directors handle the registration and application on your behalf — an important way to ease the burden.
• Online application: Now possible at many civil registry offices in Germany.
• Gather documents early: Different documents are required depending on marital status — prepare these before visiting the civil registry office.

Note: The information in this article is intended for general guidance and does not constitute legal advice. Fees and regulations may vary depending on the civil registry office. Data current as of March 2026.

Related Articles

• What to do when someone dies — a step-by-step guide
• Deducting funeral costs from tax 2026
• Finding a funeral director — what to look for
• Cemetery obligation in Germany — what is permitted?

Preserve the Memory for All Time

Create a digital memorial on Kinmory — add photographs, videos, and the life story of your loved one. A QR code for the gravestone is included.

Create a memorial