Register a death
What you need to know
When someone passes away, it can be an incredibly difficult and emotional time. There are many decisions to be made, often under challenging circumstances.
This guide is designed to support you through the process, offering clear and thoughtful information to help you navigate what comes next. We hope it provides some comfort and clarity during this time of personal loss.
What happens first
The Medical Examiner will review all deaths that don’t require a post mortem or inquest. They’ll receive the Medical Certificate of Cause of Death from the doctor and may speak with both the doctor and the family to confirm the cause of death. If needed, they’ll also liaise with the coroner.
Next steps
Once the Medical Examiner has completed their checks, their team will email the Medical Certificate of Cause of Death directly to the Register Office.
You’ll receive a text message to let you know when this has been done.
It is taking on average 5 days for Medical Examiner to scrutinise deaths and prepare the paperwork for the Registrar.
The Register Office who will then contact you to arrange an appointment. On average it is taking 7 days from date death to date of registration.
Booking your appointment
As soon as we receive the paperwork, we’ll contact the next of kin to arrange a registration appointment.
If the death occurred in the Wakefield district, you will be able to register in person at one of the offices:
Wakefield Register Office
Wakefield Town Hall
Wood Street
Wakefield
WF1 2HQ
Pontefract Registration Office
Town Hall
Bridge Street
Pontefract
WF8 1PG
If it is difficult for you to get to an office in the district where the death occurred, you can make a declaration at another Register Office in England and Wales
Please be mindful that registration by declaration means that you will not receive any death certificates or funeral paperwork on the day of your appointment, as the paperwork will need to be sent on to the relevant district, and you would need to contact them at a later stage to obtain this paperwork.
This could cause delays in dealing with the deceased's funeral arrangements and estate.
No record of the death will be held at the office where a death declaration has been attested – all paperwork must be obtained from the district where the death occurred.
To discuss registering a death by declaration please contact us on 0345 485 2888.
Where to register
A death must be registered in person at the Register Office in the district where the death occurred.
Timeframe for Registration
A death must be registered within five days of the registration service receiving the paperwork. This deadline can be extended if the coroner is involved or in exceptional circumstances.
If you haven’t heard from us
If you’re the next of kin and haven’t heard from us within 2 days of receiving confirmation from the Medical Examiner, please call us to check we’ve received the paperwork and to book your appointment.
If we haven’t received it, you may need to contact the Medical Examiner or the doctor to follow up and ask them to send it to us.
What happens if the death is referred to the coroner
Sometimes, a death needs to be looked into by the Coroner. This might happen if the cause of death isn’t clear or if certain circumstances apply.
After the Coroner’s Investigation
Once the Coroner has finished their investigation, they will contact you and send written confirmation to the Register Office so the death can be officially registered.
If an Inquest Is Held
If the Coroner holds an inquest (a formal investigation into the death) the death will be registered after the inquest is complete. You don’t need to book an appointment to register the death.
If you wish to buy death certificates you can order these online on our Ordering a certificate page, or contact us by telephone.
You can use the coroners court Diary to check availability of the coroner and see the upcoming hearings and appointments.
To learn more about what Coroner's do, visit our Role of the Coroner page.
Your appointment to register a death
Where and When
When we contact you, we’ll arrange an appointment at either our Wakefield or Pontefract office.
You’ll receive a confirmation email with the details.
Please Arrive on Time
The appointment lasts around 30 minutes.
If you’re late, we may not be able to see you, so please arrive promptly.
What You’ll Need
The registrar will ask for some key information to register the death.
Find a list of what’s needed on our Annex A Informants list
An accessible version of this document is also available.
You don’t need to bring documents, but the following may be helpful:
- passport and/or birth certificate
- proof of address (e.g. utility bill)
- Deed Poll (if applicable)
- NHS Medical Card
- Marriage or Civil Partnership Certificates (including any from previous relationships)
What You’ll Receive
After the registration, the registrar will give you:
- Form 9 (Green Form) – This is needed for funeral arrangements and should be passed to your funeral director
- Death Certificates – These can be purchased at the appointment for £12.50 each. Please pay by debit or credit card
- Tell Us Once information - this is a free service that helps notify government and council departments about the death. You will get a unique reference number to use the service online or by phone. This will be a nine-digit code
For more information you can watch our short video explaining the service, or visit the GOV.UK Tell Us Once web page.
Correcting a death registration
If you notice a mistake after the death has been registered, you can apply to have it corrected.
What you need to do
1. Contact Us First
Speak to us about the type of correction needed and how to apply.
2. Complete an application form
You’ll need to explain:
- what the error is
- how it happened
You’ll also need to provide documents showing the correct information.
Visit the GOV.UK Application form to correct details on a death registration page
3. Pricing
The price for this service will be:
- £83 or £99 depending on the type of correction
- £12.50 per copy of the corrected certificate (if you choose to buy one)
4. Return any certificates
If you’ve already bought death certificates, you’ll need to return them so they can be destroyed.
Ordering death certificates
You can order copies of the death certificate online via our Ordering a certificate page or you can call us at 0345 4 852 888 and we’ll help you place an order.
Please note copies of the certificate can only be purchased once you have attended to register or been informed by the Coroner that the inquest has been complete.
Baby loss certificate
If you experienced a pregnancy loss before 24 weeks, you can request a commemorative certificate in memory of your baby.
Registering a stillbirth
If your baby was stillborn, a doctor or midwife will issue a Medical Certificate of Stillbirth.
You must register the stillbirth within 42 days in the district where it happened.
What Happens Next:
Once we receive the certificate, we’ll contact you to arrange an appointment.
If you haven’t heard from us within 2 days of the birth, please call 0345 4 852 888.
Who Can Register a Stillbirth?
Married Parents
Either parent can register.
Unmarried Parents
The father’s details can be included if:
- he attends the appointment with the mother, or
- he provides a statutory declaration (please contact us for the form)
If neither parent can attend, please contact us for advice.
What You’ll Be Asked at the Appointment
You’ll need to confirm:
- details of the stillbirth (date, place, and name if you wish to give one)
- mother’s details:
- full name (including maiden name if applicable)
- date and place of birth
- occupation (or last occupation)
- usual address
- date of marriage (if married to the baby’s father)
- Father’s details (if included):
- full name
- date and place of birth
- occupation (or last occupation)
What You’ll Receive
- a Certificate of Registration
- a certificate of registration will be issued, free of charge, to the person who registers the stillbirth
- a Certificate for Burial or Cremation
- the registrar will issue a certificate for the burial or cremation of the sill born child. The certificate is normally passed to the funeral director who is making the arrangements
- a funeral cannot take place until this certificate is given to the burial authority or the crematorium. If there is a delay to the registration, it is possible for a certificate for burial to be used before registration provided the stillbirth does not need to be reported to the Coroner a certificate of cremation cannot be issued before the registration
- Certificate of Still Birth which can be purchased at £12.50. Please note this can only be purchased at the time of registration from Wakefield Registration Service
Bereavement Support
You can speak to your GP, midwife, or health visitor for support.
You may also find help through support groups like:
SANDS (Stillbirth and Neonatal Death Society)
- helpline: 020 7436 5881
- website: www.uk-sands.org
Emergency out-of-hours service
If you need urgent burial documents or need to move a body out of England:
- available Sundays and Bank Holidays, 9am to 10am (excluding Christmas Day)
- call Wakefield Council Contact Centre: 0345 8 506 506
- see our leaflet: Guidance for Bereaved Families