The death of someone close to you can be particularly distressing and the steps between death and burial or cremation can feel overwhelming. The following information provides an overview of the death registration process in Wales and guidance about what to expect when someone dies. 

Step One – Before a Death can be Registered

A qualified clinician (for example a doctor, nurse or paramedic) will verify that the person has died. How this happens may depend on the person’s location at the time of death. A doctor who has seen them during life (Attending Practitioner) will then refer the death to either His Majesty’s Coroner for investigation, or the Medical Examiner Service for Wales for independent scrutiny.

There are several reasons why a death may need to be referred to and investigated by the Coroner, including accidents, trauma, self-harm or simply where the cause of death is unknown. Most deaths do not need to be referred to the Coroner, and even when the Coroner does need to be informed, this does not always mean there is a problem or that a post-mortem is needed.

If the death does not need to be referred to the Coroner, the doctor must draft a Medical Certificate of Cause of Death and send this, along with details of the next of kin and copies of the medical notes to the Medical Examiner Service.

Step Two – The Medical Examiner Service for Wales

The Medical Examiner Service provides independent scrutiny of all deaths that occur in Wales that are not referred directly to the Coroner for investigation. It aims to improve public safety, ensure death certificates are accurate, as well as avoid unnecessary distress for bereaved persons.

When scrutinising a death, the Medical Examiner Service will review the medical records and consider if there were problems with any of the care provided to the deceased. During this process, the Medical Examiner Service will also speak to the next of kin or family to explain the cause of death and answer any questions they may have.

Any concerns raised by the next of kin or family will be referred to the care provider or the Coroner for further investigation if required.

Step Three – Referring the Death to the Registrar

Once the Medical Examiner Service has scrutinised the death and the doctor has completed the Medical Certificate Cause of Death, the certificate will be countersigned by the Medical Examiner and sent electronically to the Registrar in the local authority area (district) where the death occurred. The Medical Examiner Service will also share the contact details for the next of kin or family to allow the Registrar to plan for the death to be registered.

Step Four – Registering the Death

Once the Registrar has received the Medical Certificate of Cause of Death, an appointment can be made to register the death. The Registrar aims to register the death within five days of receiving the Medical Certificate Cause of Death from the Medical Examiner Service.

Step Five – Planning the Funeral

Funeral planning can start before the death has been registered and families can speak to the Funeral Director to arrange to see their loved ones before burial or cremation, where it is possible to do so. Once the death has been registered, the Registrar will issue a green form which confirms that the Funeral Director can proceed with the burial or cremation.

Death Certification Timescales in Wales

Everyone in the death certification process will work together to ensure that a death can be registered at the earliest opportunity and to avoid delays wherever possible. However, matters such as access to medical records, contact with families, seasonal demands and further investigation by the Coroner may impact on timeliness.

The aim is for death certification to be completed within nine days however please note that in some circumstances this may take longer, for example where the cause of death is complex, or information has not been made available in a timely manner.

Additional Information

Regardless of the reason that someone has died, coming to terms with what has happened can be particularly difficult. People experience grief differently and some may want or need additional support during this time. Further information about help and support can be found on your local health board website.

The UK Government website includes a detailed guide about the additional steps that need to be taken when someone dies, including notifying relevant government departments and dealing with the estate of the deceased.

1. A doctor will liaise with the Medical Examiner and the Medical Certificate Cause of Death (MCCD) will then be scanned and emailed to the Register Office. There is no need to collect this.
   

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2. Once the MCCD has been received the Registrar will contact you to arrange a death registration appointment. 
   
   You are legally required to register a death within five days from when the Medical Examiner has issued the MCCD.
   
   If you haven’t heard from the Registrar, you can phone 01352 703333.
   

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3. The cost of each death certificate is £12.50.
   

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4. You can find industry inspected local funeral directors on The National Association of Funeral Directors (NAFD) website. Alternatively, you can contact the NAFD by phone on 0121 711 1343.
   

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5. During the death registration appointment, the Registrar will issue a form for burial or cremation to you, or alternatively send the form by email to your chosen funeral director or burial society. The funeral director will then arrange the burial or cremation in consultation with you.
   

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6. If your loved one dies in hospital, they will be taken to a mortuary either at the hospital or in another location such as a funeral home. The bereavement team within the hospital will let you know where your loved one has been taken.
   
   If the death took place outside of Flintshire, you will need to contact the Register Office for the area in which the death took place. You can find the relevant Register Office by entering the postcode of the place of death on www.gov.uk

1. If your loved one dies at home, please call your GP or out-of-hours service. They will arrange verification of death and liaise with the Medical Examiner.
   
   If the death is unexpected, please phone 999. The operator will provide instructions on what you need to do. The police and trained clinicians will come to your house and submit a sudden death report.
   

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2. You should contact your chosen funeral director to arrange the collection of your loved one.
   
   You can find industry inspected local funeral directors on The National Association of Funeral Directors (NAFD) website. Alternatively, you can contact the NAFD by phone on 0121 711 1343.
   

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3. A doctor will liaise with the Medical Examiner and the Medical Certificate Cause of Death (MCCD) will then be scanned and emailed to the Register Office. There is no need to collect this.
   

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4. Once the MCCD has been received the Registrar will contact you to arrange a death registration appointment.
   
   You are legally required to register a death within five days from when the Medical Examiner has issued the MCCD.
   
   If you haven’t heard from the Registrar, you can phone 01352 703333.
   

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5. The cost of each death certificate is £12.50.
   

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6. During the death registration appointment, the Registrar will issue a form for burial or cremation to you, or alternatively send the form by email to your chosen funeral director or burial society.
   
   The funeral director will then arrange the burial or cremation in consultation with you.

In preparation for the death registration appointment please make sure you know the information listed below. You might find it helpful to write it down in advance, or have documents such passport, birth certificate, and marriage certificate (if applicable) on hand.

• Details of the spouse/civil partner of the deceased (if applicable)
• First name, middle names (if applicable) and surname
• Date of birth
• Occupation
• Whether they are retired

The following information will also be required for government statistics:

• Was the deceased single, married, widowed, divorced, a civil partner, surviving civil partner or former civil partner?
• Is their spouse or civil partner still alive? If so, what is their date of birth?
• How long did they stay in hospital or in another establishment prior to their death?
• Was the deceased under 75?
• What industry did they work in and what position did they hold?
• Did they get a pension paid from government funds? This includes the civil service, teachers, armed forces and war widows. This does not include the state pension or pension credit.
• The deceased NHS number from their medical card (if available).

Once the registration has been completed you will be asked to sign the entry. It is important that the information recorded is as accurate as possible as the correction of errors discovered after the register has been signed may cause delay, and incur costs.

The Registrar will issue a green form to give to the funeral director. If the death has been referred to the coroner and the funeral is a cremation, the equivalent form will be sent by the coroner to your funeral director.

A white BD8 form which is to be completed and sent by you to the Department of Work and Pension to stop state pension and other benefits being paid. This also notifies the Department of Work and Pension that a surviving spouse / civil partners' circumstances have changed.