New Policy Grants Faster Access to Certified Death Certificates — Even When Cause of Death Is Pending
The West Virginia Department of Health (DH) has taken a compassionate and practical step to serve grieving families across the state. In a move that modernizes public health services and reduces delays in critical processes, the Department announced a significant policy update: families will now be able to obtain certified death certificates even when the cause and manner of death are still listed as “pending.” This change is effective immediately and is being implemented by the West Virginia Health Statistics Center.
This update represents a significant improvement in access to vital records, enabling families to handle time-sensitive matters such as funeral planning, estate administration, and legal or financial transactions without waiting weeks or even months for medical investigations to be completed.
A Timely Change for Families in Need
After losing a loved one, families are often faced with a list of responsibilities, many of which require a certified death certificate to proceed. Whether it’s securing burial or cremation services, processing life insurance claims, accessing pensions, or executing wills, this document is essential.
Until now, many West Virginians have had delays due to pending determinations by medical examiners. These delays could be caused by toxicology tests, autopsy results, or investigations, which may take several weeks to complete. In the meantime, families were often stuck, unable to settle financial matters or even schedule funeral services.
What’s Changing and Why It Matters
Previously, the state required that the cause and manner of death be finalized before a certified death certificate could be issued. This meant that if an autopsy or further review was needed, the death record remained incomplete and thus unavailable to families in official form. Under the new policy, as outlined in West Virginia Code of State Rules § 64-32-15, certified death certificates can now be issued even if the cause or manner of death is still pending. These records will include:
- Full legal name of the deceased
- Date of death
- Place of death
- Other vital information
- A note that the cause and/or manner of death is “pending”
These certificates remain fully legal and recognized for most purposes, including insurance, banking, and legal proceedings. This update doesn’t affect the accuracy or integrity of the final record; once the official cause and manner are determined, families can request an updated version if needed.
How to Order a West Virginia Certified Death Record
The Department of Health has also simplified the ordering process, making it more flexible and offering several convenient options for requesting certified copies of death records. Here’s how:
1. In Person
Residents can visit the walk-up window at the Vital Registration Office in Charleston. The office is open Monday through Friday, 8:30 AM to 5:00 PM. Staff are on-site to assist visitors through the process and address any questions they may have.
2. By Mail
To order by mail, download and complete an application form from the West Virginia Department of Health website. Include a copy of your valid ID and the payment.
Mail the request to:
Vital Registration Office
West Virginia Department of Health
350 Capitol Street, Room 165
Charleston, WV 25301-3701
3. Online or By Phone
Certified copies can also be requested online through vendors like Vital Records Online (VRO) or by calling the Vital Records Office directly for information. This method is ideal for individuals who may not be able to travel or require expedited service.
Supporting Families When It Matters Most
This change is more than a technical policy update; it reflects the West Virginia Department of Health’s commitment to supporting its citizens in obtaining their vital records during important life events.
By shifting to a more family-centered approach, the Department is demonstrating that it understands the real-world needs of residents and their access to vital records. Certified death certificates with pending cause of death are already valid in most legal and administrative contexts, and this change aligns the state’s practices with what is legally permissible and practically beneficial.
Need Help?
Navigating the process of requesting a death certificate can feel daunting, especially in the aftermath of loss. There are services, such as VRO and the West Virginia DHHR, that are available to guide families through each step of the death certificate process. Whether you’re unsure how many copies you need, what documentation to bring, or how to pay, help is only a click or visit away.
Residents can also find clear instructions, downloadable forms, and vendor information online at the West Virginia Department of Health’s Vital Records page.
A Forward Step for Families and the Future
By allowing certified death certificates to be issued even when the cause of death is pending, West Virginia is helping families move through challenging transitions with less administrative burden and more dignity. The Department of Health’s broader efforts to modernize vital records access, including electronic payments and expanded ordering options, show a continued focus on meeting people where they are.