Families often ask for a single list of documents. The honest answer is that it depends on the route, but a few documents come up again and again. This guide explains each one and who normally provides it.

Documents common to most shipments

Death certificate. The starting point for nearly everything else. See Why Death Certificates Matter in Funeral Shipping.
Burial-transit permit. Authorizes the movement and final disposition of the remains. In Florida, the funeral director who first takes custody obtains it, as described in What Is a Burial-Transit Permit?.
Identification. The identity of the deceased and, for some destinations, of the family member making the arrangements.
Funeral home or embalming records. Many carriers and countries ask for proof of how the remains were prepared.

Additional documents for international shipments

Consular documents. Many countries ask their consulate to review or authorize documents before remains may enter. See Consular Documents for International Repatriation.
Translations. Documents may need to be translated into the destination country’s language, and the U.S. rules for imports require an English translation of foreign death certificates. See Document Translations for Destination Countries.
Airline paperwork. The carrier will have its own acceptance checklist and air waybill requirements.

Documents when remains are brought into the United States

The U.S. Centers for Disease Control and Prevention publishes its rules for importing human remains. In general, remains for final resting must be accompanied by a death certificate stating the cause of death, with an English translation attested by a person licensed to perform legal acts in the country where the death occurred, though cremated or embalmed remains have different conditions. Read the CDC’s page directly for the current rules, and see Shipping Human Remains Into the United States.

Who provides what

The funeral home and the office that issues death certificates provide the certificate itself and the burial-transit permit. The family usually provides identification and, where needed, proof of relationship. The consulate issues its own authorization. A shipping coordinator tracks all of it, checks that names and dates match across documents, and tells you what is still missing.

A practical tip

Ask the funeral home early how many certified copies of the death certificate to order. Different parties may each need one, and ordering extras at the start is easier than going back later.

A document checklist

Document	Who usually provides it	Notes
Death certificate	Funeral home and the vital records office	Order several certified copies.
Burial-transit permit	Funeral director, issued by the registrar or health department	In Florida, obtained before final disposition and within five days after death.
Identification of the deceased	Family	A passport or other official ID; names must match.
Consular authorization	Consulate of the destination country	Required by many, not all, countries.
Translations	Qualified translator	Format and certification vary by destination.
Embalming or preparation record	Funeral home	Carriers and countries may ask for it.
Certificate of cremation	Crematory	Needed when cremated remains are shipped.
Airline paperwork	Coordinator and the carrier	Air waybill and acceptance checklist.

Common document problems

Names spelled differently on different documents.
Dates or places of birth that do not match.
Documents that are photocopies when originals or certified copies are needed.
A translation that lacks the required certification.
Documents delivered to the airline after the cut-off time.

What to do if something is missing

Tell the coordinator right away. Many problems, such as a name error, can be corrected, but corrections take time, so it is better to find them early. If a document is not available at all, there may be an alternative. The CDC, for example, describes a Consular Mortuary Certificate that a U.S. embassy or consulate can provide when a death certificate is not available for remains being imported.

Original, certified copy or photocopy?

Not every document has to be an original. Some parties accept a clear copy, some want a certified copy and a few require the original. When you are asked for a document, ask which form is needed. If you are unsure, keep the originals safe and provide certified copies, which are issued by the office that created the record. Never send an original that you cannot replace without confirming that it will be returned.

Keeping a document folder

Keep every document in one folder, on paper and as scans on your phone. Label each one and note the date you received it. When someone asks, you can find it in seconds. Share scans with your coordinator by a secure method; we can tell you how. A tidy folder saves hours at moments when time is short.

Frequently asked questions

Which document should I get first?

The death certificate. Almost everything else depends on it.

How many copies do I need?

Ask the funeral home. Several parties may each need a certified copy, and ordering extras early is easier than going back.

Does a cremated shipment need fewer documents?

Often, but not none. A certificate of cremation and a death certificate are commonly requested.

Do all countries require consular documents?

No. Many do, and requirements change, which is why we confirm for each destination.

Can you obtain the documents for us?

We coordinate them and tell you who must provide which one. Some, such as the death certificate and the permit, are issued only through the funeral home and the official offices.

Can I send documents by phone photo?

For some steps a clear photo is enough to start, but the official party may later ask for the original or a certified copy. Ask which form is needed.

Who holds the originals during shipping?

Usually they travel with the remains or are provided to the receiving funeral home, depending on the destination. We confirm the arrangement for your case.

Keep reading

Sources

Need help?

Funeral Shipping coordinates domestic and international funeral shipping, including the supporting documents, 24 hours a day, 7 days a week. Learn more about our shipping process and documentation services, request a quote, or call 786-565-9525.

This article is general information, not legal advice. Requirements vary by destination, carrier and circumstances and can change. Always confirm current rules with the relevant authority, and note that no timing or outcome is guaranteed.

Documents Typically Needed to Ship Human Remains