Of all the steps in an international repatriation, consular paperwork is the one families are least prepared for. It is also the step most likely to set the schedule.
What a consulate does
A consulate is the destination country’s official representative in the United States. Many countries ask that their consulate review or authorize certain documents before remains may enter their territory. The consulate may ask for the death certificate, the burial-transit permit, identification of the deceased and the family, and sometimes a statement about the cause of death or the preparation of the remains.
Why the details vary
Each consulate has its own process, hours, fees and staffing, and these can change. Some work by appointment, some by mail, and some accept documents electronically. Because of this, two cases for neighboring countries can follow very different timelines. Starting early and keeping documents accurate is the best way to avoid delay.
Documents the consulate may ask the family for
- Identification of the person who has died.
- Identification of the family member making the request and, if required, a statement of relationship.
- Contact details for the receiving funeral home or family at the destination.
- Original or certified copies of the death certificate and permit.
Translations
Some consulates require documents to be translated into their language. See Document Translations for Destination Countries for what to expect.
Working with the family
We tell you what is requested and help you provide it in the right form, so that you are not sent back and forth between offices. In South Florida, much of our work involves the Caribbean, Central and South America and Europe, and we pay attention to how each destination’s consular process is changing over time. For regional overviews, see Repatriation to the Caribbean, Repatriation to Latin America and Repatriation to Europe.
No guarantees
Approval is decided by the consulate, not by us or the funeral home. We prepare the documents carefully and follow up, but we cannot guarantee any outcome or processing time. If you are not sure which consulate to contact, the destination country’s foreign ministry website is the authoritative place to start.
A consular process at a glance
| Stage | What usually happens | How to prepare |
|---|---|---|
| Identify the consulate | Find the correct office for the destination country. | Check the foreign ministry website. |
| Gather documents | Death certificate, permit, identification, family details. | Check names and dates. |
| Submit | By appointment, mail or electronically, depending on the consulate. | Ask about fees and accepted forms of payment. |
| Review | Consulate reviews and may ask for corrections. | Respond quickly to questions. |
| Authorization | Consulate issues its approval or stamps documents. | Make copies for everyone who needs them. |
What delays consular approval
- Documents with errors or missing signatures.
- Missing or uncertified translations.
- Appointment availability.
- Holidays, national and local, at the consulate.
- Questions about family relationships or identity.
Consulate, embassy and honorary consul
A consulate handles services in a specific region, an embassy is the main diplomatic mission, and some countries have an honorary consul in places where they have no full consulate. Which office handles repatriation documents varies, so we confirm the correct one for each country.
Preparing a clean submission
Consulates see many cases, and a clean, complete submission moves faster than one that needs questions. Before documents go in, check that every name and date matches, that copies are legible, that translations are attached if required and that the fee is ready in the accepted form. Include a cover note if the consulate accepts one, with the contact details of the family and the receiving funeral home. These small steps reduce back-and-forth.
What if the consulate asks for something unexpected?
It happens. A consulate may ask for an additional certificate, a letter from the family or a document from the destination. Do not guess. Ask the consulate to state the request in writing, tell us, and we will help you work out how to provide it. If the request seems to conflict with what you were told earlier, we raise it politely and ask for clarification.
Questions to ask when you contact the consulate
- Which office handles repatriation of remains for my area, and what are its hours?
- Is an appointment required, and how far ahead are appointments available?
- Which documents must be originals, and which can be certified copies?
- Are translations required, and in what format?
- What are the fees, and how are they paid?
- How will the authorization be delivered, and who may collect it?
Write the answers down and share them with your coordinator. Consulates occasionally update their procedures, so ask for the date of the information you are given and confirm it again if some time passes before you submit.
Frequently asked questions
Do I have to go to the consulate in person?
It depends. Some consulates accept documents by mail or through an agent, others require an appointment. We tell you what is required.
Is there a fee?
Many consulates charge fees, and the amounts differ and may change. Ask for the current amount.
What if my country has no consulate near me?
The consulate that serves your region will handle the case, and in some cases you may use mail or an authorized agent.
Can you speak to the consulate for us?
We coordinate with them on the documents and follow up. Some matters, such as a statement of relationship, must come from the family.
How long does approval take?
It varies by consulate and cannot be guaranteed by us or anyone else.
Who can sign a statement of relationship?
Usually the family member making the request, sometimes before a notary. The consulate will say what it requires.
Does the consulate have to approve every shipment?
Not every country requires it. We confirm for each destination.
Keep reading
- How International Repatriation from Florida Works, Step by Step
- Documents Typically Needed to Ship Human Remains
- Document Translations for Destination Countries
- Repatriation to the Caribbean: General Considerations
- Repatriation to Latin America: What Families Should Prepare
- Repatriation to Europe: General Considerations
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 international repatriation 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.