Distinguish medical certification, death registration and certified copies before making applications. Matching each document to the correct office can avoid unnecessary return visits.
Three documents or processes with different purposes
Families often call every document a death certificate. Record its formal name and source instead. For an eligible natural-death case, a registered doctor issues Form 18 for registration; it is not the certified copy obtained afterwards.
- Form 18: the Medical Certificate of the Cause of Death issued by the doctor.
- Death registration: the Immigration Department records the death using the required information.
- Certified copy: a certified copy of the death entry, obtained and retained according to the receiving institution's requirements.
- BDR41 and BDR62: forms for a search of death records and an application for a certified copy respectively; check the official instructions for their use.
Documents and offices
| Document or process | Responsible party | Where to enquire | Purpose |
|---|---|---|---|
| Medical Certificate of the Cause of Death, Form 18 | Issuing doctor or hospital. | As directed by the doctor or hospital. | Supports registration; not a certified copy. |
| Death registration | Immigration Department. | Designated Deaths Registry or eligible online service. | Creates the formal death entry. |
| Search of death records, BDR41 | Immigration Department. | Births and Deaths General Register Office or designated service point. | Searches records under the official procedure. |
| Certified copy application, BDR62 | Immigration Department. | Births and Deaths General Register Office or designated service point. | Provides evidence required by receiving institutions. |
Check the latest Immigration Department information or case notice before travelling. These services are not necessarily available at the same office.
The 14-day point for natural deaths
For an ordinary natural-death case, a relevant relative or person with knowledge of the death should register it within 14 days. Nominate one person to submit documents and a backup contact. Do not apply the ordinary route automatically if police, the Coroner or another authority is still handling the case. Record the reference and next update time. Confirm whether Form 18 is available; identify who will keep originals and receive replies; list the deceased's and applicant's identification documents; and leave uncertain details for the registry to clarify rather than guessing from memory. The formal office names and services should be checked against current Immigration Department information.
Choose the office by the document, not your address
Deaths Registries, the General Register Office and online services have different functions. Start an enquiry with the document name—Form 18, BDR41 or BDR62—rather than simply asking for a death certificate. Ask whether the particular case qualifies for online service. Keep originals and photocopies in separately labelled folders, check originals are returned after handover, and record the date of each answer. Update one checklist if further documents are requested.
Order copies according to actual needs
List the banks, insurers or other institutions that have confirmed their requirements, with a separate column for enquiries still pending. Do not guess a quantity in advance. For example, Mr Wong separates Form 18, registration and copy requests into three columns. His sister keeps the originals; he supplies copies only where requirements are confirmed and marks the rest for follow-up.
Printable document checklist
- Record each document's formal name and issuing source.
- Appoint a submitter and backup contact.
- Separate originals, copies and outstanding documents.
- List institutions with confirmed copy requirements.
- Record the next instructions from the office or online service.
Cremation forms and niche applications follow separate requirements. Use the first-72-hours guide if you need to understand where registration fits into the wider sequence.
Frequently asked questions
Is the doctor's certificate the death certificate used later?
Form 18 is medical certification of the cause. Institutions may instead require a certified copy of the registered death entry.
Does every relative need to apply separately?
A designated family member can usually coordinate applications and custody. Confirm individual eligibility and authorisation with the Immigration Department.
Can registration proceed before another authority replies?
Do not assume it can. Follow the notification where police, the Coroner or another authority is involved.
How many certified copies should we obtain?
Ask the institutions that need them first and keep a record to avoid duplicate applications or lost originals.
Related guides
- Booking a Cremation: FEHB 135, Documents and Time Slots
- Applying for a Public Niche in 2026: Monthly Allocation, Eligibility and Documents
- What to Do After a Death in Hong Kong: The First 72 Hours
Contact Tim Fat Funeral
For help organising the next steps, contact Tim Fat Funeral on our 24-hour telephone 8209 9774 or WhatsApp 6238 4028. Share the family's wishes and confirmed arrangements so we can help coordinate the practical details. Religious rites should be agreed with the officiant; family and regional customs may differ.