Death certificate; forwarding

Death certificate (for the first post-mortem examination)

The death certificate records the initial post-mortem examination. The purpose of the initial post-mortem examination is to establish the fact of death, the manner of death and the cause of death. The death certificate must also contain this information, in addition to personal details. Issuing the death certificate is not a mere formality. There is a special duty of care when certifying death. The issuance of the death certificate determines whether the body is released for burial or whether further investigations are required in the event of an unnatural death. At the same time, the quality of the statistics on causes of death depends on a thorough initial post-mortem examination.

The set of forms for the death certificate comprises a non-confidential section (pages 1 and 2) and a confidential section 1 and 2 (pages 1–5 each).

The doctor performing the first post-mortem examination fills in the death certificate, separates sheet 2 of the non-confidential part (purple) and places the carbon copies of the confidential part in the envelopes provided.

Sheet 1 of the non-confidential part (grey) is submitted to the relevant registry office together with the brown envelope containing sheets 1-3 of the confidential part. As a rule, this is done by the next of kin, an authorised undertaker or the death institution. After the death has been notarised, the registry office forwards sheets 1-3 of the confidential part to the health authority at the place of death. Sheet 1 of the non-confidential part of the death certificate remains in the original in the second file of the registry office.

The responsible health authority checks the death certificate for completeness and plausibility, sends the copies intended for the cancer registry at the Bavarian State Office for Health and Food Safety and for the State Office for Statistics and stores the remaining forms.

Sheet 2 of the non-confidential part remains with the deceased as a transport document and, in the case of cremation, is kept in the crematorium in accordance with the retention periods applicable there. In all other cases, sheet 2 is kept in the cemetery provider's records for the duration of the resting period.

Sheet 4 of the confidential part is intended for the second post-mortem examination and in the event of a post-mortem examination and is placed in the envelope provided for this purpose together with the unfilled post-mortem examination certificate and the unfilled certificate of the second post-mortem examination (see below). The envelope is sealed and also remains with the deceased.

Sheet 5 of the confidential part is intended for the doctor's personal records.

If there are indications of a non-natural death, if the manner of death is unknown or if the body of an unknown person is found, the entire death certificate including the non-confidential part must be handed over to the police. The non-confidential part of the death certificate may only be handed over to the person responsible for the funeral if the public prosecutor's office has authorised the funeral in writing.

Certificate of the second post-mortem examination

If cremation is planned for the deceased, a second post-mortem examination must be carried out before cremation in the crematorium. From the point of view of the prosecution authorities, the second post-mortem examination prior to cremation is not only desirable in terms of establishing nationwide uniformity and thus simplifying procedures, but it is also an important element in improving the detection of homicides that might otherwise remain undetected. The (re)introduction of the second post-mortem examination prior to cremation can, among other things, prevent traces of a criminal offence that may have been overlooked during the first post-mortem examination from being permanently and irretrievably destroyed by the cremation of the corpse. In addition, the second post-mortem examination should be a control instrument. The general possibility of a second post-mortem examination - and thus also a review of the first post-mortem examination - is intended to encourage the doctors performing the first post-mortem examination to take particular care.

The set of forms for the second post-mortem examination includes a certificate of the second post-mortem examination (sheets 1-4).

The doctor performing the second post-mortem examination sends sheet 1 of the completed certificate to the health authority at the place of death. Sheet 2 of the certificate is kept at the crematorium or remains with the body if it is transported abroad. Sheet 3 of the certificate is intended for use in the event of an autopsy. Sheet 4 of the certificate and sheet 4 of the confidential part of the death certificate are intended for the doctor's personal records.

If there are indications of a non-natural death or if the manner of death is unclear, sheets 1, 2 and 3 of the certificate, sheet 4 of the confidential part of the death certificate and the incomplete sheets 1 to 3 of the post-mortem certificate must be sealed in envelope 2 and handed over to the police.

If no second post-mortem examination takes place, the unopened envelope 2 remains in the cemetery provider's records for the duration of the resting period.

Provisional death certificate

If a doctor who is assigned to treat emergencies (e.g. an emergency doctor) is called in for the post-mortem examination, this can be limited to issuing a provisional death certificate. This merely states the death, the time of death, the condition of the corpse and the external circumstances.

However, the prerequisite is that the emergency doctor has not previously treated the deceased person and that it is ensured that another doctor will make the missing findings.

The provisional death certificate is not to be passed on to the registry office.

Post-mortem certificate

The post-mortem doctor receives the sealed envelope containing sheet 4 of the confidential part of the death certificate (see above) and the unfilled post-mortem certificate together with the deceased. He or she notes on the post-mortem certificate the cause of death determined by the post-mortem examination and other significant illnesses and forwards the post-mortem certificate to the public health department without delay.

Mortuary passport

A corpse passport is required if a body is being transported to another country or through a country that requires one (see under "Related topics").