Registering a death

Whilst the registration system we use has improved, there are still intermittent technical problems which may mean your appointment may take longer than usual or the registrars may need to complete a manual registration.

All death registrations are continuing to be completed over the telephone between a registrar and a qualified informant. The death must be registered within 5 days (unless the coroner is involved) and the registrar cannot delay the registration to another time.

Our phone number will come up as a private number so please answer it. If we try to contact you to make the appointment and have no response, we will not necessarily be able to call back the same day to arrange an appointment.

The registrar may call you at any time in the day to arrange a telephone death appointment with you. We are currently booking telephone death appointments several days in advance due to the increase in deaths. For your appointment, please be aware that you will need to be in a quiet area, as you will need to listen to the registrar read the information back to you, so you can be sure the information recorded is correct.

To assist us in knowing the informants contact details and for us to arrange a telephone appointment please complete this form and email to registrars@southampton.gov.uk. We will only be able to contact you to arrange the appointment if the surgery/hospital has already sent us the medical certificate.

Please remember to ensure the hospital or GP surgery has electronically sent us the medical certificate or the Coroner has confirmed they have sent us the documentation. Please ensure that a valid contact number is included.

We appreciate your patience during this time.

Who can register a death?

You can register the death if you are:

  • A relative
  • Someone who was present at the death
  • An administrator at the hospital
  • The person making the arrangements with the funeral directors

Register a death in Southampton

Deaths are required by law to be registered within five days in the town where they occur, unless there is to be a coroner’s post mortem, inquest or other coroner involvement, even if this is not where the person lived. Southampton Registration Services strive to achieve this goal.

If the death you wish to register occurred at one of the following locations you should register the death with Southampton Register Office:

  • Southampton General Hospital
  • Royal South Hants Hospital
  • Spire Southampton Hospital
  • A death occurred at a home address within the Southampton City Council boundary. This is essentially postcode areas SO14–SO19. However, there are some exceptions, so please check with the local authority of the area where you should register the death

All face to face appointments to register a death have now ceased during the current pandemic situation. Currently all registrations will be completed via a telephone conversation between a registrar and qualified informant. To arrange a telephone appointment please complete this form and email to registrars@southampton.gov.uk. Please remember to ensure the hospital or GP surgery has electronically sent us the medical certificate or the Coroner has confirmed they have sent us the documentation. Please ensure that a valid contact number is included. A registrar will call you and complete the registration.

Register a death in Hampshire

If the death occurred at one of the locations listed below you will need to register the death in the Hampshire registration district:

  • Countess Mountbatten House, West End
  • Hythe
  • Totton
  • Eastleigh

Register a death in Hampshire

A death registration appointment lasts approximately 30 minutes.

If you are not able to register the death in the town it occurred you can make a declaration of the facts at any Register Office in England or Wales. Using this process may delay the funeral arrangements. There is no charge for registering a death by declaration at another office.

What documents you will need

You will need to take the medical certificate showing the cause of death (signed by a doctor) with you.

If available, it is useful to take the deceased person's:

  • Birth certificate
  • Proof of current address
  • Driving licence
  • Marriage or civil partnership certificate
  • NHS medical card
  • Passport
  • It will also help if you can take supporting documents that show your name and address.

What the registrar will need to know

You will need to be able to tell the registrar details of the deceased's:

  • Full name at the time of death
  • Names previously used, for example, maiden name
  • Date and place of birth
  • Last address
  • Occupation
  • Full name, date of birth and occupation of any surviving or late spouse or civil partner
  • State pension or any pension from Government funds such as Civil Service pension, if applicable

During the registration we will also set up the Tell Us Once service for you, which reports a death to most government organisations in one go.

Documents that are issued

After the registration is complete you will be issued with the following documents.

A Certificate for Burial or Cremation (the ‘green form’) which the funeral director will need to arrange the funeral. In some cases the Coroner may have already issued the necessary certificate

At the time of the registration, you will be able to purchase any death certificates that you require for notifying such businesses as banks, solicitors, and insurance companies. The current statutory fee is £11.00 per certificate. Payment can be made by cash or debit/credit card. You can order further certificates after the registration

Further information

Further information on registering a death and wills, probate and inheritance is available on the GOV.UK website. Register with the Deceased Preference Service to stop any mail.

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