Notifying the State Department when someone dies
Family member is responsible for notifying the State Department
OverviewWhen someone dies
Overseas Citizens Services
Phone+1-202-501-4444
Toll-Free1-888-407-4747
WebsiteVisit website→
Hours24 hours a day, 7 days a week
Passport Vital Records Section (CRDA Copies)
Phone202-485-8300
Mailing Address
U.S. Department of State, Passport Vital Records Section, 44132 Mercure Cir., PO Box 1213, Sterling, VA 20166-1213
WebsiteLearn about benefits→
Overseas Citizens Services (Emergency)
Phone+1-202-501-4444
Toll-Free1-888-407-4747
Timeline
4 to 6 months for CRDA issuance; 4 to 8 weeks for certified copy requests after receipt (mailing time of up to 4 weeks not included)
WebsiteLearn more →
Hours24 hours a day, 7 days a week
Verified Jul 2026
When someone dies, the U.S. Department of State (State Department) must be notified. The family member is responsible for notifying the State Department.
Notification deadline: As soon as possible; CRDA processing takes 4 to 6 months.
Steps to take
Steps for notifying the State Department and applying for survivor benefits:
1
Contact the U.S. embassy or consulate (if not already notified):
- •From the U.S. or Canada: call 1-888-407-4747
- •From abroad: call +1-202-501-4444
- •Both lines are available 24 hours a day, 7 days a week
2
The consulate issues a Consular Report of Death Abroad (CRDA). Processing takes 4 to 6 months depending on the country. A foreign death certificate or local finding of death is required.
3
Decide on disposition of remains:
- •Repatriation to the United States (family pays all costs)
- •Local burial in the country of death
- •Local cremation in the country of death
- •The consulate provides lists of local funeral homes
4
If repatriating remains, the following documents are prepared:
- •Consular Mortuary Certificate (prepared by the consular officer)
- •Local death certificate (issued by local authorities)
- •Affidavit from the local funeral director confirming casket contents
- •Transit permit from local health authorities
5
Handle the deceased's personal effects and estate abroad:
- •The consulate may serve as provisional conservator if no legal representative is in-country
- •Submit Form DS-5511 (Affidavit for the Surviving Spouse or Next of Kin) for release of small estates
- •The consulate can inventory and ship personal effects using estate funds
6
Cancel and return the deceased's U.S. passport:
- •Mail the valid passport, a certified copy of the death certificate, and a letter requesting cancellation and either return or destruction of the passport
- •Send to: U.S. Department of State, Consular Lost and Stolen Passport Unit (CLASP), 44132 Mercure Circle, PO Box 1227, Sterling, VA 20166-1227
- •This is a different office and PO Box than the Passport Vital Records Section that issues CRDA copies (PO Box 1213)
- •After the passport is canceled, it is returned to the family if requested in the letter
7
Request certified copies of the CRDA:
- •Submit a notarized Form DS-5542 with front and back copies of valid photo ID
- •Include $50 per copy (check or money order payable to U.S. Department of State)
- •Optional 1-2 day delivery within the U.S. available for an additional $22.05; First Class Mail is included at no extra charge
- •International requesters: records are sent to the nearest U.S. embassy or consulate for pickup
- •Mail to: U.S. Department of State, Passport Vital Records Section, 44132 Mercure Cir., PO Box 1213, Sterling, VA 20166-1213
- •Processing takes 4 to 8 weeks after receipt (mailing time of up to 4 weeks is not included)
- •CRDAs from 1975 onward are available; for earlier records, contact the National Archives and Records Administration
- •Apostilles are available for CRDAs issued within the last five years ($50 fee with the same documentation)
Required Documents
- Foreign death certificate or local finding of death
- Deceased's U.S. passport (submitted with the death certificate for cancellation and return)
- Signed letter requesting cancellation and return or destruction of the deceased's passport
- Form DS-5542 (Request for Copy of CRDA) — notarized
- Front and back copies of valid photo ID (driver's license, passport, or military ID)
- Form DS-5511 (Affidavit for Surviving Spouse or Next of Kin) — for estate release
- Payment of $50 per certified copy (check or money order payable to U.S. Department of State); optional $22.05 for 1-2 day delivery within the U.S.
Timeline
4 to 6 months for CRDA issuance; 4 to 8 weeks for certified copy requests after receipt (mailing time of up to 4 weeks not included)
Survivor benefits
Consular Report of Death Abroad (CRDA)
The U.S. embassy or consulate issues a Consular Report of Death Abroad, which serves as proof of death for settling estates in the United States. The CRDA is an official document with the same legal standing as a domestic death certificate for most purposes. Available as a paper document or as an e-CRDA (PDF with digital signature from the consular officer and digital seal from the embassy or consulate). Apostilles are available for CRDAs issued within the last five years.
Eligibility: Next of kin or legal representative of a deceased U.S. citizen who died abroad; not issued for legal permanent residents
Amount: $50 per certified copy; optional 1-2 day delivery within the U.S. for an additional $22.05
How to apply: The consulate initiates the CRDA after a death is reported; certified copies can be requested by submitting a notarized Form DS-5542 with front and back copies of valid photo ID and payment to the Passport Vital Records Section
Learn more →Repatriation of Remains
The consulate assists with arranging the return of the deceased's remains to the United States, including coordinating with local funeral homes and preparing required documents. The State Department cannot pay for repatriation — all costs are the family's responsibility. Families may also choose local burial or cremation abroad. Entry into the U.S. requires documents confirming the deceased did not die from a quarantinable disease; see CDC guidelines on importation of human remains.
Eligibility: Family or legal representative of a deceased U.S. citizen who died abroad
How to apply: Coordinate with the U.S. embassy or consulate in the country where the death occurred
Learn more →Provisional Conservatorship of Personal Effects
When no legal representative is present in the country, a consular officer may serve as provisional conservator of the deceased's estate abroad. The officer can take possession of and inventory personal effects, appraise the estate, and pay local debts using estate funds. Officers cannot take possession of dangerous, illegal, or bulky items, withdraw bank funds, or cash checks.
Eligibility: Estates of U.S. citizens who died abroad with no legal representative in-country
How to apply: Handled automatically by the consulate; Form DS-5511 (Affidavit for the Surviving Spouse or Next of Kin) may be required for release of small estates when no will exists
Learn more →Frequently asked questions
Local hospitals or police notify the nearest U.S. embassy or consulate. Consular officers attempt to locate and notify the next of kin. The consulate assists with issuing a Consular Report of Death Abroad, arranging repatriation of remains or local burial, and handling personal effects.
A CRDA is an official administrative report of death issued by the U.S. Department of State that serves as proof of death for settling estates in the United States. It has the same legal standing as a domestic death certificate for most purposes. It is available as a paper document or as an e-CRDA (a PDF with a digital signature from the consular officer and digital seal from the embassy or consulate). Processing takes 4 to 6 months depending on the country.
Call Overseas Citizens Services at 1-888-407-4747 (from the U.S. or Canada) or +1-202-501-4444 (from abroad). Both lines are available 24 hours a day, 7 days a week. Provide the deceased's name, location, and any details you have.
When no legal representative is in-country, a consular officer may serve as provisional conservator. The officer can inventory personal effects, appraise the estate, and pay local debts using estate funds. Officers cannot take dangerous or illegal items, withdraw bank funds, or cash checks.
Embalming may not be required if a death certificate accompanies the remains stating the cause was not a communicable disease, and the remains are shipped in a leak-proof container. However, local governments abroad may prohibit shipment of unembalmed remains. Requirements vary by country and airline. The consulate can advise on local requirements.
Yes. The CRDA serves as proof of death for estate settlement, insurance claims, and other legal purposes in the United States. It provides essential facts about the death and is an official U.S. government document.
Return it to the State Department for cancellation. Mail the valid passport, a certified copy of the death certificate, and a signed letter requesting cancellation and either the return or destruction of the passport to the Consular Lost and Stolen Passport Unit (CLASP), 44132 Mercure Circle, PO Box 1227, Sterling, VA 20166-1227. This is a different office and PO Box than the Passport Vital Records Section that issues CRDA copies. If the letter requests it, the canceled passport is returned to the family, which can be useful as an identity record when settling the estate.
The State Department only maintains CRDA records from 1975 onward. For deaths before 1975, contact the National Archives and Records Administration (NARA) to request records.
After completing the notification process, eligible survivors can apply for 3 benefits through the State Department. Each benefit has its own eligibility requirements and application process.
Keep copies of all documents submitted to the State Department. Original documents submitted for verification are typically returned after processing.
Overseas Citizens Services
Phone+1-202-501-4444
Toll-Free1-888-407-4747
WebsiteVisit website→
Hours24 hours a day, 7 days a week
Passport Vital Records Section (CRDA Copies)
Phone202-485-8300
Mailing Address
U.S. Department of State, Passport Vital Records Section, 44132 Mercure Cir., PO Box 1213, Sterling, VA 20166-1213
WebsiteLearn about benefits→
Overseas Citizens Services (Emergency)
Phone+1-202-501-4444
Toll-Free1-888-407-4747
Timeline
4 to 6 months for CRDA issuance; 4 to 8 weeks for certified copy requests after receipt (mailing time of up to 4 weeks not included)
WebsiteLearn more →
Hours24 hours a day, 7 days a week
Verified Jul 2026