Death Registration in New Zealand: BDM28, the 3-Day Deadline and Getting a Death Certificate

Death registration in New Zealand is a legal obligation, and there's a hard deadline attached to it. Once a body has been buried or cremated, the death must be registered with the Department of Internal Affairs — Births, Deaths and Marriages (BDM) — within three working days. This isn't a formality you can defer while you're managing everything else. Getting it right quickly matters, because almost nothing else in the estate process can move until you have a registered death certificate in hand.

Here's exactly what the process involves.

The 3-working-day rule and what triggers the clock

The three-working-day window starts from the date of disposal — that is, burial or cremation — not from the date of death. This distinction is important if there's any delay in the funeral itself, for example because a coroner is involved (more on that below).

"Working days" excludes weekends and public holidays. If someone dies on a Thursday and is cremated the following Tuesday, you have until Thursday of that week to file.

In practice, when a funeral director manages the process, they handle registration as part of their standard service. It rarely requires any effort from the family beyond providing accurate information. But if you're arranging a family-managed or DIY funeral, or simply want to understand what's happening, knowing the timeline helps you stay on top of it.

The BDM 28 form — who completes it and how

The BDM 28 is the "Notification of Death for Registration" form. This is the document that officially records the death with the state.

When a funeral director is involved, they file the BDM 28 electronically through BDM's online system. They handle this routinely and will gather the necessary details from the family — full name, date of birth, occupation, place of death, parents' names, and so on.

If the family is managing the funeral without a funeral director — which is legal in New Zealand — the BDM 28 must be completed on paper and submitted to BDM along with the original medical certificate. You cannot file the BDM 28 online if you're handling the funeral yourself. The paper form is available from BDM or via a local registrar.

What documents you need: HP4720, HP4721, or Cor3

The BDM 28 cannot be submitted on its own. It must be accompanied by one of three documents, depending on the circumstances of the death:

HP4720 (Medical Certificate of Cause of Death) — Used for adult deaths where a health practitioner (doctor or nurse practitioner) attended the deceased. The attending practitioner completes this form directly. It's the most common scenario for deaths in hospice, hospital, or at home under medical care.

HP4721 (Fetal/Neonatal Death certificate) — Used when a baby is stillborn or dies shortly after birth. The attending health practitioner completes it.

Cor 3 (Coroner's Authorisation for Release of Body) — Used when the Coroner has been involved. No burial or cremation can legally proceed until the Cor 3 has been issued and received by the funeral director or family. Once it is, the BDM 28 can be filed using it in place of an HP4720.

If none of these documents have been received, the funeral cannot proceed. This is a common source of anxiety when the Coroner is investigating — see our guide on coroner involvement in NZ for what to expect in that situation.

Registration is free — but the death certificate isn't

Registering the death with BDM costs nothing. The registration itself is free.

What families often don't realise is that a death certificate is a separate step, and it does cost money. A certified copy of the death certificate costs around $33 per copy (check the current BDM fee schedule, as fees are periodically reviewed). You order these through the BDM website or via a registrar.

This might seem like a minor point until you realise how many copies you actually need.

Why you need multiple certified copies of the death certificate

A single death certificate will not get you through the estate process. Each institution you deal with typically wants its own certified copy — they won't accept photocopies, and some won't return originals.

Here's a realistic list of who will ask for one:

• Banks and credit unions — each institution holding accounts in the deceased's name
• KiwiSaver provider — to process a withdrawal or transfer to the estate
• IRD (Inland Revenue) — to close the deceased's tax file and file a final tax return
• Insurance companies — life insurance, income protection, health insurance policies
• High Court — if you're applying for a grant of probate or letters of administration
• Work and Income NZ — to cancel any benefits and, if relevant, claim survivor payments
• Real estate and land titles — if property is being transferred

Most families order between four and six certified copies upfront. It's cheaper and faster to order them in one go than to go back for individual copies as each need arises.

myTrove — the free portal to notify multiple agencies at once

Once you have a death certificate, one of the most practical tools available is myTrove (mytrove.co.nz). This is a free government-linked digital portal that lets you notify multiple agencies simultaneously in a single session.

Through myTrove you can notify:

• Inland Revenue (IRD)
• Department of Internal Affairs (DIA)
• Participating banks and financial institutions

Rather than calling each organisation separately, repeating the same information, and tracking who's been contacted, myTrove centralises the notification process. Not every bank participates, but coverage has grown substantially. Check the myTrove website for a current list of participating institutions.

You'll need the death certificate and some basic details about the deceased. The process is straightforward and can save hours of administrative work during an already difficult period.

Special cases: neonatal deaths and deaths overseas

Neonatal deaths — When a baby who was born alive later dies, or in the case of stillbirth, registration uses the HP4721 form. For babies who were born alive and then died, the birth itself must also be registered if it hasn't been already. The Smart Start website (smartstart.services.govt.nz) provides guidance on registering these events together. One detail to know: on the birth certificate, the word "deceased" appears in brackets beside the child's name. This is intentional — it prevents the certificate from being misused later for identity theft.

Deaths overseas — If a New Zealand citizen dies abroad, the death will typically be registered in the country where it occurred, under that country's laws. The New Zealand High Commission or Embassy in the relevant country can assist with repatriation paperwork. You'll need the foreign death certificate apostilled or legalised to use it in NZ. The body cannot be repatriated until all paperwork — including any overseas coronial or police clearances — is complete.

Checklist: death registration in NZ

• Confirm whether a funeral director is handling registration or whether you're filing as a family
• Obtain HP4720, HP4721, or wait for Cor 3 (depending on circumstances)
• BDM 28 filed within 3 working days of burial or cremation
• Order multiple certified death certificates from BDM
• Use myTrove to notify IRD, DIA, and participating banks simultaneously
• Retain copies of all registration documents for the estate file

If you're managing a NZ estate and want a clear picture of what's legally required — from death registration through to estate distribution — our New Zealand Funeral Laws & Consumer Rights Guide walks through the full process in plain language.

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