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Official Website

of the Commonwealth of Pennsylvania

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    Local registrars are appointed by the Department of Health to provide local, in-person services to funeral directors to register death events and issue certified copies of death certificates and permits for disposition/transit. All local registrars are required to file deaths that are reported electronically through the Vital Records Management System (VRMS) and on our paper "Certificate of Death" H105.143. Local registrars are authorized to issue death certificates for the first 90 days after the report of death is filed, and after a death that was pending investigation is finalized.

    To find the local registrar in your district, please download our List of Local Registrars. Interested in becoming a local registrar? Learn more.

      A registration district is typically comprised of several municipalities in a geographic area. There are currently over 150 registration districts in Pennsylvania. The number of registration districts per county is based on the population, typical number of death events reported annually, and the geographic footprint. The current list of registration districts per municipality and county may be downloaded here.

      Local registrars are responsible for:

      • reviewing the report of death provided by a funeral director or person acting as such to verify that the report is complete and accurate;
      • promptly registering complete reports;
      • issuing disposition/transit permits;
      • fulfilling funeral director orders for death certificates;
      • collecting the death certificate fee on behalf of the Commonwealth; and
      • receiving, reviewing and transmitting to the Department, paper reports submitted on the "Certificate of Death" H105.143 and “Report of Fetal Death” H105.024 reporting forms.

      In addition to the registration and issuance functions described above, local registrars are responsible for the timely submission of monthly reports and certificate fees, and for the proper use, reconciliation, and storage of security stock.

      The local registrar must provide their own office space, equipment, and general office supplies.  Office equipment and resources includes a computer, printer, secured file cabinet, email account, and internet access.  Recommended computer specifications are available upon request. Security stock and disposition permits are provided by the Commonwealth. Office space may be within the local registrar’s residence but must be located within the registration district.

      The local registrar must post and maintain consistent, routine business hours, as well as offer emergency coverage by appointment outside of normal business hours.

      Local registrars are prohibited from disclosing any information contained in a vital record, except through issuance of death certificates to the funeral director in accordance with the local registrar procedure manual. Any other requests for information or issuance must be referred to the Department.

      Upon request, this information can be provided in hard copy.

      Individuals interested in being considered for appointment as a local registrar should submit a resume and letter of interest to the Department at the address below. Submissions will be acknowledged in writing and will be kept on file if the district is not currently vacant. The local registrar must provide full-service operations in the registration district that they serve. If the desired registration district is different than the candidate’s residence, the desired district and proposed office location should be included in the interest letter.

      Please refer to the “List of Local Registrars” linked above for district vacancy status.

      Submit resumes and letters of interest to:
      Bureau of Health Statistics and Registries
      Division of Vital Records
      Attn:  Local Registrar Unit
      PO Box 1528
      New Castle, PA 16103
      Email:   ra-dhdvrlrsupport@pa.gov

      Local registrars act on the Department’s behalf, and so candidates must meet all qualifications and abide by all restrictions set forth by statute, regulation, or the Advisory Health Board. Appointed registrars must perform the duties assigned to them and conduct themselves in a manner that fosters public confidence in the integrity of the Department and the Vital Events Registry, and avoid conflicts of interest that could affect, or which could be perceived to affect, the fair, honest and impartial discharge of official duties. Conflicts of interest refer to any situation that may provide a private benefit, financial or otherwise, to the local registrar or an affiliated person or entity. This includes, but is not limited to, holding an active funeral director license in Pennsylvania, being an immediate family member of a licensed funeral director, or being employed by a funeral home, whether paid or unpaid. Candidates must disclose all potential conflicts.