What to Do When a Citizen of Philippines Dies in United States: 5-Step Official Checklist

1. 1

   Obtain Medical Certification of Death and Coroner or Medical Examiner Clearance in the United States

   Before a funeral director can register the death or prepare the body for transport or local disposition, an authorized medical professional or county medico-legal authority must pronounce the death and certify the cause of death [1][2]:

   • Death in a hospital, nursing facility, or under hospice care: The attending physician or authorized medical staff pronounces the death, completes the medical cause-of-death certification in the state's Electronic Death Registration System (EDRS), and authorizes release of the deceased to the family's appointed funeral home [1][2]. If the death occurs at home under registered hospice care, contact the hospice nurse on duty rather than emergency services so the hospice team can pronounce the death directly [1].
   • Sudden, accidental, or unattended death outside a hospital: Call 911 immediately and do not move the body [1]. Local police and emergency medical services respond and refer sudden, unexplained, accidental, or unattended deaths to the county Coroner or Medical Examiner (for example, the Office of Chief Medical Examiner in New York City or the County of Los Angeles Department of Medical Examiner) [1][2]. The Coroner or Medical Examiner conducts an investigation or autopsy if required by state law, issues the medical cause-of-death certification, and releases the body to the appointed funeral director [1][2].
2. 2

   Check Insurance, Appoint U.S. and Philippine Funeral Directors, and Notify the Philippine Embassy or Consulate

   Do not attempt to arrange international air cargo, embalming certificates, or airport quarantine clearance independently. First verify whether existing coverage or government migrant worker assistance applies [1][5]:

   • Travel, medical, or OFW repatriation coverage: Check whether your family member had travel medical insurance, international health coverage, or employer-sponsored repatriation insurance, and contact the insurer's 24-hour assistance center before signing independent contracts. If the deceased was an Overseas Filipino Worker (OFW), contact the Migrant Workers Office (MWO) and the Overseas Workers Welfare Administration (OWWA) through the Philippine Embassy or Consulate to coordinate government repatriation and bereavement assistance [3][5].
   • Appointing a U.S. funeral home and a receiving Philippine mortuary: Appoint a state-licensed U.S. funeral home (searchable via the National Funeral Directors Association directory at +1 262-789-1880 or 800-228-6332) to coordinate local preparation and export, paired with a Department of Health (DOH)-licensed receiving funeral establishment and mortuary in the Philippines to handle airport cargo reception and local transport [4][5][7]. Clarvia provides public directory information for orientation only and does not endorse, recommend, or rank specific providers.
   • Consumer protections under the FTC Funeral Rule: Under the federal Funeral Rule enforced by the Federal Trade Commission (phone +1 877-382-4357), U.S. funeral homes must provide an itemized written General Price List (GPL) before you commit to services, quote prices by telephone on request, and allow you to select only the specific services and merchandise required [6].
   • Notifying the Philippine Foreign Service Post: Contact the Embassy of the Philippines in Washington, D.C. (Assistance-to-Nationals desk +1 202-769-8049, emergency duty officer +1 202-368-2767, civil registration email [email protected]) or the Philippine Consulate General holding consular jurisdiction over the U.S. state where the death occurred (such as New York, Los Angeles, San Francisco, Chicago, Honolulu, or Houston) [3][5]. If next of kin are located in the Philippines, they can execute a notarized Letter of Authorization / Special Power of Attorney empowering a representative in the United States or the appointed funeral home to process the consular and mortuary documents [3][5].
3. 3

   Register the Death with U.S. Vital Records and File the Consular Report of Death for the Philippines

   The death must be officially recorded in the U.S. state of death and reported to Philippine civil registry authorities so it is recognized in both countries [1][2][3]:

   • U.S. state or county Vital Records registration: The U.S. funeral director gathers the deceased's personal details and files the death certificate with the county health department or state Office of Vital Statistics / Vital Records within the statutory state deadline (typically 3 to 5 days after death) [1][2]. Request at least 5 to 10 certified copies of the official U.S. Death Certificate (explicitly showing the cause of death) through the funeral director or via the state Vital Records office listed on USA.gov (+1 844-872-4681) [1][2][3].
   • Philippine Consular Report of Death (ROD) and PSA SECPA Certificate: When a Filipino citizen dies in the United States, the death is registered for the Philippines by filing a Report of Death (ROD) (typically in four typed copies, submitted in person or notarized by mail) with the Embassy of the Philippines in Washington, D.C. or the competent Philippine Consulate General, presenting the original U.S. Death Certificate stating the cause of death, the deceased's Philippine passport (or proof of dual citizenship), and the informant's ID [3]. The Philippine Embassy or Consulate transmits the registered Report of Death through the Department of Foreign Affairs (DFA) to the Philippine Statistics Authority (PSA, central inquiry line +63 2 8461-0500) so the family can obtain an official PSA Death Certificate on Security Paper (SECPA) [3]. (Note: the 30-day Local Civil Registry Office filing of Municipal Form No. 103 applies when a death occurs domestically inside a Philippine municipality, whereas U.S. deaths are recorded via the Consular Report of Death; if a U.S. public document is presented directly in the Philippines outside the ROD channel, obtain a Hague Apostille from the U.S. state's Secretary of State [2][3].)
4. 4

   Choose Between International Repatriation to the Philippines and Local Burial or Cremation in the United States

   Your appointed U.S. funeral director and the Philippine Embassy or Consulate coordinate the permits required for international shipment or local disposition [5][7][8]:

   • Repatriating casketed (embalmed) human remains to the Philippines: The U.S. funeral home obtains the state or county Burial-Transit Permit, a notarized Mortuary Certificate confirming that the body was properly embalmed and placed in a hermetically sealed casket containing only the deceased, and a Certificate of No Contagious Disease from the local U.S. health department [5]. Submit these documents along with the certified U.S. Death Certificate, the deceased's passport, and the consignee details of the receiving DOH-licensed funeral home in the Philippines to the Embassy of the Philippines in Washington, D.C. (or regional Philippine Consulate General) at least seven (7) working days before the scheduled flight to obtain the Consular Mortuary Certificate (CMC) and Report of Death [5]. The U.S. funeral home arranges air cargo clearance with U.S. Customs and Border Protection and the airline (incorporating applicable public health rules of the Centers for Disease Control and Prevention at 800-232-4636) [7]. Upon arrival at the Philippine international airport (such as Ninoy Aquino International Airport in Manila or Mactan-Cebu International Airport), the receiving Philippine funeral provider presents the Consular Mortuary Certificate, U.S. Death Certificate, and embalming/non-contagious certificates to the Department of Health Bureau of Quarantine (BOQ, phone +63 2 5318-7500) for quarantine release and local transfer/burial permits [5][8].
   • Repatriating cremated remains (ashes) to the Philippines: If cremation takes place in the United States, apply to the Philippine Embassy or Consulate for a Consular Mortuary Certificate (or consular clearance for ashes) by submitting the certified U.S. Death Certificate, the Certificate of Cremation, a certificate confirming the urn contains only cremated human ashes, and the flight itinerary or passport copy of the person hand-carrying the urn [5]. At the Philippine port of entry, present the documents to the Bureau of Quarantine for release [5][8].
   • Local burial or cremation in the United States: If the family chooses burial or cremation in the United States, the U.S. funeral director uses the state burial-transit or cremation permit (subject to any state-mandated 24- to 48-hour waiting period and Coroner/Medical Examiner cremation clearance) to complete local interment or cremation, while the family still files the Consular Report of Death so Philippine civil records are updated [1][2][3].
5. 5

   Complete Survivor Benefits, Tax Filings, and Estate Administration in the Philippines and the United States

   With the certified U.S. Death Certificates and the Philippine Consular Report of Death (and subsequent PSA SECPA Death Certificate), complete notifications in both jurisdictions:

   • In the Philippines (SSS, GSIS, PhilHealth, Pag-IBIG, OWWA, and BIR Estate Tax):
     • Social Security System (SSS) or GSIS: For private-sector or voluntary OFW members, the person who paid the funeral expenses can claim the SSS Funeral Benefit (PHP 20,000 to PHP 60,000) [9], and eligible beneficiaries can claim the SSS Death Benefit (monthly survivorship pension or lump sum) via the My.SSS portal or any branch of the Social Security System (hotline +63 2 81455, email [email protected]) [10]. For public-sector employees or pensioners, file Funeral and Survivorship Benefit claims with the Government Service Insurance System (hotline +63 2 8847-4747) [11].
     • Pag-IBIG Fund, PhilHealth, and OWWA: Claim the deceased member's Total Accumulated Value (TAV) savings and death benefit from the Pag-IBIG Fund, notify PhilHealth, and, for eligible OFWs, file for death and burial benefits (up to PHP 100,000 for natural death or PHP 200,000 for accidental death, plus PHP 20,000 burial aid for active members) with OWWA.
     • BIR Estate Tax Return within 1 year and Extrajudicial Settlement: If the deceased left property or bank accounts in the Philippines, the heirs, executor, or administrator must file the Estate Tax Return (BIR Form 1801) with the Bureau of Internal Revenue (phone +63 2 8538-3200) within one (1) year from the date of death (6% flat estate tax on the net estate after the PHP 5,000,000 standard deduction and up to PHP 10,000,000 family home deduction) to obtain the Electronic Certificate Authorizing Registration (eCAR) [12]. If there is no will and no unpaid debts, the heirs may execute a notarized Deed of Extrajudicial Settlement of Estate (published once a week for three consecutive weeks in a newspaper of general circulation); if there is a will, file for judicial probate in the Philippine Regional Trial Court [12].
   • In the United States (SSA, VA, IRS, and State Probate Court):
     • Social Security Administration (SSA): Report the death immediately to stop monthly payments and apply for survivor benefits or the $255 one-time lump-sum death payment by calling the Social Security Administration at 1-800-772-1213 (or, if surviving beneficiaries live in the Philippines, by contacting the U.S. Embassy Manila Federal Benefits Unit at +63 2 5301-6200 or [email protected]) [13].
     • U.S. Department of Veterans Affairs (VA): If the deceased served in the U.S. Armed Forces, contact the U.S. Department of Veterans Affairs at +1 800-827-1000 (or the VA Regional Benefit Office in Manila at +63 2 8550-3888) regarding burial allowances (VA Form 21P-530EZ), headstones, and Dependency and Indemnity Compensation (DIC) [14].
     • IRS final tax return and State Probate Court: The personal representative must file the deceased's final federal income tax return (IRS Form 1040) with the Internal Revenue Service (+1 800-829-1040) by April 15 of the year following death (and Form 1041 if estate post-death income reaches $600 or more) [15]. For U.S. bank accounts and property without designated beneficiaries, file the will or petition for administration (or use a state Small Estate Affidavit if below the statutory threshold) in the county Probate Court (or Surrogate's Court) of the U.S. state of domicile [1].

Official Authorities & Verified Contacts

Official Sources Checked by Clarvia

1. [1]
   What to do when someone dies — USA.gov
2. [2]
   How to get a certified copy of a death certificate — USA.gov
3. [3]
   Report of Death Application by Mail and PSA Registration Requirements — Embassy of the Philippines in Washington, D.C.
4. [4]
   National Funeral Directors Association (NFDA) Directory — National Funeral Directors Association
5. [5]
   Shipment of Remains and Consular Mortuary Certificate Checklist — Embassy of the Philippines in Washington, D.C.
6. [6]
   The FTC Funeral Rule — Federal Trade Commission
7. [7]
   Human Remains Importation and International Transport Rules (42 CFR 71.55) — U.S. Centers for Disease Control and Prevention (CDC)
8. [8]
   Bureau of Quarantine - Human Remains Transport and Quarantine Permits — Department of Health (DOH) / Bureau of Quarantine
9. [9]
   SSS Funeral Benefit Requirements and Procedures — Social Security System (SSS)
10. [10]
    SSS Death Benefit (Survivorship Pension and Lump Sum) — Social Security System (SSS)
11. [11]
    GSIS Funeral and Survivorship Benefits — Government Service Insurance System (GSIS)
12. [12]
    Bureau of Internal Revenue Estate Tax Return (BIR Form 1801) Requirements — Bureau of Internal Revenue (BIR)
13. [13]
    Social Security Survivor Benefits and Reporting a Death — Social Security Administration (SSA)
14. [14]
    VA Burials and Memorials — U.S. Department of Veterans Affairs
15. [15]
    Filing a Final Federal Tax Return (Form 1040) for Someone Who Has Died — Internal Revenue Service (IRS)