Death Certificate Application Process on e-Citizen

ByWavelink

Applying for a death certificate in Kenya has become easier with the integration of Civil Registration Services on the e-Citizen platform. This online process mainly serves deaths that occurred in Nairobi County and helps families obtain official records without repeated visits to government offices.

Requirements Before You Apply

To start the death certificate application on e-Citizen, you need an active e-Citizen account registered with your ID number, email, and mobile phone. You also require a burial permit or notification of death, the deceased’s ID or passport, and your own ID as the applicant. Ensure you know the deceased’s full name, date of death, place of death, and burial permit number, as these details must match the records held by Civil Registration.​

Currently, the online “Current Death Certificate” service is limited to deaths that occurred within Nairobi County, while applicants from other counties must generally use local Civil Registration offices or Huduma Centres. For late registration (after six months) or deaths that occurred abroad, additional documents and manual processes are required.

Step-by-Step Application on e-Citizen

  1. Visit the e-Citizen website
    Go to ecitizen.go.ke and log in to your account using your ID/email and password. If you do not have an account, click “Create Account” and follow the prompts to register, then verify via SMS or email.

  2. Open Civil Registration Services
    On the dashboard, scroll to “Civil Registration Services” and click it. Select the option for “New Death Certificate” or “Current Death Certificate – Nairobi County,” depending on what is displayed in the portal.

  3. Choose type of application
    Select “New Death Certificate” for first-time registration, or “Replacement Death Certificate” if you are applying for another copy of an already issued certificate. Indicate the county of death (currently Nairobi for the online service) and the number of copies you want.​​

  4. Fill in the deceased’s details
    You will be directed to an online form requesting information such as:

  • Full name of the deceased

  • Date of death and place of death (hospital, home, etc.)

  • Gender and age/approximate age

  • Burial permit or notification number

  • Relationship of applicant to the deceased (relative, employer, etc.)​​

Confirm that all names and dates match the burial permit and any hospital records to avoid rejection or delays.​

  1. Upload supporting documents
    Scan and upload clear copies of:

  • Burial permit or notification of death

  • Deceased’s ID or passport (front and back where applicable)

  • Applicant’s ID (your national ID card)

These documents are mandatory for current deaths and for most late registrations.​​

  1. Review and submit
    Preview all the information you have entered, correct any errors, and then submit the application. Once submitted, you will be given an invoice through the system.​​

  2. Make payment online
    Pay the required fee through the available e-Citizen payment options (often mobile money, card, or bank). Historically, standard death certificate fees have been around KES 100–140 per copy online, with additional convenience charges, though actual amounts are as displayed on your invoice at the time of application.​

  3. Processing and collection
    After successful payment, the application is processed by the Civil Registration department. For Nairobi applications, processing often takes a few working days, after which you receive an SMS or email notification indicating where to collect the printed death certificate (for example, ACK Bishop Plaza/Registrar of Births and Deaths or designated Civil Registration offices).​​

Special Cases: Late Deaths and Deaths Abroad

For late registration of deaths (more than six months after death), you typically need extra documents such as a medical record, sworn affidavit from a relative, a letter from the assistant chief, and possibly a police report for unnatural deaths. These applications may attract higher fees and are often completed partly or fully at Civil Registration offices.​

For Kenyans who died abroad, the applicant usually visits the Central Records Registry at Sheria House with documents like the deceased’s passport/ID, medical certificate of cause of death, travel documents used to transport the body, and any foreign death certificate. A special form (such as BDA2) is used to register the death locally before a Kenyan death certificate is issued.​​

Tips for a Smooth e-Citizen Application

  • Ensure all scanned documents are clear and readable.

  • Double-check the spelling of names and dates against the burial permit.

  • Keep your phone on and accessible for payment confirmations and SMS alerts.

  • If applying from outside Nairobi, confirm whether you must use a physical Civil Registration office or Huduma Centre for your situation.

Using e-Citizen for the death certificate application process reduces queues, speeds up access to vital documents, and makes it easier for families to handle legal and administrative matters after a bereavement.

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