Where to look for death certificates online
Most death certificates are held by the state or county where the death occurred, and many of those offices now let you view or order them through their websites. The fastest route is usually the vital records office in that state — search "[state name] vital records" plus "death certificate" to find the right department and their online portal.
Some states run their own searchable databases where you can look up a death record by name and date. Others require you to fill out an order form on their website and pay a fee (usually $15 to $30) to have a certified copy mailed to you. A few states do not yet offer online ordering at all, which means you would need to call or mail a request.
County health departments and county clerk offices sometimes maintain their own records separate from the state system, especially for older deaths. If the state vital records office does not have what you need, the county where the death happened is your next stop.
Key Takeaways
- Death certificates are held by the state vital records office in the state where the death occurred, and most states now let you search or order them online.
- Some states have free searchable databases; others require you to pay a fee and submit an order form through their website.
- County health departments and clerk offices sometimes keep separate records, especially for deaths that happened many years ago.
- You will need the person's full name, date of death, and place of death to search most systems.
- Certified copies ordered online typically arrive by mail within one to three weeks.
What information you need to search
To find a death record online, have ready the person's full legal name (including middle name if you know it), the date of death, and the city or county where the death occurred. If you do not know the exact date, knowing the month and year is often enough to narrow the search.
Some state databases also ask for the person's age at death, date of birth, or the name of a surviving family member. The more details you can provide, the easier it is to find the right record if the name is common.
Free searchable databases versus paid orders
A handful of states — including California, Colorado, Florida, and New York — maintain free, searchable online databases of death records. You can look up a name and see whether a record exists without paying anything. However, these databases usually show only basic information like the person's name, date of death, and age. To get the full certificate with details like cause of death, you still need to order an official copy.
Most other states require you to order a certified copy through their vital records office website. You fill out a form, pay the fee (typically $15 to $30 per copy), and the office mails it to you. Some states let you order multiple copies at once, which can save money if you need more than one.
A few states still do not offer online ordering. In those cases, you can call the vital records office or mail a written request with payment. Turnaround time is usually longer — two to four weeks instead of one to two.
How long it takes to receive a certificate
If you order online and the state processes orders electronically, you can expect the certificate to arrive by mail in one to three weeks. Some states offer rush processing for an extra fee (usually $10 to $25), which can cut that time in half.
If you order by phone or mail, or if the state processes orders by hand, allow four to six weeks. The clock starts from the day the office receives your request, not the day you submit it online.
What to do if you cannot find the record online
If a state database does not return results, the record may be filed in a different county than you expected, or it may be too old or too recent for the online system. Call the state vital records office directly — they can search their full database and tell you whether the record exists and how to order it.
For very old deaths (before 1900 in many states), records may be held by the county clerk or a historical society rather than the state vital records office. The state office can usually point you in the right direction.
If the person died in another country, you would need to contact the vital records office in that country. The U.S. State Department website has links to vital records offices in many countries.
Who can order a death certificate
Most states restrict who can order a certified copy of a death certificate. Usually, when ready family members (spouse, parent, child, sibling) can order without restriction. More distant relatives and other people may need to show a reason — for example, settling an estate, claiming life insurance, or handling legal matters.
Some states let anyone order a death certificate if the death happened more than a certain number of years ago (often 50 or 75 years). Check your state's vital records website for the specific rules, or call the office to ask whether you can order.
Frequently Asked Questions
Can I view a death certificate online without ordering a copy?
In states with free searchable databases like California and New York, you can look up whether a record exists and see basic information at no cost. However, you cannot view the full certificate online — you must order an official copy to see details like cause of death. Most states do not offer free viewing of the full document.
How much does it cost to order a death certificate online?
Most states charge $15 to $30 per certified copy ordered through their website. Some states charge less for uncertified copies (which are not official but may work for some purposes). Rush processing, if available, usually costs an extra $10 to $25. Check your state's vital records website for the exact fee.
What if the death certificate has a different spelling of the name?
If you find a record with a slightly different spelling, call the vital records office to confirm it is the right person before ordering. They can compare details like date of birth and place of death. Once you order, you will receive the official certificate as it was filed, even if the spelling differs from what you expected.
Can I order a death certificate for someone who is not a family member?
It depends on your state and your reason. Most states allow when ready family to order without restriction. If you are not family, you may need to show a legitimate reason — such as settling an estate or handling legal matters — and provide documentation. Call your state vital records office to ask whether you can order and what you need to provide.
How long do I keep a death certificate?
Keep certified copies of a death certificate permanently. You may need them for settling an estate, claiming life insurance, updating property titles, or other legal matters that can arise years later. Store them in a safe place, such as a safe deposit box or fireproof safe at home.