Where to order a death certificate

You order a death certificate from the vital records office in the state or county where the death occurred, not where the person lived. That office is usually part of the health department or the county clerk's office. The fastest way to find the right office is to search "[state name] vital records" or "[county name] vital records" — each state runs its own system, and some counties handle their own orders.

You can order by mail, phone, or in person at most offices. Some states now offer online ordering through their vital records website. In-person orders at the local office usually take a few hours to a few days. Mail orders take one to three weeks, depending on how backed up the office is. Phone orders may have a fee for rush processing.

A few states contract with a third-party vendor to handle all death certificate orders. If you search the state vital records office and land on a vendor site instead, that is the official route for that state — you are not being redirected to a private service.

Key Takeaways

  • Order from the vital records office in the state or county where the death occurred, which you can find by searching "[state name] vital records" online.
  • You will need the full name of the deceased, the date of death, and usually the parents' names or the deceased's date of birth.
  • Most offices charge between $15 and $30 per certificate, and you can order multiple copies at once for a lower per-copy cost.
  • In-person orders take hours to days; mail orders take one to three weeks; some offices offer expedited processing for an extra fee.
  • You do not need to be a family member to order, but some states restrict who can receive certified copies and require you to show your relationship to the deceased.

What information you need to provide

The vital records office will ask for the full name of the deceased, the date of death, and usually at least one of the following: the deceased's date of birth, the names of both parents, or the name of the spouse. Have the death notice or obituary handy — it contains most of this information. If you do not have those documents, the funeral home that handled the arrangements can provide the details.

Some offices also ask for your relationship to the deceased and your reason for ordering. This is not to deny you the certificate — it is to route your request to the right staff member and to flag if you need a certified copy (with the official seal) or an informational copy (which is cheaper but not accepted for legal purposes like probate or changing a name).

Certified versus informational copies

A certified copy has the official seal of the vital records office and is accepted by banks, courts, insurance companies, and government agencies. An informational copy is a photocopy without the seal and costs less but cannot be used for legal or financial matters. Most people need certified copies.

When you order, specify how many certified copies you want. Ordering five or ten at once is usually cheaper per copy than ordering one and coming back later. Banks, insurance companies, and the Social Security Administration each often want their own copy, so ordering extras upfront saves time and money.

Cost and processing time

Death certificates cost between $15 and $30 per certified copy in most states, though some states charge more. Informational copies cost $5 to $15. Shipping by mail adds $5 to $15 depending on the office. Rush or expedited processing, where available, adds $10 to $25 and cuts the wait time to a few days instead of one to three weeks.

Processing time varies by state and by how busy the office is. Rural counties often process orders faster than large cities. If the death was recent (within the last few weeks), the office may still be entering the record into the system, which can add a week or two to the wait.

Ordering by mail

To order by mail, read the process form from the vital records office website or call and ask them to mail you one. Fill in the deceased's information, your information, and how many copies you want. Include a check or money order for the fee plus shipping. Mail it to the address on the form.

Keep a copy of what you sent. The office will mail the certificates back to you, usually in a large envelope. If you do not hear back within the timeframe the office quoted, call to check on the status — mail can be delayed, and the office may need more information from you.

Ordering online or by phone

Many states now let you order online through their vital records website. You enter the deceased's information, pay by credit card, and choose whether to pick up the certificate in person or have it mailed. Online ordering is usually faster than mail because you skip the postal delay on both ends.

Phone orders work the same way: you call the vital records office, give them the information, and pay by credit card. Some offices charge extra for phone orders because staff time costs more than processing a mailed form. Ask about the fee before you give your card number.

What to do if you cannot find the right office

If you do not know which state or county the death occurred in, start with the funeral home — they have the death certificate on file and can tell you where it was filed. If you do not know which funeral home handled the arrangements, call the county coroner or medical examiner's office in the county where you think the death happened. They keep records of all deaths in their county.

If the death happened more than 50 or 75 years ago (the cutoff varies by state), the record may be archived or moved to a state library or historical society instead of the current vital records office. Call the vital records office anyway — they can tell you where old records are stored and how to order from there.

Frequently Asked Questions

Do I have to be a family member to order a death certificate?

No. Most states let anyone order a death certificate, though some restrict certified copies to family members, legal representatives, or people with a documented reason. Call the vital records office and ask what they require. If you are not a family member, be ready to explain why you need it — for example, you are settling an estate or you are a creditor.

How many copies should I order?

Order at least three to five certified copies. Banks, insurance companies, the Social Security Administration, and probate court each often want their own. Ordering multiple copies at once is cheaper per copy than ordering one and coming back later. You can always order more if you run out.

What if the death certificate has an error on it?

Contact the vital records office and ask about correcting the record. You will usually need to submit a form and provide proof of the correct information — for example, a hospital record or a corrected birth certificate. The office will issue an amended certificate. This can take several weeks.

Can I order a death certificate if the person died in another country?

No. You would order from the vital records office in that country. Contact the embassy or consulate of that country in the United States — they can tell you which office keeps death records and how to request one. The process and cost vary widely by country.

How long does a death certificate stay valid?

Death certificates do not expire. However, some organizations ask for a certificate issued within the last six months or a year. If an organization rejects your certificate as too old, order a new one from the vital records office — it will be a duplicate of the original, just newly issued.