Where to Order a Death Certificate in California
You order a death certificate from the California Department of Public Health, which keeps the official record. You cannot get one from a funeral home, hospital, or county clerk — they can help you understand the process, but the state is the only source for certified copies.
The department has two main ways to order: by mail through their Vital Records office in Sacramento, or online through VitalChek, a third-party vendor authorized by the state. Online is faster if you need the certificate soon. Mail is slower but costs less if you are not in a hurry.
You will need the person's full name, date of death, county where they died, and your relationship to them. If you do not know the exact date, you can search by year or approximate date — the office will help narrow it down.
Key Takeaways
- The California Department of Public Health in Sacramento is the only source for official death certificates; order online through VitalChek for faster service or by mail for lower cost.
- You need the person's full name, date of death, and the county where they died; the state will search by approximate date if you do not know the exact day.
- Certified copies cost between $16 and $33 depending on how you order, and you can request multiple copies at once to avoid ordering again later.
- Processing takes 1 to 2 weeks by mail or 1 to 3 business days online, plus shipping time; rush options are available through VitalChek for an extra fee.
- You must be an when ready family member, the person's legal representative, or have a court order to receive a certified copy; the state verifies your relationship before sending.
Ordering Online Through VitalChek
VitalChek is the state's official online vendor and is the fastest way to get a death certificate. You go to the VitalChek website, select California, and enter the person's information. The site will search the state's records and show you available copies.
A single certified copy costs $33 when ordered online. You can request multiple copies at the same time — most people order 3 to 5 copies because you often need them for banks, insurance companies, and government agencies, and ordering separately each time costs more. Processing takes 1 to 3 business days, then VitalChek ships to your address.
VitalChek also offers rush delivery for an extra fee if you need the certificate within days rather than weeks. Standard shipping adds 3 to 7 business days depending on your location. You pay by credit or debit card, and you get a confirmation number when ready.
Ordering by Mail From the State
You can mail an order directly to the California Department of Public Health, Vital Records Section, in Sacramento. A certified copy costs $16 by mail — half the online price — but processing takes 1 to 2 weeks, plus mail delivery time in both directions.
Fill out the process for Certified Copy of Birth or Death Record (form VS 44), available on the state health department website. Include the person's full name, date of death, county of death, your full name, your relationship to the person, and your reason for requesting the certificate. Mail it with a check or money order to the address on the form.
Mail orders are slower but useful if you have time and want to save money. The state processes requests in the order received, so there is no way to rush a mail order except by paying VitalChek's online fee instead.
Who Can Order a Death Certificate
California has specific rules about who the state will send a certified copy to. You must be the person's spouse, parent, child, sibling, grandparent, or grandchild. If you are not a relative, you must be the person's legal representative — a power of attorney, executor of their estate, or guardian — or have a court order.
When you order, you will need to state your relationship. The state verifies this before sending the certificate. If you are ordering on behalf of someone else, you may need to provide a document showing your authority, such as letters testamentary from probate court.
Some people need a certificate for a reason the state considers public interest — for example, a researcher or journalist with a legitimate need. These requests require a court order and are uncommon. Most orders are from family members or estate representatives.
What Information You Need Before Ordering
Have the person's full legal name, including any middle names or maiden names. The state searches by exact name match, so spelling matters. If you are not sure of the exact spelling, order a search first or call the state office to confirm before paying for a certified copy.
You need the date of death — month, day, and year if possible. If you know only the year or approximate date, the state can search a wider range, but it takes longer. You also need the county where the person died, not where they lived. If you do not know the county, the state can search statewide, but again, it costs more time.
Have your own full name, address, and phone number ready. You will also need to state your relationship to the person and your reason for requesting the certificate. Common reasons are settling an estate, claiming life insurance, or updating government records.
Cost and Processing Time Comparison
| Method | Cost Per Copy | Processing Time | Shipping Time | Total Time |
|---|---|---|---|---|
| Online (VitalChek) | $33 | 1–3 business days | 3–7 days | 4–10 days |
| Online Rush (VitalChek) | $33 + rush fee | 1 business day | 1–2 days | 2–3 days |
| Mail to State | $16 | 1–2 weeks | 3–7 days each way | 2–4 weeks |
What Happens After You Order
Once the state processes your order, you receive the certified copy in the mail. A certified copy has an official seal and signature from the state registrar, which proves it is a true copy of the original record. Banks, insurance companies, and government agencies will accept it as proof of death.
Keep the original certified copy in a safe place. You may need it for probate court, life insurance claims, Social Security, or updating property titles. Many people order extra copies at the same time to avoid ordering again later — each additional copy costs the same as the first.
If the state cannot find a record of the death, you will receive a letter explaining why. This can happen if the death was never registered, if the name or date was incorrect, or if the person died outside California. The letter will tell you what to do next, such as contacting the county where the death occurred or the state where the person died.
Frequently Asked Questions
Can I get a death certificate if I do not know the exact date of death?
Yes. You can provide the year or an approximate date, and the state will search a range. This takes longer and may cost more if you need the state to search multiple years or the entire state rather than one county. Calling the state office first to narrow down the date can save time and money.
How many copies should I order at once?
Most people order 3 to 5 copies. You typically need one for the estate, one for life insurance, one for Social Security, and one for your records. Ordering multiple copies at once costs less per copy than ordering separately later, and you avoid waiting weeks between orders.
What if the death was very recent and not yet registered?
Deaths are usually registered within a few days, but it can take up to two weeks. If you order and the state has not received the registration yet, they will tell you to wait and try again. Call the county health department where the death occurred to confirm the registration has been filed.
Can someone else pick up my death certificate in person?
The state does not have a walk-in office for death certificates. All orders are by mail or online. If you need a certificate urgently, online ordering with rush delivery is your fastest option. Some county health departments may have copies on file for local deaths, but the certified copy from the state is the official version.
What if I need a death certificate for someone who died in California but was not a California resident?
You still order from the California Department of Public Health because the death was registered in California. The person's residency does not matter — the state where the death occurred keeps the record. If the person died outside California, you would order from that state instead.