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 from where the person lived. That office is usually part of the health department, but the name and location vary by state. Some states call it the Office of Vital Records, others the Bureau of Vital Statistics, and a few handle it through the county clerk's office instead.

The fastest way to find the right office is to search "[your state] vital records" plus the county name. The state health department website will list the mailing address, phone number, and online ordering portal if one exists. Many states now let you order online with a credit card, which takes days instead of weeks. A few states require you to order by mail or in person only.

If you do not know which state or county, start with the funeral home that handled the arrangements — they often have this information on file and may order on your behalf for a fee. The Social Security Administration's Death Master File is also searchable online and will show the state where death was recorded.

Key Takeaways

  • Order from the vital records office in the state or county where the death occurred, which you can find by searching "[state] vital records" on the health department website.
  • You will need the full name of the deceased, date of birth, date of death, and usually the parents' names or the funeral home name to locate the record.
  • Most states charge between $15 and $35 per certificate, and ordering online typically takes 5 to 10 business days while mail orders take 2 to 4 weeks.
  • Order multiple certified copies at once — banks, insurance companies, and government agencies each often require their own copy, and reordering later costs more per certificate.
  • Some states restrict who can order (usually when ready family or those with a legal interest), so check your state's rules before you contact the office.

What information you need to provide

The vital records office will ask for the full legal name of the deceased, the date of birth, the date of death, and the county or city where death occurred. If you are ordering online or by phone, have this information ready before you call or submit the form.

If the record is old or the name was common, the office may also ask for the parents' names, the spouse's name, or the name of the funeral home that handled the arrangements. This helps them find the correct record in their files. If you do not have all this information, call the office and ask what they need — they may be able to search with less detail, though it will take longer.

Cost and how long it takes

A certified death certificate costs between $15 and $35 per copy depending on the state. Most states charge less if you order multiple copies at the same time — for example, $20 for the first copy and $5 for each additional one. Ordering five copies at once is almost always cheaper than ordering one now and four more later.

Online orders usually arrive in 5 to 10 business days. Mail orders take 2 to 4 weeks, and in-person orders (if the office allows walk-ins) are sometimes ready the same day or within a few days. Rush processing is available in some states for an extra fee, usually $10 to $25, and cuts the time to 2 to 3 business days.

Payment is by credit card for online orders, check or money order for mail orders, and cash or card for in-person orders. The vital records office website will specify which methods they accept.

Who can order a death certificate

Most states restrict who can order a certified death certificate to when ready family members, spouses, or people with a legal or financial interest in the death. This usually means a parent, child, sibling, spouse, executor of the estate, or creditor. Some states are more restrictive and only allow the spouse or next of kin.

A few states allow anyone to order a death certificate, though they may charge more for non-family members or require you to state your reason. Check your state's vital records website to see who is allowed to order before you contact the office. If you do not fall into an allowed category, you may be able to ask a family member to order on your behalf and have it mailed to you.

Ordering online versus by mail or phone

Online ordering is the fastest and most convenient option if your state offers it. You fill out a form, pay by credit card, and the certificate is mailed to you in 5 to 10 business days. The state vital records website will have a link to the ordering portal, and the process usually takes 10 minutes.

Mail ordering takes longer but works in every state. You fill out a form (available on the vital records website), include a check or money order, photocopy your ID, and mail everything to the address listed. Allow 2 to 4 weeks for processing and delivery. Phone ordering is available in some states — call the vital records office and they will take your information over the phone, then mail the certificate once payment clears.

In-person ordering is an option in some counties. You bring your ID and payment to the vital records office, fill out a form, and sometimes receive the certificate the same day or within a few days. Call ahead to confirm the office is open and whether walk-ins are accepted.

How many copies to order

Order at least 5 to 10 copies if you can afford it. Banks, insurance companies, the Social Security Administration, employers, and government agencies each often require their own certified copy. Reordering later costs more per certificate than ordering multiple copies at once, and you will spend time and money on shipping and processing fees each time.

If the deceased had life insurance, a pension, or property in their name, the companies handling those will each ask for a certified copy. If you are settling an estate, the executor or attorney may need several copies. If you are unsure how many you will need, order 10 and keep the extras — they do not expire.

What to do if you cannot find the record

If the vital records office cannot find the death record after searching, ask them to do a more thorough search or to search nearby counties if the death occurred near a county line. Some deaths are recorded in a different county than where they occurred, especially if the person died in a hospital or nursing home.

If the death happened more than 50 years ago, the record may be in a state archive instead of the current vital records office. Call the state health department and ask where old records are kept. If the death occurred outside the United States, contact the vital records office in that country or the U.S. embassy or consulate in that country.

If a record truly does not exist, you may be able to petition the court for a delayed or amended death certificate. This requires filing paperwork with the probate or family court in the county where the death occurred. An attorney can help with this process, though it is not always necessary.

Frequently Asked Questions

How do I know if my state has online ordering?

Search "[your state] vital records online order" or go to the state health department website and look for a link to order death certificates. Most state websites have a clear button or menu item for ordering. If you cannot find it, call the vital records office directly — they can tell you whether online ordering is available and provide the website link.

Can I order a death certificate for someone who is not a family member?

It depends on your state and your relationship to the person. Most states allow when ready family, spouses, and people with a legal or financial interest (like an executor or creditor). Some states are more open and allow anyone. Check your state's vital records website for the list of who can order, or call the office and explain your situation — they can tell you whether you are allowed to order.

What if I need the certificate urgently?

Order online if your state offers it — most deliver in 5 to 10 business days. If you need it faster, ask about rush processing when you order; many states offer it for an extra $10 to $25 and deliver in 2 to 3 business days. If the office is nearby, visit in person and ask if they can issue a certificate the same day. Some offices can print one on the spot if the record is in their system.

Do death certificates expire?

No, a certified death certificate does not expire. However, some organizations may ask for a recent one (issued within the last few months or year) for their records. Keep your extra copies in a safe place — you can use them years later for genealogy research, property transfers, or other purposes.

What if the name on the death certificate is different from what I expected?

If the name, date, or other information is wrong, contact the vital records office and ask about correcting it. You will usually need to file an amendment request and provide documentation (like a birth certificate or court order) showing what the correct information should be. The office will guide you through the process and the cost.