Where to Request a Death Certificate in New York

In New York State, you request a death certificate from the New York State Department of Health, Vital Records Section. This is the official office that holds all death records for people who died in New York. You cannot get a certified copy from a funeral home, hospital, or local government office — only from the state vital records office or an authorized representative.

The Vital Records Section is located in Albany, but you do not need to visit in person. You can request a certificate by mail, phone, or through an authorized third-party service. The office processes requests Monday through Friday, 9 a.m. to 4:30 p.m. Eastern time, excluding state holidays.

Key Takeaways

  • Death certificates in New York are issued only by the State Department of Health Vital Records Section, not by local offices or funeral homes.
  • You will need the full name of the deceased, date of death, and county where the death occurred to request a certificate.
  • Standard processing by mail takes 2 to 3 weeks; expedited service by phone or online takes 1 to 2 business days.
  • A certified copy costs $15 for the first copy and $3 for each additional copy ordered at the same time.
  • You must show a relationship to the deceased or a legal reason to receive the certificate — the office will not send it to strangers.

What Information You Need Before You Request

Gather these details before you contact the Vital Records Section. You will need the full legal name of the deceased, the date of death, and the county where the death occurred. If you do not know the exact date, the office can search using a range of dates, but this takes longer.

You will also need to show your relationship to the deceased or explain why you need the certificate. The office recognizes when ready family members (spouse, parent, child, sibling), legal representatives, and people with a documented reason such as settling an estate or claiming insurance benefits. Have your own identification ready — a driver's license or passport — because the office will ask for it.

Requesting by Mail

Mail is the slowest method but requires no phone call or online account. Send a letter to the Vital Records Section at 800 East 157th Street, Building 24, Bronx, NY 10451. Include the deceased's full name, date of death, county of death, your full name, your relationship to the deceased, your phone number, and your reason for requesting the certificate. Include a check or money order for $15 per copy (made payable to "New York State Department of Health").

Standard mail processing takes 2 to 3 weeks from the date the office receives your letter. Do not expect a response if the office cannot find the record — they will straightforward not send anything. If you do not hear back after 4 weeks, call the office at 518-402-5902 to confirm they received your request.

Requesting by Phone or Online

The fastest method is to call 518-402-5902 during business hours (Monday–Friday, 9 a.m. to 4:30 p.m. Eastern time). Have your credit card ready — Visa, Mastercard, or American Express. The office will take your information over the phone and can mail the certificate the same day. Delivery by standard mail takes 1 to 2 business days after that.

You can also order online through the New York State Department of Health website. Go to the Vital Records page and select "Order a Death Certificate." You will create an account, enter the deceased's information, and pay by credit card. Online orders are processed the same day and mailed when ready, arriving in 1 to 2 business days.

Understanding Certified vs. Uncertified Copies

The Vital Records Section issues only certified copies — these are official documents with the state seal and the registrar's signature. Banks, insurance companies, courts, and government agencies require certified copies. You cannot use a photocopy, a fax, or an uncertified version for any legal or financial purpose.

Order multiple certified copies at once if you think you will need them. You will need separate copies for the will, insurance claims, Social Security, property transfers, and pension benefits. Each additional copy ordered at the same time costs only $3, so ordering 5 or 6 copies upfront is cheaper than requesting them one at a time later.

What to Do If You Cannot Find the Record

If the death occurred in New York but the office cannot locate the record, the death may not have been registered. This sometimes happens with deaths that occurred many years ago or in unusual circumstances. Call 518-402-5902 and ask the office to search again using a wider date range or different spelling of the name.

If the search still fails, you may need to file a Delayed Certificate of Death with the county clerk in the county where the death occurred. This requires a court order and evidence that the person died — such as a newspaper obituary, hospital records, or testimony from someone present at the death. Contact the county clerk's office in the relevant county for instructions on how to proceed.

Frequently Asked Questions

How many certified copies should I order?

Order at least 3 to 5 copies. You will need separate copies for the will, life insurance, Social Security, bank accounts, and property transfers. Since additional copies cost only $3 each when ordered together, it is cheaper to order extras now than to request them later.

Can someone else pick up my death certificate for me?

No. The office mails certificates only to the person who requested them. If you need someone else to have a copy, order multiple certificates and give them one, or have them request their own copy if they have a relationship to the deceased.

What if the death occurred outside New York but the person lived there?

You must request the certificate from the state where the death occurred, not from New York. Contact that state's vital records office. If you do not know which state, ask the funeral home or check the obituary.

Do I need the death certificate to plan a funeral?

No. The funeral home handles the death certificate request as part of their services. You do not need to order one yourself unless you need additional copies for legal or financial matters after the funeral.

Can I get a death certificate if I am not related to the deceased?

Only if you have a documented legal reason, such as being the executor of the estate, a creditor, or an attorney handling the case. The office will ask you to explain your reason and may request proof, such as a court order or letter from an attorney.