Where to Order a Death Certificate in Virginia

You order a death certificate from the Virginia Department of Health, Division of Vital Records. This is the only state office that issues certified copies. You cannot get one from a funeral home, hospital, or local courthouse, though those places can tell you whether a death was recorded in Virginia.

The Division of Vital Records is located in Richmond. You can order by mail, in person, or online through their official website. Online ordering is fastest if you have a credit card — you can request a certificate and receive it within days rather than weeks.

You will need to know the full name of the deceased, the date of death, and the county where the death occurred. If you do not know the county, you can still search, but it will take longer.

Key Takeaways

  • The Virginia Department of Health, Division of Vital Records is the only place that issues certified death certificates, and you can order online, by mail, or in person.
  • You need the deceased's full name, date of death, and county of death; if you do not know the county, the division can search statewide for an additional fee.
  • Online orders typically arrive within 3 to 5 business days; mail orders take 2 to 3 weeks depending on processing time and postal delivery.
  • Certified copies cost between $12 and $15 per copy depending on the order method, and you can request multiple copies at once.
  • You do not need to prove a relationship to the deceased to order a death certificate in Virginia — anyone can request one.

Ordering Online Through the Virginia Vital Records Portal

The fastest way to get a death certificate is through the Virginia Department of Health's online ordering system. Go to the vital records section of the Virginia Department of Health website and select "Order a Death Certificate." You will create an account, enter the deceased's information, and pay by credit card or debit card.

When you order online, you choose how many certified copies you want. Most people order 2 to 5 copies because banks, insurance companies, and government agencies often ask for originals. The system will ask you to confirm the deceased's information before you pay. If the name or date does not match exactly what is on file, the order may be rejected, so double-check before submitting.

Once your payment goes through, the division processes the order and mails it to the address you provide. Standard delivery takes 3 to 5 business days from the time the order is processed. You will receive a confirmation email with a tracking number.

Ordering by Mail or in Person

If you prefer to order by mail, read the process form from the Virginia Department of Health website or call their vital records line to request one. Fill out the form with the deceased's full name, date of death, and the county. Include a check or money order for the correct amount — do not send cash.

Mail the form and payment to the Division of Vital Records at the address listed on the form. Processing takes 2 to 3 weeks from the date the division receives your request, plus postal delivery time on both ends. If you need the certificate faster, call ahead to confirm the current processing time.

You can also walk in to the Division of Vital Records office in Richmond during business hours. Bring the completed form, payment, and a photo ID. If you order in person, you may be able to receive the certificate the same day or within a few days, depending on how busy the office is.

What Information You Need to Provide

The death certificate process requires the deceased's full legal name, date of birth, date of death, and the county where the death occurred. If you do not know the exact date of birth or the county, you can still submit the request, but it will take longer because the division will need to search.

If you do not know the county, the division offers a statewide search for an additional fee — usually $5 to $10 on top of the certificate cost. This search can take an extra week or two. To speed this up, call the vital records line and describe what you know: the person's name, approximate year of death, and any city or region where they may have died. The staff can sometimes narrow it down over the phone.

You do not need to prove you are related to the deceased. Virginia allows anyone to order a death certificate. However, some agencies may ask you to explain why you need it — for example, to settle an estate or close a bank account. Having a reason ready can help if questions come up later.

Cost and Payment Methods

A certified copy of a death certificate costs between $12 and $15 depending on whether you order online, by mail, or in person. Online orders are usually $15; mail orders are typically $12 to $13. You can order multiple copies at the same time for a lower per-copy cost.

Payment methods vary by order type. Online orders accept credit cards and debit cards. Mail orders require a check or money order made out to the "State Registrar." In-person orders at the Richmond office accept cash, check, or card, depending on the office's current policy — call ahead to confirm.

Do not send cash by mail. If your check is returned for insufficient funds, the division will contact you, and you will need to resubmit payment before your order is processed.

How Long It Takes to Receive Your Certificate

Timing depends on how you order. Online orders are processed within 1 to 2 business days and mailed out, arriving in 3 to 5 business days total. Mail orders take 2 to 3 weeks for processing plus postal delivery time — expect 3 to 4 weeks total. In-person orders at the Richmond office may be ready the same day if you arrive early, or within a few days if the office is busy.

Processing time can vary during busy periods, such as after a major public health event or during tax season when many people need certificates for estate work. If you need the certificate urgently, call the vital records line to ask about current wait times before you submit your order.

If your order does not arrive within the expected timeframe, contact the Division of Vital Records with your confirmation number or order details. They can check the status and resend the certificate if it was lost in the mail.

What to Do If the Death Was Not Recorded in Virginia

If the person died outside Virginia, you will need to order the certificate from the state or country where the death occurred. The Virginia Division of Vital Records cannot issue a certificate for a death that happened elsewhere.

To find the right office, search online for "[state name] vital records" or "[country name] vital records." Most U.S. states have a vital records office similar to Virginia's, usually run by the state health department. International deaths may require contacting a consulate or embassy.

If you are unsure whether the death was recorded in Virginia, call the vital records line and describe what you know. The staff can do a preliminary search to confirm whether Virginia has a record.

Frequently Asked Questions

Do I need to be related to the deceased to order a death certificate?

No. Virginia allows anyone to order a certified death certificate. You do not need to prove a relationship or explain why you need it, though some agencies may ask for context when you use it.

Can I get a death certificate the same day?

Only if you go in person to the Division of Vital Records office in Richmond during business hours and arrive early. Mail and online orders take several days to weeks. Call ahead to ask about current wait times if you need it urgently.

What if I do not know the exact date of death or the county?

You can still submit a request. The division will search for the record, but it will take longer and may cost extra. Call the vital records line with whatever information you have — name, approximate year, and any city — and staff can help narrow it down before you order.

How many copies should I order?

Order at least 2 to 3 copies. Banks, insurance companies, government agencies, and courts often require original certified copies, and you may need them for different purposes. Ordering multiple copies at once is cheaper per copy than ordering them separately later.

What if the certificate arrives with errors?

Contact the Division of Vital Records when ready with the certificate and an explanation of the error. They can issue a corrected certificate. If the error is on the original record itself, you may need to file an amendment, which requires additional documentation and a longer process.