Where to request a death certificate

You request a death certificate from the vital records office in the state or county where the person died, not from a funeral home or hospital. Each state runs its own vital records system, and the office that holds the record is almost always in the county where death occurred. If you do not know which county, you can search by the person's name and approximate date of death on the state vital records website.

Most states let you request by mail, phone, or in person. Some now accept online requests through their official website. A few states use a third-party vendor to process requests, but the state vital records office website will direct you to the right place. Do not use a commercial document service unless you are unable to contact the office yourself — they charge extra fees for work you can do directly.

Processing time varies by state and method. Mail requests typically take two to four weeks. In-person requests at the office itself often return the same day or within a few days. Online requests, where available, may be faster. Call ahead to confirm current wait times, since backlogs change seasonally.

Key Takeaways

  • Contact the vital records office in the county where the death occurred, which you can find through your state's vital records website.
  • You will need to provide the deceased person's full name, date of birth, date of death, and usually the names of their parents.
  • Most offices require you to show a reason for requesting the certificate — common reasons include settling an estate, insurance claims, or legal name changes.
  • Certified copies cost between $10 and $30 per copy depending on the state, and you should order multiple copies since banks, insurance companies, and courts each may need one.
  • If the death occurred more than 50 years ago or in a different country, contact the state office first to learn whether they hold the record.

What information you need to provide

When you request a death certificate, the vital records office will ask for the deceased person's full name, date of birth, date of death, and the names of both parents. If you do not know the exact date of death, provide the month and year, and the office can search a range. Some offices also ask for the person's Social Security number or the county of residence at the time of death.

You will also need to state your relationship to the deceased and your reason for requesting the certificate. Common reasons include settling an estate, filing an insurance claim, explore for survivor benefits, or changing a name on legal documents. The office uses this information to verify you have a legitimate reason to receive the record — they do not release death certificates to anyone who asks.

If you are requesting on behalf of someone else, bring a signed letter from that person authorizing you to request the certificate, or bring a power of attorney document. Some states accept email or faxed authorization; others require the original signed document.

How much it costs and how many copies to order

A certified copy of a death certificate costs between $10 and $30 per copy, depending on the state. Some states charge less for the first copy and more for additional copies ordered at the same time. A few states offer a discount if you order multiple copies together. Check your state's vital records website for the exact fee, since prices change and vary by whether you request in person, by mail, or online.

Order multiple copies at once — most people need at least three to five. Banks, insurance companies, the Social Security Administration, the Department of Veterans Affairs, and probate courts each may require their own certified copy. If you are settling an estate or managing multiple accounts, you may need more. Ordering extras now is cheaper than requesting additional copies later, since you will pay the processing fee again.

Payment methods vary by state. Some accept check, money order, or credit card by mail. Others accept only credit card for online or phone requests. A few still require a check mailed with your request form. The vital records office website will list accepted payment methods.

Requesting by mail

To request by mail, read the process form from your state's vital records website or call the office and ask them to mail you one. Fill out the form completely, including the deceased person's full name, date of birth, date of death, parents' names, your relationship to the deceased, and your reason for requesting the certificate. Sign and date the form.

Include a copy of your photo ID and a check or money order for the fee. Some states require you to include a photocopy of your ID; others ask you to bring it in person when you pick up the certificate. Write your phone number and email address on the form so the office can contact you if they have questions. Mail everything to the address listed on the form — do not send it to a general state office address.

Mail requests take two to four weeks on average, but can take longer during busy periods. Track your request by calling the office after two weeks if you have not heard back. Keep a copy of your completed form and payment receipt for your records.

Requesting in person or by phone

If you visit the vital records office in person, bring your photo ID, the deceased person's full name and date of death, and payment in the form they accept. Many offices now require an appointment, so call ahead or check their website. In-person requests often return the same day, though some offices mail the certificate to you instead.

Phone requests work in states that accept them. Call the vital records office, provide the same information you would on a form, and pay by credit card. The office will mail the certificate to you, usually within one to two weeks. Some states charge a small fee for phone requests on top of the certificate fee.

If you live far from the office or cannot visit in person, ask whether they accept requests by fax or email. Some do; others do not. The office website will list all accepted methods.

What to do if you cannot find the record

If the vital records office cannot locate the death certificate, ask them to search again using a slightly different spelling of the name or a range of dates. Deaths that occurred before a certain year — often the 1920s or 1930s — may not be in the state database and may be held only in paper records at the county courthouse or county health department.

If the death occurred in a different state or country, contact that state's or country's vital records office instead. If the person died at sea or in a U.S. territory, the process differs; ask your state vital records office for guidance. If the person died in a hospital or nursing home, the facility may have a copy of the certificate, though you will still need an official certified copy from the vital records office for legal purposes.

If the record truly does not exist, you may be able to petition the court for a delayed registration or a court order declaring the death. This is a legal process that requires an attorney or the help of your county courthouse. Contact your county courthouse clerk to learn whether this option is available in your area.

Using the certificate for insurance, benefits, and legal matters

Insurance companies, banks, and government agencies require a certified copy of the death certificate — a photocopy or uncertified version will not work. A certified copy has an official seal or stamp from the vital records office and is signed by a vital records official. Do not accept a copy that lacks these marks.

For life insurance claims, contact the insurance company and ask how many certified copies they need and where to send them. For Social Security survivor benefits, bring the certified copy to your local Social Security office or mail it with your process. For probate court, the court clerk will tell you how many copies to file. For a bank account or safe deposit box, call the bank and ask their requirements.

Keep one certified copy in a safe place for your own records. You may need it years later for other purposes, and ordering more copies is slower and more expensive than having one on hand.

Frequently Asked Questions

Can I get a death certificate if I am not a family member?

It depends on your relationship and reason. Most states allow when ready family members, spouses, and legal representatives to request without question. Some states also allow employers, creditors, or insurance companies to request if they have a legitimate business reason. Call your state vital records office and explain your situation — they will tell you whether you can request and what documentation you need to provide.

How long does a death certificate stay valid?

A certified death certificate does not expire, but some organizations set their own time limits. Banks, insurance companies, and government agencies may require a certificate issued within the last six months or one year. If your certificate is older, you may need to order a new one, though many organizations will accept an older certificate if you explain the delay. Ask the organization before you order.

What if the death certificate has wrong information on it?

Contact the vital records office in the county where the death occurred and ask about correcting the record. You will need to provide proof of the correct information — a birth certificate, marriage license, or court order. The office will issue a corrected certificate, which you can then use for legal and financial purposes. This process takes several weeks and may require a fee.

Can I order a death certificate online?

Many states now offer online ordering through their official vital records website. Search "[your state] vital records online order" to see whether your state participates. Online orders usually cost the same as mail orders and take one to two weeks. Some states charge extra for rush processing. Do not use third-party websites that claim to speed up the process — they charge fees and do not actually speed anything up.

What if the person died a long time ago?

Deaths that occurred more than 50 or 75 years ago may be held in archives rather than the main vital records office. Call the state vital records office and give them the person's name and approximate date of death. They will tell you where the record is kept and how to request it. Some very old records are available only in person at a courthouse or archive.