Where to Request a Death Certificate in Pennsylvania

In Pennsylvania, you request a death certificate from the vital records office in the county where the death occurred, not from the state. Each county maintains its own records, so you need to contact the right county's office. If you do not know which county, the Pennsylvania Department of Health can tell you based on the person's name and approximate date of death.

The fastest way is to contact the county Register of Wills or the county vital records office directly by phone. Most counties accept requests by mail, email, or in person at their office. Some counties now use online ordering systems through third-party vendors, though you will pay a processing fee on top of the certificate cost.

If the death happened before 1906, or if you cannot locate the record in the county where you think the person died, contact the Pennsylvania Department of Health, Division of Vital Records, at 717-787-3701. They maintain a statewide index and can direct you to the correct county or tell you if the record exists.

Key Takeaways

  • Death certificates are issued by the county where the death occurred, not by the state, so you must contact that specific county's vital records office.
  • You will need to provide the full name of the deceased, the date of death, and usually the names of the parents or spouse to prove you have a legitimate reason for the record.
  • Standard processing takes one to two weeks by mail; expedited service is available in most counties for an additional fee.
  • You can order by phone, mail, email, or in person depending on the county, and some counties offer online ordering through third-party systems.
  • If you do not know which county the person died in, the Pennsylvania Department of Health can search their statewide index and direct you to the right office.

What Information You Need to Provide

When you contact the county, have the following details ready: the full name of the deceased, the date of death (or the month and year if you are not certain of the exact day), and the place of death if you know it. The county will use this information to locate the record in their files.

You will also need to state your relationship to the deceased and why you need the certificate. Pennsylvania allows when ready family members, legal representatives, and people with a legitimate interest (such as settling an estate or claiming benefits) to order death certificates. You may be asked to provide proof of your relationship, such as a birth certificate or marriage certificate, or proof of your authority, such as a power of attorney or court order.

Fees and Processing Times

The cost of a death certificate in Pennsylvania varies by county, typically ranging from $10 to $25 per copy. Some counties charge a search fee if they cannot locate the record. When you order, ask how many certified copies you need — most people order at least three, since banks, insurance companies, and government agencies often require an original certified copy.

Standard processing takes one to two weeks by mail. If you need the certificate faster, most counties offer expedited service for an additional fee, usually $5 to $10 more, which can reduce the time to three to five business days. Some counties offer same-day or next-day service if you order in person or by phone and pay by credit card.

How to Order by Mail

Write a letter to the county Register of Wills or vital records office that includes the deceased's full name, date of death, place of death, your full name, your relationship to the deceased, your mailing address, and a phone number or email where they can reach you. State how many certified copies you need and whether you want standard or expedited service.

Include a check or money order for the fee plus postage (ask the county how much to send). Do not send cash. Mail the letter to the address listed on the county's website. Keep a copy of your letter for your records. The county will mail the certificates to you when they are ready, usually within one to two weeks.

How to Order by Phone or Email

Call the county Register of Wills or vital records office during business hours and provide the information listed above. The staff will search for the record while you are on the phone and tell you whether it exists and when you can expect to receive it. You can pay by credit card over the phone, and they will mail the certificates to you.

If you prefer email, send the same information you would include in a letter. Include your phone number so the county can call you if they have questions or need payment information. Email is slower than a phone call because the office may not check email every day, so allow extra time for a response.

Ordering in Person at the County Office

If you live in or can travel to the county, you can visit the Register of Wills office in person. Bring a photo ID and the information about the deceased listed above. The staff will search for the record while you wait. If they find it, you can pay the fee and receive the certificates the same day, or within a few hours.

Office hours vary by county, but most are open Monday through Friday, 8:30 a.m. to 4:30 p.m. Some counties close for lunch. Call ahead to confirm hours and to ask whether you need an appointment. Bring cash, a check, or a credit card, depending on what the county accepts.

What to Do If the Record Cannot Be Found

If the county cannot locate the death certificate, ask them to search their records again or to check whether the death was recorded under a different name (for example, a maiden name or a nickname). Some deaths, especially those that occurred many years ago, may have been recorded with incomplete or slightly different information.

If the county still cannot find the record, contact the Pennsylvania Department of Health at 717-787-3701. They can search the statewide index and may be able to tell you whether the death was recorded in a different county or whether the record was never filed. If the death occurred before 1906, the state office is your best resource because county records from that period are often incomplete or stored elsewhere.

Frequently Asked Questions

Can someone else order a death certificate for me?

Yes. You can authorize someone else to order it on your behalf by giving them written permission and a copy of your ID. Some counties accept a straightforward letter stating that you authorize the person to order the certificate; others require a notarized power of attorney. Call the county office to ask what they need before you send someone to order it in person.

How many copies should I order?

Order at least three to five certified copies. Banks, insurance companies, the Social Security Administration, and probate courts each typically require an original certified copy. Extra copies cost less when ordered together than when ordered separately later, so it is cheaper to order more now.

What if the person died in Pennsylvania but was buried in another state?

The death certificate is issued by the county where the death occurred, not where the person was buried. Order from the Pennsylvania county where the person died. The burial location does not affect which office issues the certificate.

Can I order a death certificate online?

Some Pennsylvania counties use online ordering systems through third-party vendors, but not all. Check your county's website to see if online ordering is available. If it is, you will pay a processing fee in addition to the certificate cost. Phone and mail orders are available in every county.

How long does a death certificate take to arrive if I order by mail?

Standard processing takes one to two weeks from the date the county receives your request. Add three to five business days for mail delivery to the county and another three to five days for the certificates to reach you. Expedited service can reduce the county's processing time to three to five business days, but mail delivery time remains the same.