Where to request a death certificate
The vital records office in the county or state where the death occurred is the official source for death certificates. This is usually part of the health department, but the exact name and location varies by state — some call it the Office of Vital Records, others the Bureau of Vital Statistics, and a few handle it through the county clerk's office.
You do not need to visit in person. Most vital records offices accept requests by mail, phone, email, or through their website. Some states now offer online ordering through a dedicated portal. The fastest route is usually the state's official website — search "[your state] vital records death certificate" to find the right office and current fees, which range from roughly $15 to $35 per copy depending on where the death occurred.
If you do not know which state or county, the National Center for Health Statistics maintains a directory of all state vital records offices with direct links and contact information. You can also call your state health department and they will direct you to the right office.
Key Takeaways
- Death certificates are issued by the vital records office in the county or state where the death occurred, not by hospitals or funeral homes.
- You will need to provide the deceased person's full name, date of birth, date of death, and usually the names of their parents to request a certificate.
- Most offices issue certified copies within one to three weeks by mail, though expedited options are available in many states for an extra fee.
- You do not need to prove a relationship to the deceased to order a death certificate in most states, though some restrict who can receive certified copies.
- Ordering online or by mail is usually faster and cheaper than requesting in person, since you avoid travel and many offices charge extra for counter service.
What information you need to provide
The vital records office will ask for the deceased person's full legal name, date of birth, and date of death. Have these details ready before you contact them. If you do not know the exact date of birth or death, provide the approximate year — the office can search within a range, though this may take longer and cost more.
Most offices also ask for the names of the deceased person's parents, which helps them locate the correct record if the name is common. If you do not have this information, call the office and ask whether they can search without it. Some will; others require it to proceed.
You may also need to specify how many certified copies you want. Order at least three or four — you will likely need them for insurance claims, bank accounts, property transfers, and government benefits. Ordering multiple copies at once is cheaper than ordering them separately later.
How long it takes and what it costs
Standard processing usually takes one to three weeks from the date the office receives your request. If you order by mail, add time for your request to arrive and for the certificate to be mailed back to you — typically another week on each end. Some vital records offices offer expedited service for an additional fee, usually $10 to $25, which cuts the processing time to three to five business days.
The base fee for a certified death certificate is typically $15 to $35 per copy, depending on the state. Some offices charge less for the first copy and more for additional copies ordered at the same time. A few states offer the first copy free to when ready family members, though this is uncommon. Check your state's vital records website for the exact fee structure before you order.
If you need the certificate urgently, some states allow you to pick up copies in person at the vital records office on the same day or next business day, though this usually costs more than mail service. Call ahead to confirm whether walk-in service is available and whether you need an appointment.
Ordering by mail, phone, or online
To order by mail, read the request form from your state's vital records website or call the office to have one sent to you. Fill in the deceased person's information, include a check or money order for the fee, and mail it to the address on the form. Keep a copy of what you send for your records.
Ordering by phone is faster if you have a credit card. Call the vital records office during business hours, provide the deceased person's information and your payment details, and ask whether they will mail the certificate or hold it for pickup. Ask for a confirmation number and write down the name of the person you spoke with.
Many states now offer online ordering through their vital records website or a third-party service. You enter the deceased person's information, pay by credit card, and the certificate is mailed to you or held for pickup. Online ordering often shows you the fee upfront and gives you a tracking number, which can be helpful if you need to follow up.
Who can order a death certificate
In most states, anyone can order a death certificate — you do not need to prove you are related to the deceased person or have a legal reason to want it. This is because death is a public record. However, some states restrict who can receive a certified copy, which is the official version with a raised seal that banks, insurance companies, and government agencies require.
States that do restrict certified copies usually allow when ready family members (spouse, parent, child, sibling), the executor of the estate, and people with a documented legal interest. If you fall outside these categories, you may still be able to order an uncertified copy, which shows the information but does not have the official seal. Uncertified copies are cheaper and faster but are not accepted by most institutions.
If a state restricts certified copies and you do not fit the allowed categories, contact the vital records office and explain your situation. Some will make exceptions, or they may direct you to the probate court or the executor of the estate, who can order on your behalf.
What to do if you cannot find the death record
If the vital records office cannot locate the death record after searching, they will usually send you a letter saying so. This can happen if the death occurred a long time ago, the name was spelled differently on the original record, or the death was not reported to the vital records office.
Ask the office whether they searched within the correct time frame and spelling variations. If they did and found nothing, contact the funeral home that handled the burial or cremation — they have a record of the death and can sometimes help you locate the vital records file or provide a copy of the death certificate they received from the hospital or medical examiner.
If the funeral home cannot help, you may need to contact the probate court in the county where the death occurred. The court has records of estate proceedings and can sometimes provide a certified copy of the death certificate or direct you to where it is filed. This route is slower and may require you to hire an attorney, but it works when the vital records office has no record.
Using the death certificate for banks, insurance, and government benefits
Banks, insurance companies, and government agencies require a certified copy of the death certificate to process claims, close accounts, or transfer benefits. They will usually ask for the original certified copy or a notarized photocopy. Do not send your only copy — order extra copies when you first request the certificate.
When you contact a bank, insurance company, or government agency about the death, ask them how many certified copies they need and whether they have a specific form you should submit with the certificate. Some will return the certificate to you after they process it; others keep it on file. If they keep it, you will need a separate copy for each institution.
Keep a list of everywhere you send the death certificate so you know which institutions have received it. This is helpful if you need to follow up on a claim or if an institution later says they never received it.
Frequently Asked Questions
Can I get a death certificate if the person died a long time ago?
Yes, as long as the death was recorded with the vital records office. Deaths from decades ago are still on file. If the office cannot find it, ask them to search under different name spellings or check whether the death was recorded in a different county. If the person died before vital records were required in that state — which varies, but was generally before 1900 — you may need to contact the probate court or a genealogy service instead.
What is the difference between a certified and uncertified copy?
A certified copy has an official raised seal and signature from the vital records office, and it is the version banks, insurance companies, and government agencies require. An uncertified copy shows the same information but has no seal and is not accepted by most institutions. Uncertified copies are cheaper and faster to obtain, but only use them if you need the information for personal records.
Do I need a death certificate if the person was cremated?
Yes. A death certificate is required regardless of whether the person was buried or cremated. The crematory will not proceed without one, and you will need certified copies for the same reasons as with a burial — insurance claims, bank accounts, and government benefits.
How many copies of a death certificate should I order?
Order at least three to four certified copies. You will likely need them for the person's bank, insurance policies, mortgage or property deed, Social Security, and any pension or retirement accounts. Ordering multiple copies at once is cheaper than ordering them separately later, and having extras prevents delays if an institution loses one or needs more than expected.
Can someone else pick up or receive my death certificate order?
Yes, if you authorize them. If you order by mail, the certificate will be mailed to the address you provide — it does not have to be yours. If you order for pickup, call the vital records office and ask whether you can authorize someone else to pick it up on your behalf, and what proof they will need. Some offices require a notarized letter of authorization; others accept a straightforward phone call.