Where to order a death certificate in New York

In New York State, you order a death certificate from the New York State Department of Health, Vital Records Section. This is the only official source for certified copies. You cannot order from a funeral home, hospital, or local government office — they can tell you how to order, but the state issues the actual document.

The Vital Records Section is located in Albany, but you do not need to go there in person. You can order by mail, phone, or online through their website. Each method has different processing times and costs.

You will need to know the person's full name, date of death, and the county where they died. If you do not have the exact date, you can provide an approximate date and the state will search a wider range.

Key Takeaways

  • The New York State Department of Health, Vital Records Section is the only source for official death certificates, and you order directly from them, not from a funeral home or local office.
  • You need the person's full name, date of death, and the county where they died; if you do not have the exact date, provide your best estimate and the state will search nearby dates.
  • Online ordering through the state website is the fastest method and costs $15 per copy, with delivery in 5 to 10 business days.
  • Phone and mail orders are slower and cost more, but phone orders let you speak to someone if you are missing information or unsure which county the death occurred in.
  • You must show your relationship to the deceased or a reason you need the certificate; the state will not issue copies to anyone who requests them.

Ordering online through the state website

The fastest way to order is through the New York State Department of Health website. Go to the Vital Records page and select "Order a Death Certificate." You will fill in the deceased person's name, date of death, county, and your relationship to them. The form also asks why you need the certificate — common reasons are for insurance claims, estate settlement, or remarriage.

Online orders cost $15 per copy. You pay by credit or debit card. The state will mail the certificate to the address you provide, and it typically arrives in 5 to 10 business days. If you need it faster, you can pay an additional fee for expedited processing, which reduces the time to 2 to 3 business days.

Keep your order confirmation number. You can use it to check the status of your order on the website.

Ordering by phone

You can call the Vital Records Section at 518-402-5902. A staff member will take your information over the phone and process your order. This method is useful if you are unsure about details — for example, if you do not know which county the person died in, the staff can help you figure it out based on where they lived.

Phone orders cost $15 per copy, plus a $5 phone processing fee. You pay by credit or debit card. Processing time is 10 to 15 business days for standard orders. The state is open Monday through Friday, 9 a.m. to 4:30 p.m. Eastern time.

Ordering by mail

You can mail a request to the Vital Records Section at the address listed on the state website. You will need to fill out an process form, which you can read from the Department of Health website or request by phone. Include a check or money order for $15 per copy, made payable to "New York State Department of Health."

Mail orders take 20 to 30 business days because of postal delays on both ends. This is the slowest method, but it works if you do not have a credit card or prefer not to order online.

Who can order a death certificate

New York State will only issue a death certificate to someone with a direct relationship to the deceased or a legitimate reason to have one. Acceptable requesters include the spouse, parent, child, sibling, grandparent, or grandchild of the deceased. You can also order if you are the executor of the estate, a lawyer handling the estate, or someone with a court order.

You will need to state your relationship when you order. If you are not a family member, you will need to explain why you need the certificate — for example, if you are a creditor trying to settle an account, or a researcher with institutional permission. The state may ask for proof of your relationship or reason.

You do not need to be a New York resident to order a New York death certificate.

How many copies to order

Order more copies than you think you need. Most institutions — banks, insurance companies, Social Security, the court system — want an original certified copy, not a photocopy. Some will not accept a photocopy at all. If you are settling an estate, you may need copies for the bank, the insurance company, the court, and the funeral home, plus one or two extra for your records.

It is cheaper to order multiple copies now than to order again later. Each additional copy costs $15 if you order at the same time. If you order separately, you pay the processing fee again.

What to expect when the certificate arrives

A certified death certificate is a single sheet of paper with the state seal and an official signature. It includes the person's name, date of birth, date of death, cause of death, and the names of their parents. The back may have additional information depending on the year of death.

The certificate will arrive in a sealed envelope. Do not open it unless you need to read the information — some institutions prefer to receive it unopened. Keep the original in a safe place. If you lose it, you will need to order another copy.

Frequently Asked Questions

Can I get a death certificate the same day?

No. The fastest option is expedited online ordering, which takes 2 to 3 business days. If you need a certificate when ready for an emergency, call the Vital Records Section and explain the situation — they may be able to help, but they cannot may provide same-day service.

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

Provide your best estimate and the county where the person died. The state will search a range of dates around the date you give. If you do not know the county, call the Vital Records Section and give them the person's name and approximate date — they can often figure out the county from their records.

Can I order a death certificate for someone who died a long time ago?

Yes. The state has records going back to 1881 for most of New York. If the death occurred before 1881, you may need to contact the county clerk or a local historical society where the person died.

Do I need to show ID when I order?

No. You do not need to show ID when you order online or by phone. The state verifies your identity through the information you provide and your relationship to the deceased. If the state has questions, they will contact you before processing your order.

Can a funeral home order the certificate for me?

Some funeral homes will order a death certificate on your behalf as part of their services, but you are not required to use them. You can order directly from the state yourself. If a funeral home orders for you, they may charge a fee on top of the state's cost.