Where to Request a Death Certificate in Pennsylvania

In Pennsylvania, you request a death certificate from the Department of Health, Division of Vital Records in Harrisburg. This is the state office that holds all death records filed in Pennsylvania. You cannot get a certified copy from a funeral home, hospital, or county office — those places may have records, but only the state vital records office issues the official document you need for legal purposes.

The vital records office accepts requests by mail, phone, fax, or in person. If you need the certificate quickly, in-person pickup is fastest — you can often walk out with it the same day. Mail requests typically take two to three weeks. Phone requests are available, but you still have to pay and arrange delivery by mail or pickup.

The mailing address is: Pennsylvania Department of Health, Division of Vital Records, 101 South Merritt Boulevard, P.O. Box 1528, New Castle, PA 16103. The phone number is 724-656-3100. You can also request online through the state's VitalChek system, which charges an extra processing fee but delivers by mail faster than standard mail requests.

Key Takeaways

  • Pennsylvania's Division of Vital Records in Harrisburg is the only office that issues official death certificates, and you must request directly from them.
  • You need the person's full name, date of death, and place of death (city or county) to request a certificate, plus a reason for needing it.
  • In-person requests at the Harrisburg office take one business day; mail requests take two to three weeks; online requests through VitalChek take five to ten business days.
  • Certified copies cost $20 for the first copy and $5 for each additional copy ordered at the same time, though VitalChek charges extra for expedited delivery.
  • You do not have to be a family member to request a death certificate, but the office may ask what you need it for and may require proof of your identity.

What Information You Need Before You Request

Before you contact the vital records office, gather the person's full legal name, the date of death, and the city or county where they died. If you do not know the exact date, the office can search by year and month, but it takes longer. The full legal name is important — if the person went by a nickname or changed their name, use the name on their birth certificate or legal documents.

You will also need to state your reason for requesting the certificate. Common reasons are "for estate settlement," "for insurance claim," "for Social Security," or "for genealogy." The office does not deny requests based on reason, but they ask because it helps them understand what type of certified copy you need — some purposes require more official seals or notarization than others.

How to Request by Mail

To request by mail, fill out the process for Certified Copy of Death Record form, which you can read from the Pennsylvania Department of Health website or request by phone. Write the person's full name, date of death, place of death, and your reason for the request. Sign and date the form.

Include a check or money order for $20 (first copy) plus $5 for each additional copy. Do not send cash. Include a return address and your phone number. Mail everything to the address above. The office will mail the certificate back to you in two to three weeks. If you need it faster, use the VitalChek online system instead.

How to Request in Person or by Phone

If you go in person to the Harrisburg office, bring the completed process form, a photo ID, and payment (cash, check, or card). The office is open Monday through Friday, 8 a.m. to 4 p.m., closed on state holidays. You can usually get a certified copy the same day, though during high-volume periods it may take until the next business day.

To request by phone, call 724-656-3100 and speak to a staff member. They will take your information over the phone and ask how you want to pay — by credit card over the phone or by mailing a check. They will then mail the certificate to you, which takes the same two to three weeks as a mail request. Requesting by phone does not speed up the process; it is mainly for people who prefer not to mail a form.

Using VitalChek for Faster Online Requests

VitalChek is an online service that Pennsylvania uses for death certificate requests. You create an account, enter the person's information, pay online, and the certificate is mailed to you. VitalChek charges the state fee ($20 for the first copy) plus its own processing fee, which is usually $10 to $15 depending on how fast you want delivery.

Standard delivery through VitalChek takes five to ten business days. Expedited delivery (three to five business days) costs more. You can order multiple copies at once and pay the $5 per additional copy fee. The advantage of VitalChek is that you do not have to print, sign, and mail a form — everything is done online and you get a confirmation email when ready.

What Happens If the Death Was Recent

If the person died very recently — within the last few days or weeks — the death certificate may not yet be filed with the state. Funeral homes file death certificates with the county, and the county sends them to the state vital records office. This process usually takes one to two weeks. If you request a certificate before it is filed, the office will tell you it is not yet available and give you an estimated date when you can request it again.

If you need proof of death when ready and the certificate is not yet filed, ask the funeral home for a certified copy of the funeral home's death certificate or a letter from the funeral director stating the person's death. Some banks, insurance companies, and government offices will accept this temporary proof while you wait for the official state certificate.

Ordering Multiple Copies at Once

If you need more than one certified copy — for example, one for the bank, one for Social Security, one for insurance — order them all at the same time. The first copy costs $20, and each additional copy costs $5. So three copies cost $30 total, not $60. This is much cheaper than ordering one copy now and another copy later.

Most people need between two and five copies for estate settlement, insurance claims, and government benefits. Order a few extra if you can afford it, because ordering again later is inconvenient and costs more. You can always keep unused copies — they do not expire.

Frequently Asked Questions

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

Yes. Pennsylvania does not restrict who can request a death certificate. You do not have to be a relative. The office may ask your relationship to the person and your reason for requesting it, but they cannot deny you based on that. Funeral directors, attorneys, and estate executors request certificates for people they are not related to all the time.

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

You can request by year and month instead of the exact date. The office will search that month and year and may find multiple records if the name is common. Provide as much detail as you can — the city or county where the person died helps narrow the search. Searches without an exact date take longer and may cost more.

Do I need the original death certificate or is a copy okay?

For most purposes — insurance claims, Social Security, bank accounts, property transfer — a certified copy is what you need, not the original. A certified copy is a photocopy with an official seal and signature from the vital records office. That seal is what makes it legal proof. The original certificate stays with the vital records office.

How much does a death certificate cost?

The state fee is $20 for the first certified copy and $5 for each additional copy ordered at the same time. If you use VitalChek, add $10 to $15 for their processing fee depending on delivery speed. In-person requests at the Harrisburg office do not have an extra fee beyond the $20 per copy.

Can the funeral home get the death certificate for me?

Funeral homes can help you understand the process and may have process forms, but they cannot order the official state certificate for you. You must request it directly from the vital records office. Some funeral homes offer to handle the paperwork as a service, but you are still paying the state fee plus any service charge the funeral home adds.