Where to request a death certificate
You request a death certificate from the vital records office in the state where the person died, not from a funeral home or the federal government. Each state runs its own vital records system, and they do not share databases, so you must contact the specific state.
The vital records office is usually part of the state health department. You can find the correct office and its mailing address, phone number, and fees on the National Association for Public Health Statistics and Information Systems (NAPHSIS) website, which lists every state's vital records contact information. Some states also accept requests online or by phone with a credit card.
If you do not know which state to contact, the funeral home that handled the arrangements will have this information on the death certificate they received. If you have no other way to find out, you can call the state health department of the state where you believe the death occurred and ask them to direct you.
Key Takeaways
- Death certificates are issued by the vital records office in the state where the death occurred, and each state has its own office and fee structure.
- You will need to provide the full name of the deceased, date of birth, date of death, and usually the name of a parent or spouse to prove your connection to the record.
- Processing time ranges from a few days to several weeks depending on the state and whether you request it by mail, phone, or in person.
- You can order multiple certified copies at once, and it is usually cheaper per copy to order several than to order one and reorder later.
- Some states allow you to order online, while others require mail or in-person requests; check your state's vital records website for the fastest method.
What information you need to provide
When you request a death certificate, have the following details ready: the full legal name of the deceased, their date of birth, the date of death, and the city or county where the death occurred. If you do not have the exact date, the month and year are usually enough.
You will also need to prove your connection to the record. Most states require you to state your relationship to the deceased—for example, spouse, child, parent, or sibling. Some states ask for additional information like the name of a parent or spouse of the deceased to verify you are requesting the correct person's record. A few states require you to sign an affidavit stating why you need the certificate.
If you are requesting the certificate on behalf of someone else, bring a signed letter from that person authorizing you to request it, or check your state's rules—some states have a specific list of who can order on another person's behalf.
How to order by mail, phone, or online
Most states accept requests by mail. You will fill out a form (usually available on the state health department website), include a check or money order for the fee, and mail it to the address listed. Processing time is typically one to three weeks, though some states take longer. Keep a copy of what you sent in case you need to follow up.
Some states allow phone orders with a credit card. Call the vital records office during business hours, provide the information above, and they will mail the certificate to you. This is faster than mailing a form but not faster than in-person pickup if your state offers it.
A growing number of states offer online ordering through their health department website. You enter the information, pay by credit card, and the certificate is mailed to you or sometimes available for pickup. Online ordering is usually the fastest method and lets you track your order. Check your state's vital records website to see which methods are available.
How much it costs and how many copies to order
Death certificate fees vary by state and range from about $5 to $25 per certified copy. Some states charge a flat fee for the first copy and a lower fee for additional copies ordered at the same time. A few states charge the same price regardless of how many you order together.
Order multiple copies now rather than ordering one and reordering later. You will likely need certified copies for the will, life insurance claims, Social Security, bank accounts, property transfers, and other purposes. Ordering three to five copies at once is almost always cheaper than ordering one copy and then ordering more later when you realize you need them.
Some states accept checks or money orders by mail, while others require a credit card for phone or online orders. A few states accept both. Check your state's website for payment methods before you submit your request.
Processing time and what to expect
Processing time depends on the state and the method you use. In-person requests at the vital records office are usually processed the same day or within a few days. Mail requests typically take one to three weeks. Online requests may be processed in a few days to two weeks. Call ahead or check the website to ask about current processing times, as they can be longer during busy periods.
You will receive the certificate by mail unless you picked it up in person. Certified copies come with an official seal and signature, which is what banks, courts, and government agencies require. A photocopy or printout from a website is not a certified copy and will not be accepted for official purposes.
If your request is delayed, contact the vital records office to check the status. Have your name, the deceased's name, and the date you submitted the request ready. Some states have a tracking system on their website where you can check the status yourself.
Special situations: amended or delayed certificates
If the death certificate contains an error—a misspelled name, wrong date, or incorrect information—you can request an amended certificate. Contact the vital records office in the state where the death occurred and ask about their process for corrections. You may need to provide documentation of the error, such as a birth certificate or court order.
If the death was not reported to the vital records office at the time it occurred, you may need to file a delayed death certificate. This is less common but can happen if the death occurred at home and was not when ready reported, or if records were lost. The process varies by state; contact the vital records office to learn what documentation they require.
If the death occurred outside the United States, you will need to contact the vital records office of the country or territory where the death occurred. The U.S. State Department website has links to vital records offices in many countries.
Frequently Asked Questions
How many certified copies of a death certificate do I need?
There is no single answer, but most people need three to five copies. You will need one for the will, one for life insurance claims, one for Social Security, and one for bank or property matters. Order extras because reordering later is more expensive and takes time. You can always keep unused copies for future needs.
Can I get a death certificate if I am not a family member?
It depends on the state. Some states restrict who can order a death certificate to when ready family members or people with a direct interest in the record. Others allow anyone to order a certified copy. Check your state's vital records website or call the office to learn their policy on who can request a certificate.
What if I need the death certificate urgently?
In-person pickup at the vital records office is the fastest option if your state offers it. Some states also offer expedited mail service for an additional fee. Call the vital records office and ask about rush processing; they may be able to prioritize your request if you explain the urgency.
Can I order a death certificate for someone else?
Most states allow you to order on behalf of someone else if you have written authorization from that person, or if you are acting as their legal representative (such as an executor of an estate). Some states have a specific list of who can order without authorization. Check your state's rules before you submit a request on someone else's behalf.
What is the difference between a certified copy and a regular copy?
A certified copy has an official seal and signature from the vital records office and is accepted by banks, courts, and government agencies. A photocopy or printout is not certified and will not be accepted for official purposes. Always order certified copies unless you are only using the certificate for your own personal records.