Where to order a death certificate
You order a death certificate from the vital records office in the state or county where the person died, not from a funeral home or hospital. Each state runs its own vital records system, so the office you contact depends on the location of death. Most states call this office the "vital records" or "vital statistics" department; some call it the "health department" or "registrar of vital records." The fastest way to find the right office is to search "[your state] vital records" plus the county name.
You can order by mail, in person, or online. Online ordering is available in most states and takes the longest to arrive but requires no phone call. Mail orders take two to four weeks. In-person orders at the vital records office usually produce a certificate the same day or within a few days. Phone orders are rare; most offices do not accept them.
The cost ranges from $15 to $35 per certificate depending on the state. You will need to pay by check, money order, or credit card—methods vary by state. Order extra copies now if you think you will need them later; ordering one certificate at a time costs more per copy than ordering several together.
Key Takeaways
- Contact the vital records office in the state or county where the death occurred, not the funeral home or hospital.
- Online ordering is available in most states and costs $15 to $35 per certificate, though mail delivery takes two to four weeks.
- You will need the full name of the deceased, date of birth, date of death, and the names of both parents to complete an order.
- Order multiple copies at once if you anticipate needing them for insurance claims, property transfers, or other legal matters.
What information you need to provide
The vital records office will ask for the deceased person's full name, date of birth, date of death, and the full names of both parents. If you do not know the exact date of death, provide the month and year; the office can search a range. If the person was married, divorced, or had a name change, mention that as well—it helps the office locate the correct record.
You will also need to state your relationship to the deceased and why you need the certificate. Most states require that you have a "direct interest" in the record, meaning you are a family member, executor, attorney, or someone with a legal reason to obtain it. Funeral directors, insurance companies, and employers can also order on behalf of the family.
Online ordering in your state
Most states now offer online ordering through their vital records website. Search "[your state] order death certificate online" to reach the official portal. You will enter the deceased person's information, select how many copies you want, pay by credit card, and receive a confirmation number. The certificate will be mailed to your address in one to three weeks.
Some states use a third-party vendor to handle online orders. These vendors charge a small processing fee on top of the state fee—usually $5 to $10 extra. The vendor's website will be linked from the official state vital records page, so you can confirm you are using the correct service.
If your state does not offer online ordering, you can read the order form from the vital records website, print it, fill it out by hand, and mail it with a check or money order. Include a copy of your ID and a letter explaining your relationship to the deceased.
Ordering by mail or in person
To order by mail, read the order form from the vital records office website or call to request one. Fill in the deceased person's information, your relationship to them, and the number of copies you need. Include payment by check or money order made out to the vital records office. Mail the form and payment to the address listed on the form—do not send cash.
Include a photocopy of your ID with your mail order. Some states require a notarized statement confirming your relationship to the deceased; check the website before you mail. Mail orders typically take two to four weeks to arrive, sometimes longer during high-volume periods.
If you visit the vital records office in person, bring your ID, the order form (if required), and payment. Many offices are open Monday through Friday during business hours only. Call ahead to confirm hours and whether you need an appointment. In-person orders usually produce a certificate within a few days, though some offices can issue one the same day.
Rush orders and expedited service
Most states offer expedited processing for an additional fee, usually $10 to $25 on top of the certificate cost. Expedited orders arrive in five to ten business days instead of two to four weeks. Some states call this "rush" service; others call it "priority" or "expedited." Check the vital records website to see whether your state offers it and how to request it.
A few states offer next-day or two-day delivery for an even higher fee, but this is uncommon. If you need a certificate urgently, visiting the office in person is usually faster than any mail-based option.
What to do if you cannot find the death record
If the vital records office cannot locate the death certificate, the person may have died before the state began keeping vital records, or the death may have been recorded in a different county or state than expected. Ask the office whether they can search neighboring counties or provide the name of the county where the death was likely recorded.
If the person died more than 50 to 100 years ago (depending on the state), the record may be archived rather than in active files. The vital records office can tell you where archived records are kept and how to request them. Some states keep old records at the state library or state archives instead of the vital records office.
If the death occurred outside the United States, contact the vital records office or equivalent agency in that country. The U.S. State Department website lists vital records contacts for most countries.
Using the death certificate for insurance and legal matters
Life insurance companies, banks, and courts will ask for an official certified copy of the death certificate—a photocopy or printout is not acceptable. A certified copy has a raised seal or official stamp from the vital records office. Order certified copies, not informational copies, when you place your order.
You will need the death certificate to file a life insurance claim, transfer property, close bank accounts, claim Social Security benefits, and probate a will. Each organization may ask for one or more certified copies. Insurance companies often keep the original, so order extra copies to have on hand for other uses.
Some organizations will accept a certified copy sent directly from the vital records office to them. Ask whether the organization will accept a mailed copy or whether you must deliver it in person.
Frequently Asked Questions
How long does it take to get a death certificate?
Mail orders take two to four weeks. In-person orders at the vital records office usually take a few days or the same day. Online orders take one to three weeks for delivery. Expedited mail service costs extra and takes five to ten business days.
Can I order a death certificate for someone who is not a family member?
Most states require a direct interest in the record, meaning you are a family member, executor, attorney, or have a legal reason. Some states allow funeral directors, insurance companies, and employers to order. Call the vital records office to ask whether your situation qualifies.
What is the difference between a certified copy and an informational copy?
A certified copy has an official seal or stamp and is accepted by banks, insurance companies, and courts. An informational copy is a plain photocopy and is not legally valid for most purposes. Always order certified copies unless you are told otherwise.
Do I need to order multiple copies at once?
Ordering several copies together costs less per certificate than ordering one at a time. If you anticipate needing the certificate for life insurance, property transfer, and Social Security, order at least three or four copies now.
What if the death certificate has an error on it?
Contact the vital records office to request a correction. You will need to provide proof of the error, such as a birth certificate or marriage license. Corrections take additional time and may cost extra. Ask the office what documents they need before you submit a correction request.