Where to Request a Death Certificate in Illinois

In Illinois, you request a death certificate from the Illinois Department of Public Health, Division of Vital Records. This is the only state office that issues certified copies. You cannot get one from a funeral home, county clerk, or hospital—they may have records, but only the state vital records office can issue the official document you need for banks, insurance companies, and courts.

The vital records office is located in Springfield, but you do not need to visit in person. You can request by mail, phone, or online through their website. Most people use mail or the online portal because it is straightforward and you get a document in the mail within one to two weeks.

You will need the person's full name, date of death, and county where the death occurred. If you do not know the county, the vital records office can search for you, but it takes longer and may cost extra. If the death happened more than 50 years ago, contact the county clerk in the county where the death was recorded—very old records are sometimes kept locally.

Key Takeaways

  • Request death certificates from the Illinois Department of Public Health, Division of Vital Records in Springfield—no other office issues them.
  • You can request by mail, phone at 217-782-2098, or online through the vital records portal on the IDPH website.
  • Have the person's full name, date of death, and county of death ready before you contact them.
  • A certified copy costs between $15 and $25 depending on how you order, and takes one to two weeks by mail.
  • If you need the certificate urgently, phone or online orders arrive faster than mail, and some funeral homes can request on your behalf.

Ordering by Mail

To order by mail, read the process for Certified Copy of Death Certificate from the IDPH website or call 217-782-2098 and ask them to mail you the form. Fill in the deceased person's full name, date of death, county of death, and your relationship to them. Sign and date the form.

Include a check or money order for the fee—currently $15 for the first copy and $2 for each additional copy ordered at the same time. Do not send cash. Mail the form and payment to: Illinois Department of Public Health, Division of Vital Records, 535 West Jefferson Street, Springfield, IL 62761.

The office processes mail requests in the order received. Expect two to three weeks from the time they receive your envelope. If you need it faster, use the phone or online method instead. Include a return address on the envelope and keep a copy of what you sent in case you need to follow up.

Ordering Online or by Phone

The IDPH vital records office accepts orders through their online portal at the Department of Public Health website. You create an account, enter the deceased person's information, upload a photo of your ID, and pay by credit card. Online orders typically arrive within one to two weeks.

You can also call 217-782-2098 during business hours (Monday through Friday, 8:30 a.m. to 4:30 p.m. Central Time). Have the person's full name, date of death, and county ready. The staff member will take your information, confirm the fee, and process payment over the phone. Phone orders are faster than mail because there is no travel time for your paperwork.

Both methods require you to prove your identity and your relationship to the deceased. For online orders, upload a photo of your driver's license or state ID. For phone orders, the staff will ask questions to verify you have a legitimate reason for the certificate—for example, you are a family member, executor, or attorney handling the estate.

Who Can Request a Death Certificate

Illinois allows when ready family members, legal representatives, and people with a documented need to request a death certificate. when ready family includes the spouse, parent, child, or sibling of the deceased. You can also request if you are the executor or administrator of the estate, the attorney handling the estate, or someone with a court order.

If you are not a family member, you will need to explain your reason when you order. For example, if you are a creditor trying to settle an account, or a researcher with institutional affiliation, tell the vital records office. They will ask for documentation—a letter from your employer, a court document, or a power of attorney.

The vital records office does not issue certificates to the general public without a stated reason. This is a privacy protection. If your reason is legitimate but not obvious, have your documentation ready before you call or submit your order online.

What Information Appears on the Certificate

A certified death certificate from Illinois includes the deceased person's full name, date of birth, date of death, place of death, county of death, cause of death, and the names of parents. It also shows the person who reported the death (usually a funeral director or hospital), the date the death was registered, and the signature and seal of the state registrar.

Some organizations ask for a "certified copy with raised seal" or "certified copy with embossed seal." This means the state registrar's seal is pressed into the paper so it creates a raised impression. This version is required by some banks, insurance companies, and courts. The vital records office provides this version by default when you order through them—you do not need to request it separately.

If you need multiple copies, order them all at once. It is cheaper to order five copies together than to order one copy now and four more later. The fee for additional copies ordered at the same time is only $2 each, compared to $15 for a single copy ordered separately.

Fees and Processing Times

The current fee for a certified death certificate in Illinois is $15 for the first copy. Each additional copy ordered at the same time costs $2. If you order by phone or online and pay by credit card, there may be a small processing fee added by the payment processor—usually $1 to $2.

Processing times vary by method. Mail orders take two to three weeks from receipt. Phone orders are processed the same day and mailed out within a few business days. Online orders are processed within one to two weeks. If you need the certificate within days, ask the vital records office whether expedited service is available—some states offer it, but Illinois does not always advertise it, so it is worth asking.

Funeral homes sometimes offer to request the certificate on your behalf. They charge a fee for this service—usually $25 to $50—but they have a direct line to the vital records office and may receive it faster. This is useful if you are overwhelmed with arrangements, but it costs more than ordering yourself.

If You Cannot Find the Death Record

If the vital records office cannot locate the death record, they will tell you. This sometimes happens if the death was very recent (records take a few days to be entered), if the person died out of state, or if the name or date you provided does not match the record exactly.

Ask the vital records office to search for variations of the name—nicknames, maiden names, or different spellings. If the person died in another state, you will need to contact that state's vital records office instead. If the death was recent, wait a few days and try again.

If the death happened more than 50 years ago and the state office cannot find it, contact the county clerk in the county where the death occurred. Some very old records are kept at the county level. You can also check with the funeral home that handled the arrangements—they may have a copy of the original death certificate or know where the record is filed.

Frequently Asked Questions

How many copies of a death certificate do I need?

Order at least three to five copies. Banks, insurance companies, the Social Security Administration, and courts each may want their own copy. It is cheaper to order multiple copies at once ($2 each after the first) than to order more later ($15 each). If you are handling an estate with many accounts, order more.

Can I get a death certificate if the person died in another state?

No. You must request from the state where the death occurred. Contact that state's vital records office. The process is similar to Illinois—you provide the person's name, date of death, and county or city, and pay a fee. If you do not know which state, start with the funeral home that handled the arrangements.

What if I need the death certificate right away?

Call the vital records office at 217-782-2098 and explain the urgency. They may be able to process your request the same day and mail it out quickly. Some funeral homes can request on your behalf and receive it faster because they have established relationships with the office. This costs extra but may be worth it if you need it within days.

Do I need an original certified copy or will a photocopy work?

Most organizations require an original certified copy with the state seal. A photocopy is not accepted for legal or financial matters. However, some organizations (like schools or employers) may accept a photocopy for informational purposes. When in doubt, ask the organization what they need before you order.

What if the person never had a death certificate issued?

Every death in Illinois must be registered with the state within a certain time frame. If no certificate was issued, contact the county clerk in the county where the death occurred. They can help you file a delayed death certificate, which requires documentation like a funeral home record, obituary, or affidavit from someone who knew the person. This process takes longer and may require a court order.