Where to order a death certificate in New York

You order a death certificate from the New York State Department of Health, Vital Records Section. If the death happened in New York City, you can also order from the city's Department of Records. The state office handles deaths from anywhere in New York State outside the five boroughs; the city office handles Manhattan, Brooklyn, Queens, the Bronx, and Staten Island.

You have four ways to order: by mail, in person, by phone, or online through the state's VitalChek portal. Each method has different costs and timelines. Mail and phone orders take the longest. In-person orders at the state office in Albany are fastest if you can travel there. Online orders through VitalChek are usually processed within a few business days.

You do not need to be a family member to order a death certificate. New York allows anyone to request one, though some uses (like life insurance claims) may require you to prove your relationship to the deceased.

Key Takeaways

  • The New York State Department of Health Vital Records Section handles deaths statewide outside New York City; the city's Department of Records handles the five boroughs.
  • You can order online through VitalChek, by mail, by phone at 518-402-5902, or in person at the state office in Albany.
  • Online orders typically arrive within five to ten business days; mail orders take two to four weeks.
  • The cost varies by method: online orders cost more than mail orders, and rush processing adds an extra fee.
  • You will need the full name of the deceased, date of death, and place of death to complete your order.

What information you need before ordering

Gather these details before you contact the vital records office: the full name of the deceased, the date of death, the place of death (city or town), and the deceased's date of birth. If you do not know the exact date, the office can search by year or approximate date, but it will take longer and may cost more.

If the deceased changed their name during their lifetime, or if you are unsure of the spelling, mention that when you order. The vital records office can search for variations, but you may need to provide additional information like a parent's name or the maiden name of a spouse.

Ordering online through VitalChek

VitalChek is the state's official online portal for vital records orders. Go to vitalchek.com, select New York, then choose the type of record (death certificate). Enter the deceased's information and select how many certified copies you want. Most people order two to four copies because banks, insurance companies, and government agencies often require originals.

VitalChek charges a state fee (set by New York) plus a VitalChek processing fee. The total is usually $25 to $35 per certificate. You can choose standard delivery (five to ten business days) or rush delivery (two to three business days) for an additional fee. Payment is by credit or debit card only.

After you submit your order, VitalChek sends it to the vital records office. You will receive a confirmation email with a tracking number. The office will mail your certificates to the address you provided.

Ordering by mail from the state office

read the process for Certified Copy of Death Record form from the New York State Department of Health website, or call 518-402-5902 to request one by mail. Fill it out completely with the deceased's full name, date of death, place of death, and your relationship to the deceased.

Include a check or money order for the state fee (currently $15 for the first certificate and $5 for each additional copy ordered at the same time). Mail the form and payment to: New York State Department of Health, Vital Records Section, 800 North Pearl Street, Albany, NY 12204.

Mail orders take two to four weeks to process and arrive. If you need the certificate sooner, use the online method or call the office to ask about rush processing options, which may be available for an additional fee.

Ordering by phone or in person

Call the vital records office at 518-402-5902 during business hours (Monday through Friday, 9 a.m. to 4:30 p.m. Eastern time). Have the deceased's information ready. You can order by phone and pay with a credit or debit card. The office will mail your certificates, which takes about two weeks.

If you can travel to Albany, visit the vital records office in person at 800 North Pearl Street. Walk-in orders are processed the fastest—you can receive your certificates the same day or within one business day. Bring cash, a check, or a credit card. The office is open Monday through Friday, 9 a.m. to 4:30 p.m.

Ordering from New York City

If the death occurred in New York City, you can order from the Department of Records instead of the state office. Visit the city's website or call 311 for information. The city office is located at 31 Chambers Street in Manhattan and is open Monday through Friday.

In-person orders at the city office are processed quickly, sometimes the same day. Mail orders take longer. The city charges a different fee than the state office, usually around $15 to $20 per certificate. You can also order online through the city's portal if available.

How many copies to order

Order at least two or three certified copies. Banks, insurance companies, employers, and government agencies often require original certified copies, and they do not return them. If you are settling an estate, handling life insurance, or dealing with multiple institutions, you may need four to six copies.

It is cheaper to order multiple copies at once than to order them separately later. Additional copies ordered with your first request cost only $5 each (through the state office), compared to $15 for a single certificate ordered later.

Frequently Asked Questions

How long does it take to get a death certificate?

Online orders through VitalChek take five to ten business days. Mail orders take two to four weeks. In-person orders at the state office in Albany or New York City are fastest—usually same day or next business day. Rush processing may be available for an additional fee.

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

Yes, New York allows anyone to order a death certificate. However, some uses—like filing life insurance claims or accessing bank accounts—may require you to prove your relationship to the deceased or show a legitimate reason for needing the certificate.

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

The vital records office can search by year or approximate date, but it will take longer and may cost more. Provide as much information as you have: the month and year, the city where the death occurred, or the deceased's age at death. The office will search their records and contact you if they need more details.

Do I need to order from the state office or the city office?

If the death occurred in New York City (Manhattan, Brooklyn, Queens, the Bronx, or Staten Island), you can order from either the city or state office. If the death occurred anywhere else in New York State, order from the state office. Both offices have the same records for city deaths.

What if the death certificate has an error on it?

Contact the vital records office where the certificate was issued. You can request a correction by submitting an amended death certificate form along with supporting documents (like a court order or medical examiner's report). The process takes several weeks and may require a fee.