Where to Order a Death Certificate in Pennsylvania

In Pennsylvania, you order a death certificate from the Division of Vital Records, which is part of the Pennsylvania Department of Health. This is the only official source for certified copies. You cannot order from a funeral home, county office, or online third-party service — those will either redirect you to the state or charge you extra fees for the same document.

The Division of Vital Records is located in Harrisburg. You can reach them by mail, phone, or in person, and each method has different processing times and costs. The death must have occurred in Pennsylvania for you to order through this office. If the death happened in another state, you will need to contact that state's vital records office instead.

Key Takeaways

  • Pennsylvania's Division of Vital Records in Harrisburg is the only source for official death certificates, and you can order by mail, phone, or in person.
  • You will need the deceased person's full name, date of death, and county where the death occurred to place an order.
  • Certified copies cost $20 each by mail or phone, or $25 if you order in person at the office.
  • Mail orders typically take 5 to 10 business days; phone orders are processed within 24 hours but require a credit card.
  • You do not need to prove a relationship to the deceased to order a death certificate in Pennsylvania — anyone can request one.

What Information You Need Before Ordering

Gather these details before you contact the Division of Vital Records: the deceased person's full legal name (including middle name if you know it), the date of death, and the county where the death occurred. If you do not know the exact date, the month and year are usually enough to locate the record, though it may take longer.

You will also need to decide how many certified copies you want. Most people order 3 to 5 copies because banks, insurance companies, courts, and government agencies each may require their own certified copy. Once you have ordered, you cannot add more copies to the same request — you will have to place a new order. It is cheaper to order several at once than to order them separately later.

Ordering by Mail

To order by mail, send a written request to the Division of Vital Records, 101 South Merritt Boulevard, P.O. Box 1528, New Castle, PA 16103. Include the deceased person's full name, date of death, county of death, the number of certified copies you want, and your signature. You do not need to fill out a special form — a letter with this information is sufficient.

Include a check or money order for $20 per certified copy. Do not send cash. Mail orders typically take 5 to 10 business days from the time the office receives your letter. Include your return address and a phone number so the office can contact you if there is a problem locating the record. If you are ordering from outside Pennsylvania, allow extra time for mail delivery.

Ordering by Phone

Call the Division of Vital Records at 717-787-8769 to order by phone. The office is open Monday through Friday, 8 a.m. to 4 p.m. Eastern time. Have the deceased person's full name, date of death, county of death, and the number of copies you want ready when you call. You will need to provide a credit card (Visa, Mastercard, or Discover) to pay the $20 per certified copy fee.

Phone orders are processed within 24 hours and mailed to your address. This is the fastest method if you need the certificate quickly. The office staff can also help you if you are unsure about the county where the death occurred or if you need to search for a record when you do not have the exact date.

Ordering in Person at the Harrisburg Office

If you are in the Harrisburg area, you can visit the Division of Vital Records office at 101 South Merritt Boulevard, New Castle, PA 16103 during business hours (Monday through Friday, 8 a.m. to 4 p.m. Eastern time). Bring the deceased person's full name, date of death, and county of death. You can pay by cash, check, or credit card.

Certified copies ordered in person cost $25 each instead of $20. You will receive the certificates the same day if the record is found quickly, though you may have to wait a few hours. If the office cannot locate the record when ready, they will mail it to you within a few business days. Bring a photo ID and be prepared to wait — the office can be busy, especially near the end of the month.

What Happens If the Record Cannot Be Found

If the Division of Vital Records cannot locate a death record after searching, they will notify you by mail or phone. This can happen if the death was recorded in a different county than you thought, if the name spelling in the record differs from what you provided, or if the death occurred before Pennsylvania began keeping statewide vital records (1906 for deaths).

If the search fails, ask the office staff for help. They can search by different name spellings or check adjacent counties. You can also contact the county coroner's office or the funeral home that handled the arrangements — they may have copies of the death certificate or know which county recorded the death. Some older records are kept by individual counties rather than the state, so the county clerk's office in the county where the death occurred may also have a copy.

Understanding Certified vs. Uncertified Copies

The Division of Vital Records issues certified copies, which bear the state seal and the registrar's signature. These are the official documents that banks, insurance companies, courts, and government agencies accept. An uncertified copy (sometimes called a "informational" copy) is a photocopy without the seal and is not accepted for legal or financial purposes.

Always order certified copies unless you are only gathering information for your own records. The cost difference is small, and certified copies are what you will actually need. If someone tells you they need an uncertified copy, ask them to confirm — most organizations require the certified version.

Frequently Asked Questions

Do I need to be related to the deceased to order a death certificate?

No. Pennsylvania does not restrict who can order a death certificate. Anyone can request one by providing the deceased person's name, date of death, and county of death. You do not need to prove a relationship or provide a reason for the request.

How much does a death certificate cost in Pennsylvania?

A certified copy costs $20 if you order by mail or phone, or $25 if you order in person at the Harrisburg office. Each additional copy on the same order costs the same amount. There are no discounts for ordering multiple copies at once, so the total cost is the number of copies multiplied by the per-copy fee.

Can I order a death certificate for someone who died outside Pennsylvania?

No. The Pennsylvania Division of Vital Records only has records for deaths that occurred in Pennsylvania. If the death happened in another state, you must contact that state's vital records office. You can find contact information for any state's vital records office through the CDC's National Center for Health Statistics website.

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

Provide the month and year, and the office will search for records within that timeframe. If you only know the year, the search will take longer and may not find the record if the name is common. The more specific information you can provide, the faster the search will be.

How long does it take to receive a death certificate by mail?

Mail orders typically take 5 to 10 business days from the time the Division of Vital Records receives your request. Add extra time for your letter to reach Harrisburg and for the certificate to be mailed back to you. Phone orders are faster — they are processed within 24 hours. If you need the certificate urgently, ordering by phone is the best option.