Where to Request a Death Certificate in Virginia

In Virginia, you request a death certificate from the Office of the Vital Records, which is part of the Virginia Department of Health. This is the only official source for certified death certificates in the state. You cannot get one from a funeral home, hospital, or county clerk — they may help you understand the process, but the vital records office is where your request goes.

The vital records office is located in Richmond, but you do not have to visit in person. You can request by mail, phone, or online through their website. Each method has different processing times and costs, which we cover in the sections below.

Key Takeaways

  • Virginia's Office of the Vital Records in Richmond is the only place that issues official death certificates, and you can request one by mail, phone, or online.
  • You will need the full name of the deceased, date of death, and place of death — if you do not have the exact date, the office can search for a small additional fee.
  • Certified copies cost $12 each when you order by mail or phone, and $14 when you order online; uncertified copies cost $6 and are faster but not accepted for legal purposes like insurance claims.
  • Mail requests take 2 to 4 weeks, phone requests take 1 to 2 weeks, and online requests are fastest but require a credit or debit card.
  • You do not have to be a family member to request a death certificate, but the office will ask why you need it and may require proof of your identity.

Ordering by Mail

Mailing a request is the least expensive option and works well if you are not in a hurry. You will need to fill out the process for Vital Records form, which you can read from the Virginia Department of Health website or request by phone. The form asks for the deceased's full name, date of birth, date of death, place of death, and your relationship to the person.

Mail your completed form along with a check or money order for $12 per certified copy to the Office of the Vital Records, P.O. Box 1000, Richmond, VA 23218. Include a self-addressed, stamped envelope so they can send the certificate back to you. Processing takes 2 to 4 weeks from the day they receive your request. If you need the certificate sooner, phone or online ordering is faster.

If you do not know the exact date of death, you can still submit a request — the office will search for the record using the name and approximate year, but this adds $5 to the cost and may take longer.

Ordering by Phone

Calling the Office of the Vital Records is faster than mail and costs the same. The phone number is (804) 662-6200. Have the deceased's full name, date of death, and place of death ready when you call. You will also need a credit or debit card to pay the $12 fee per copy.

Processing time for phone orders is 1 to 2 weeks. The office will mail the certificate to the address you provide. If you need it even faster, ask about expedited shipping when you call — there is an additional fee, but it can cut the delivery time in half.

The office is open Monday through Friday, 8:30 a.m. to 4:30 p.m. Eastern time. Lines can be busy, especially early in the week, so calling mid-week or mid-morning may get you through faster.

Ordering Online

The Virginia Department of Health website allows you to order death certificates online through their vital records portal. This is the fastest method — you can place an order and receive tracking information when ready. The cost is $14 per certified copy, which is $2 more than phone or mail, but the speed often makes it worth the difference.

To order online, you will need the deceased's full name, date of death, place of death, and a valid credit or debit card. The portal will ask why you need the certificate — common reasons include insurance claims, estate settlement, or legal proceedings. You do not have to prove your reason, but the office uses this information to route your request.

Certificates ordered online are typically mailed within 3 to 5 business days. You can check the status of your order on the website using the confirmation number they give you when you submit.

Certified Versus Uncertified Copies

Virginia offers two types of death certificates: certified copies and uncertified copies. A certified copy has the state seal and the registrar's signature, and it is the only version accepted for legal and financial purposes — insurance claims, probate court, Social Security, banks, and employers all require a certified copy.

An uncertified copy is a photocopy of the record without the seal or signature. It costs $6 and is processed faster, but it is not accepted for any official purpose. The only reason to order an uncertified copy is if you need the information quickly for personal records and do not need it for any legal claim.

When you place your order, the office will assume you want certified copies unless you specifically ask for uncertified. Most people need certified copies, so this is the right default.

What Information You Need Before You Order

Before you contact the vital records office, gather as much of this information as you can: the deceased's full legal name (including middle name), date of birth, date of death, and place of death (city or county). If you have the death certificate number or the funeral home's name, include that too — it helps the office find the record faster.

If you do not have the exact date of death, you can still order — tell the office the month and year, and they will search for it. This adds $5 to the cost and takes longer, but it is possible. If you do not know the place of death, the search becomes much harder and may not succeed, so try to find that information first.

You will also need to know your relationship to the deceased or your reason for requesting the certificate. The office does not restrict who can order, but they ask this question on every form.

How Long It Takes and What Happens Next

Processing time depends on how you order. Mail requests take 2 to 4 weeks, phone requests take 1 to 2 weeks, and online requests are fastest at 3 to 5 business days. These times are measured from when the office receives or processes your request, not from when you send it or place the order.

Once the office processes your request, they mail the certificate to the address you provided. There is no option for pickup in person. If you need the certificate urgently, ask about expedited shipping — this costs extra but can reduce mailing time. Some people order multiple copies at once to avoid having to request again later.

If the office cannot find a record of the death, they will contact you to ask for more information or to clarify details. This can add time to your request, so providing complete and accurate information the first time speeds up the process.

Frequently Asked Questions

Do I have to be related to the deceased to get their death certificate?

No. Virginia does not restrict who can request a death certificate. The office will ask your relationship to the deceased or your reason for requesting it, but they do not use this to deny requests. You just need to provide accurate information about the person who died.

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

You can still request a certificate by providing the month and year of death and the place. The office will search for the record, but this adds $5 to the cost and takes longer. If you can narrow it down to a specific month or season, that helps the search succeed.

Can I get a death certificate the same day?

No. Virginia does not offer same-day service. Online ordering is the fastest option at 3 to 5 business days. If you need a certificate urgently, ask about expedited shipping when you place your order — it costs extra but can speed up delivery.

What if the death happened in Virginia but the person lived out of state?

If the death was registered in Virginia, you request the certificate from Virginia's Office of the Vital Records. The location where the person lived does not matter — only where the death was recorded. If you are unsure which state registered the death, call the vital records office and they can help you figure it out.

How many copies should I order?

Order at least 3 to 5 certified copies. You will likely need one for the funeral home, one for probate court, one for insurance, and one for Social Security or other agencies. Having extras on hand saves you from having to request again later. Extra copies cost $12 each, so ordering them all at once is usually cheaper than ordering separately.