Where to Request a Pennsylvania Death Certificate

Pennsylvania death certificates are issued by the Pennsylvania Department of Health, Division of Vital Records, located in Harrisburg. You cannot get one directly from a funeral home, hospital, or county office — all requests go through the state, though you can submit them by mail, in person, or online through the state's official portal.

The fastest method is the online system at www.health.pa.gov/vitalrecords, where you can order a certified copy and pay by credit card. Processing takes about one week. If you prefer to mail your request, send it to Pennsylvania Department of Health, Division of Vital Records, 101 South Merritt Boulevard, P.O. Box 1528, New Castle, PA 16103. Mail orders typically take two to three weeks.

You can also request one in person at the Division of Vital Records office in New Castle during business hours, Monday through Friday, 8 a.m. to 4 p.m. Bring a photo ID and payment. Walk-in requests are processed the same day if submitted before 3 p.m.

Key Takeaways

  • Pennsylvania issues death certificates through the state Division of Vital Records, not through counties or local offices.
  • You can order online at www.health.pa.gov/vitalrecords, by mail, or in person in New Castle, with online being the fastest option at about one week.
  • You will need the person's full name, date of death, and place of death (city or county) to submit a request.
  • A certified copy costs between $20 and $25 depending on how many copies you order, and you should order multiple copies since many institutions require originals.
  • If the death occurred before 1906 or in a city that kept its own records, you may need to contact the county or city where the death happened instead.

What Information You Need Before You Order

Have the deceased person's full legal name, date of death, and the city or county where the death occurred. If you do not know the exact date, the state can search within a range of a few months, but this takes longer and may cost extra. The place of death is critical — Pennsylvania records are organized by county and year, so knowing whether the person died in Philadelphia or Erie makes a difference in how quickly the search happens.

If the person died in a Pennsylvania hospital or nursing home, that facility can usually tell you the exact date and county. If you are unsure of any detail, call the Division of Vital Records at 717-787-3701 before submitting your request — staff can help you narrow down the information or tell you whether the record exists in Pennsylvania's system.

Cost and How Many Copies to Order

A single certified copy of a Pennsylvania death certificate costs $20 if ordered online or in person, or $25 if ordered by mail (the extra $5 covers return postage). Each additional copy ordered at the same time costs $4 more. Most people need between three and five copies because banks, insurance companies, Social Security, and probate courts often require original certified copies rather than photocopies.

Ordering five copies at once is usually cheaper than ordering one and coming back for more later. Online orders let you choose the number of copies before you pay. If you order by mail, write the number of copies you want clearly on your request form.

Deaths That Occurred Before 1906 or in Certain Cities

Pennsylvania did not require statewide registration of deaths until 1906. If the person died before that year, contact the county courthouse or the city where the death happened — some cities like Philadelphia and Pittsburgh kept their own death records going back further. The state Division of Vital Records can tell you which county or city to contact if you call them.

A few Pennsylvania cities also maintained independent vital records systems. Philadelphia, Pittsburgh, Scranton, and Allentown kept their own records for certain years. If the death occurred in one of these cities before the state took over registration, you may need to request the certificate from the city's health department instead of the state.

What to Do If You Cannot Find the Record

If the state says the record does not exist in their system, the death may have been recorded in the county or city where it happened rather than registered with the state. Ask the Division of Vital Records which county to contact — they can usually tell you based on the location and year. You can then contact the county courthouse or county health department directly.

Another possibility is that the name was spelled differently on the original record, or the person used a different name at the time of death. If you have tried multiple spellings or variations without success, call the state office and describe what you know. Staff can sometimes locate records using partial information or help you understand why a record might not be in the system.

Using Your Death Certificate for Legal and Financial Matters

Banks, insurance companies, and the Social Security Administration all require certified copies to process claims or close accounts. Courts need them for probate and inheritance cases. Some institutions specify how many certified copies they need — always ask before you order. A certified copy has the state seal and the registrar's signature, which is what makes it official for legal purposes; a photocopy is not accepted.

Keep the original certified copies in a safe place. If you lose them, you will have to order new ones, which takes time. Some people scan certified copies and store the digital files separately as a backup, though the original is still needed for most official submissions.

Frequently Asked Questions

Can I order a death certificate for someone who is not a relative?

Yes. Pennsylvania allows anyone to order a death certificate if they have the person's name, date of death, and place of death. You do not need to prove a relationship. The state considers death records public information once they are registered.

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

Mail requests typically take two to three weeks from the time the Division of Vital Records receives your letter. Add a few extra days for postal delivery on both ends. If you need it faster, use the online system (about one week) or visit in person in New Castle (same day).

What if the person died in Pennsylvania but was buried in another state?

The location of burial does not matter. If the person died in Pennsylvania, you order the certificate from the Pennsylvania Division of Vital Records. The death certificate is issued based on where the death occurred, not where the body was laid to rest.

Do I need to show proof that the person is dead?

No. You only need the person's name, date of death, and place of death. The state assumes the information you provide is accurate. If the record exists in their system, they will issue the certificate without requiring you to prove anything.

Can I get a death certificate if the person died more than 50 years ago?

Yes, as long as the death was registered in Pennsylvania. Records dating back to 1906 are in the state system. Deaths before 1906 may be in county or city records. Call the Division of Vital Records to find out where older records are kept.