Where to order a death certificate
You order a death certificate from the vital records office in the county or state where the person died, not from a funeral home or hospital. Each state runs its own vital records system, and they do not share records across state lines. If you do not know which county the death occurred in, you can search the Social Security Death Index online — it is free and lists the state where the person died.
Most states let you order by mail, phone, or in person. Some states now offer online ordering through their vital records website. The office that holds the record is usually called the County Clerk, Vital Records Office, or Health Department — the name varies by state. A quick search for "[your state] vital records office" will take you to the right agency and their current fees and methods.
You will need to provide the full name of the deceased, the date of death, and the county where death occurred. Some offices ask for the parents' names or the deceased's date of birth. Have this information ready before you contact them.
Key Takeaways
- Death certificates are issued by the county or state vital records office where the person died, and you must order from that specific location.
- Most offices accept orders by mail, phone, or in person, and some now offer online ordering through their official website.
- You will need the full name of the deceased, the date of death, and the county where death occurred to place an order.
- Processing times range from a few days to several weeks depending on the state and method you choose, so order early if you need the certificate for a important date.
- Certified copies cost between $5 and $30 per copy depending on the state, and you may need multiple copies for banks, insurance companies, and government agencies.
How long it takes and what it costs
Processing time depends on the state and how you order. In-person orders at the vital records office often take a few minutes to an hour. Mail orders typically take one to three weeks. Online orders, where available, may be ready in three to five business days. Call ahead or check the office website to learn the current wait time — some offices are backlogged during certain seasons.
The cost of a certified copy ranges from $5 to $30 per copy, depending on the state. Most people order multiple copies at once because banks, insurance companies, the Social Security Administration, and probate courts each may require their own certified copy. Ordering five or ten copies at the same time is usually cheaper than ordering one and coming back later.
What information you need before you order
Gather these details before you contact the vital records office: the full legal name of the deceased, the date of death, the county where death occurred, and the deceased's date of birth. If you do not have all of this, the office can sometimes search by name and approximate date, but it takes longer and may cost more.
If the death happened more than 50 or 75 years ago (the threshold varies by state), the record may be in a state archive rather than the current vital records office. The vital records office can tell you where to look if the death is that old.
Ordering by mail
To order by mail, contact the vital records office in the county where death occurred and ask for their mail order form. Most offices have a form on their website that you can print and mail with a check or money order. Include your name, phone number, and mailing address so they can send the certificate to you.
Mail the form and payment to the address listed on the office's website. Keep a copy of what you send. Mail orders usually take one to three weeks, but can take longer if the office is busy. If you need the certificate by a specific date, call the office first to ask about current processing times.
Ordering in person
If you can visit the vital records office in the county where death occurred, you can often get a certified copy the same day or within a few hours. Bring a photo ID and the information listed above. Bring cash or a check — not all offices accept cards.
Call ahead to confirm the office hours and whether you need an appointment. Some offices require you to book a time slot, especially if they are understaffed. Ask whether they can print the certificate while you wait or whether you need to return to pick it up.
Ordering online
A growing number of states offer online ordering through their vital records website. You enter the deceased's information, pay by credit or debit card, and the office mails the certificate to you. Processing times are usually three to five business days, though some states are faster.
Not every state offers this yet. Check your state's vital records website to see whether online ordering is available. If it is, follow the link and create an account. You will need to provide your name, address, and relationship to the deceased (for example, spouse, child, or executor).
Who can order a death certificate
Most states allow when ready family members — spouse, parent, child, or sibling — to order a death certificate without restriction. Some states also allow the executor of the estate or an attorney handling the estate to order. A few states restrict who can order during the first year after death, then open it to the public after that.
If you are not a family member or executor, call the vital records office and ask whether you can order. Explain why you need it — for example, to settle an insurance claim or to update a business record. The office will tell you whether they can help or whether you need a court order.
What to do if you cannot find the record
If the vital records office cannot find a record after searching, ask them to do a second search or to search a wider date range. Deaths are sometimes recorded in a different county than where they occurred — for example, if the person died in a hospital but the paperwork was filed in the county where they lived.
If the death happened more than 50 to 75 years ago, check with the state archive or the Family History Library, which holds digitized records from many states. If the death happened outside the United States, contact the vital records office in that country or the U.S. embassy or consulate there.
Frequently Asked Questions
How many copies of a death certificate should I order?
Order at least three to five copies. Banks, insurance companies, the Social Security Administration, and probate courts often each require their own certified copy. Ordering multiple copies at once is cheaper than ordering one and coming back for more later. You can always order additional copies if you need them.
Can I order a death certificate for someone who is not a close relative?
It depends on the state and how long ago the person died. Most states allow when ready family members and executors to order without restriction. For other people, call the vital records office and explain why you need it. Some states will issue a copy if you have a legitimate reason, such as settling a business matter or an insurance claim.
What if the death certificate has an error on it?
Contact the vital records office that issued it and ask about their process for corrections. You will usually need to submit a written request and may need to provide supporting documents, such as a hospital record or court order. The office will tell you what they need and how long the correction takes.
Can I get a death certificate if the person died a long time ago?
Yes, but the process may be different. Deaths recorded more than 50 to 75 years ago are sometimes kept in a state archive rather than the current vital records office. Contact the vital records office in the county where death occurred and ask where to look. They can direct you to the right location.
Do I need to show proof of relationship to order a death certificate?
Most states do not require proof of relationship for when ready family members, but some do. Call the vital records office and ask what they need. If you are ordering in person, bring a photo ID. If you are ordering by mail, include a copy of your ID with your request.