Where to request a death certificate

You request 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 the office that holds the original record is the only one that can issue certified copies. If you do not know which county the death occurred in, you can search by the person's name and approximate date of death on most state vital records websites.

The fastest way to find the right office is to go to the National Association for Public Health Statistics and Information Systems (NAPHSIS) website, which lists links to every state's vital records office. From there, you can navigate to your state, then to the specific county. Some states let you order online with a credit card; others require you to mail a form with a check or money order.

If the death happened more than 50 years ago, the record may be held by a state archives office instead of the current vital records department. The vital records office can tell you where to look if they do not have it.

Key Takeaways

  • Death certificates are issued only by the county or state vital records office where the death occurred, and you will need to know which county that was.
  • Most states now allow you to order online, but some still require a mailed form, check, and a copy of your ID or a notarized request.
  • A certified copy costs between $15 and $35 depending on the state, and processing takes one to four weeks by mail or one to three business days if ordered online.
  • You will need to prove your relationship to the deceased or show a legitimate reason for needing the certificate, such as settling an estate or claiming life insurance.
  • Order multiple certified copies at once because you will likely need them for the will, insurance claims, and Social Security, and reordering later costs extra.

What you need before you order

Have the deceased person's full name, date of birth, date of death, and the county where they died. If you do not know the exact date of death, most offices will search a range of dates for a small additional fee. You will also need to provide your own name, address, and relationship to the deceased — for example, spouse, child, parent, or executor of the estate.

Some states require you to show why you need the certificate. Common acceptable reasons are settling the estate, claiming life insurance, explore for survivor benefits, or transferring property. If you are the executor or administrator of the estate, bring a copy of the court document that names you in that role. If you are a family member, your birth certificate or marriage certificate showing the relationship is usually enough.

A few states require a notarized request form instead of a straightforward signature. Your bank, library, or notary public can notarize a form for a small fee, usually $5 to $15. Check your state's requirements before you mail anything.

Online ordering versus mail

States that offer online ordering typically charge the same price as mail orders but deliver the certificate in one to three business days instead of two to four weeks. You upload a photo of your ID and pay by credit card. The certificate arrives by email as a PDF or by postal mail, depending on the state.

If your state does not offer online ordering, you will need to print the request form from the vital records website, fill it out by hand, include a copy of your ID or a notarized signature, and mail it with a check or money order. Include a self-addressed stamped envelope so the office can mail the certificate back to you. Processing time is usually two to four weeks from the day they receive it, not from the day you mail it.

Some counties offer in-person service at the vital records office. If you live nearby, you can walk in with your ID and request form, pay in cash, and sometimes receive the certificate the same day or within a few days. Call ahead to confirm hours and whether you need an appointment.

Cost and how many copies to order

A certified copy of a death certificate costs between $15 and $35 depending on the state. The first copy is usually the most expensive, and additional copies ordered at the same time cost less — often $5 to $10 each. If you order a second copy months later, you will pay the full price again.

Order at least three to five certified copies when you first request the certificate. You will need one for the will or probate court, one for life insurance claims, one for Social Security, and possibly one for the bank or mortgage company if the deceased had accounts. Some institutions ask for the original certified copy, not a photocopy, so having extras saves you from reordering.

Keep the receipt and any reference number the vital records office gives you. If your order does not arrive within the expected timeframe, you will need that number to follow up.

What to do if the death was recent

If the death occurred within the last few days, the certificate may not yet be filed with the vital records office. The funeral home or hospital typically files it within three to five business days. You can call the vital records office to ask whether the record has been received, or ask the funeral director when they expect to file it.

Some funeral homes offer to order the death certificate for you as part of their services. They may charge a fee for this, but it can save you the step of figuring out which office to contact. If you use this service, ask the funeral home how many copies they are ordering and whether you can request more.

If you need a certificate urgently — for example, to claim life insurance or access a bank account — ask the vital records office whether they offer expedited processing. Some states charge an extra $10 to $25 for next-day or two-day delivery.

If the death certificate is lost or damaged

If you received a certified copy years ago and have lost it, you can order a replacement from the same vital records office. The process is identical to ordering a new one, and the cost is the same. You do not need to prove you ordered it before — the office will search their records by the person's name and date of death.

If your copy is damaged or illegible, some offices will replace it for free if you mail in the damaged copy. Others charge the full price for a replacement. Call the vital records office to ask their policy before you mail anything.

Ordering from another state or country

If you live outside the state where the death occurred, you can still order by mail or online. Most states accept mail orders from anywhere in the United States and some accept international mail, though international orders may take longer and require an international money order instead of a personal check.

If the death occurred outside the United States, contact the vital records office in that country or region. The process and requirements vary widely. The U.S. State Department website has links to vital records offices in many countries, or you can contact the embassy or consulate of that country for guidance.

Frequently Asked Questions

How long does it take to get a death certificate?

Online orders typically arrive in one to three business days. Mail orders take two to four weeks from the day the vital records office receives your request, not from the day you mail it. Expedited processing, where available, costs extra and takes one to two business days. In-person requests at the office may be processed the same day or within a few days.

Can I use a photocopy of a death certificate instead of a certified copy?

Most institutions require an original certified copy with the official seal and signature. Banks, insurance companies, and probate courts rarely accept photocopies. However, some government agencies may accept a certified copy sent directly from the vital records office by email or fax. Ask the institution what they will accept before you order.

What if I cannot find the death certificate or do not know which county?

Call the vital records office in the state where the death occurred and give them the person's full name and approximate date of death. They can search their records and tell you whether the certificate is on file. If you do not know the state, the Social Security Administration's Death Master File (available through genealogy websites) can help you locate it.

Do I need a lawyer to get a death certificate?

No. You can order a death certificate directly from the vital records office yourself. You do not need a lawyer unless you are dealing with a complicated estate or a disputed death, in which case a lawyer can advise you on what documents you need.

Can I order a death certificate for someone I am not related to?

Most states allow anyone to order a death certificate, but some restrict it to family members, legal representatives, or people with a documented reason. Call the vital records office in the state where the death occurred and explain why you need it. They will tell you whether you can order it and what proof you need to provide.