Where to order a death certificate

You order a death certificate from the vital records office in the state or county where the death occurred, not from a funeral home or hospital. Most states run this office through the health department; some run it through the vital statistics bureau or the county clerk's office. The funeral director will tell you which office handles it in that location, or you can search "[your state] vital records office" online to find the phone number and mailing address.

You do not need to be a family member to order a death certificate. Anyone can request one, though some states limit how many certified copies you can order at once or charge more if you are not a relative. Most offices let you order by mail, phone, or in person. Some now accept online orders through their website.

Processing time varies. Mail orders typically take two to four weeks. In-person orders at the office itself usually take a few days to a week. Some states offer expedited service for an extra fee, bringing the time down to three to five business days.

Key Takeaways

  • Order from the vital records office in the state or county where the death occurred, which is usually part of the health department or county clerk's office.
  • You will need the full name of the deceased, the date of death, and the place of death to complete your order.
  • Certified copies cost between five and twenty dollars depending on the state, and you may need multiple copies for banks, insurance companies, and legal proceedings.
  • Mail orders take two to four weeks; in-person orders at the vital records office take a few days to a week.
  • If you cannot locate the death certificate or the office has no record, you can request a search or file a delayed registration through the same vital records office.

What information you need to provide

Have the full legal name of the deceased, the date of death, and the place of death (city and state, or county) ready before you call or visit. If you do not know the exact date, the month and year are usually enough. The vital records office will search their records using this information.

Some offices also ask for the name of a parent or the deceased person's date of birth to narrow the search, especially if the name is common. If you are ordering by mail, write this information clearly on the form or in your letter. If you are calling, have it written down so you do not have to search for it while on the phone.

How many copies to order

Order at least three to five certified copies, even if you think you need only one. Banks, insurance companies, employers, and government agencies each want their own certified copy, and you cannot photocopy a certified copy — it must be an original from the vital records office. If you run out, you have to order again and wait another two to four weeks.

Certified copies are not expensive — usually five to twenty dollars each depending on the state — so ordering extra copies now saves time and frustration later. Ask the funeral home or the person handling the estate what agencies or companies will need a copy, and add a couple extra for your own records.

Ordering by mail

Write a letter or fill out the form the vital records office provides. Include the full name of the deceased, date of death, place of death, the number of certified copies you want, and your name and mailing address. Include a check or money order for the correct amount — call ahead to confirm the fee, as it varies by state and by the number of copies.

Mail the letter and payment to the address listed on the vital records office website. Keep a copy of what you sent. The office will mail the certificates to you once they process your order, which usually takes two to four weeks. If you need them faster, ask whether the office offers expedited mail service.

Ordering in person or by phone

Call the vital records office during business hours and give them the information over the phone. They will tell you the cost and how long it will take. Some offices let you pay by credit card over the phone; others require a check or money order mailed in. Ask whether you can pick up the certificates in person or whether they will mail them to you.

If you go in person, bring a photo ID and cash or a check. The office will search their records while you wait or ask you to come back in a few days. In-person pickup is faster than waiting for mail, so this is the best option if the vital records office is near you and you need the certificates soon.

What to do if the death certificate is not on file

If the vital records office has no record of the death, ask them to conduct a thorough search. Sometimes deaths are recorded under a slightly different name spelling or in a different county than expected. The office can search by date range and other details to locate the record.

If the search finds nothing, you can file a delayed registration of death with the same vital records office. This is a legal process that creates a death certificate when the original was never filed. You will need to provide evidence of death — a funeral home record, a newspaper obituary, a hospital discharge summary, or a court order. The process takes longer and may require a lawyer, but it results in an official death certificate that banks and government agencies will accept.

Frequently Asked Questions

How much does a death certificate cost?

Most states charge between five and twenty dollars per certified copy. Some charge less for the first copy and more for additional copies ordered at the same time. A few states charge a search fee if they have to look through records. Call the vital records office to confirm the exact fee before you order.

Can I get a death certificate if I am not a family member?

Yes. Anyone can order a death certificate, though some states charge more for non-relatives or limit the number of copies a non-relative can order. A few states require a signed statement explaining why you need it. Call the vital records office to ask about their policy.

What if I need the death certificate right away?

Go to the vital records office in person if it is nearby — you can often get a copy the same day or within a few days. If you cannot go in person, ask about expedited mail service, which costs extra but cuts processing time to three to five business days. Some funeral homes also keep copies of the death certificate and may give you one when ready.

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

No. Banks, insurance companies, and government agencies require a certified copy with an official seal and signature from the vital records office. A photocopy has no legal weight. You must order original certified copies from the vital records office.

What if the death happened a long time ago?

The vital records office keeps death records going back many decades, sometimes over a century depending on the state. Call and give them the information you have — even if you only know the approximate year and location, they can usually find it. If the record is very old and the office cannot locate it, you may need to file a delayed registration.