What documents and information you'll need to request a death certificate
To request a death certificate, you need proof of who you are, proof of your relationship to the deceased, and the deceased person's full legal name along with their date of death and place of death. Most vital records offices also require you to state why you need the certificate — this is called the "purpose" — because some uses require certified copies while others accept uncertified ones. The exact documents vary by state and by which office handles death records in that county, but the core pieces are the same everywhere.
You do not need to be a family member to request a death certificate. Many states allow anyone to request one if they have a legitimate reason — employers need them for final paychecks, creditors need them to close accounts, and funeral homes need them to file paperwork. What changes is how much information you have to provide and how quickly you get the certificate back.
Key Takeaways
- You will need a government-issued photo ID showing your current address, and you must state your relationship to the deceased or explain why you need the certificate.
- The deceased person's full legal name, date of birth, date of death, and the city or county where they died are required information on every request.
- Death certificates are filed with the county vital records office or state health department in the state where the person died, not where they lived.
- Certified copies cost between $15 and $35 per copy depending on the state, and processing takes one to four weeks by mail or same-day in person at many offices.
- If you do not know the exact date of death or the person's legal name spelling, the vital records office can search their records, but this may add time and cost.
Your identification and relationship to the deceased
Bring a government-issued photo ID with your current address — a driver's license, passport, or state ID card. Some offices will accept an expired ID if it is recent enough, but do not assume this; call ahead if your ID is more than a few years old. The office needs to verify that you are who you say you are and that you have a legitimate reason to request the record.
You must also state your relationship to the deceased or your reason for requesting the certificate. If you are a spouse, child, parent, or sibling, say that. If you are a friend, employer, or creditor, say that instead. Some states have a short list of acceptable reasons — "when ready family member," "legal representative," "creditor," "employer" — and you pick the one that fits. Others ask you to write a brief explanation. Being honest about your relationship matters because some states restrict who can order certified copies, and lying about it can delay your request or get it rejected.
The deceased person's information you must provide
You need the deceased person's full legal name exactly as it appears on their birth certificate. If you are not sure whether they went by a nickname or a legal name, or if the name was spelled differently at different times in their life, provide what you know and note the uncertainty. The vital records office can search for variations, but this takes longer.
You also need their date of birth and date of death. If you know only the month and year, many offices can still find the record, but it slows the search. The place of death — the city and county, or the hospital name — is also required. If the person died in a hospital or nursing home, you may not know the exact address, but the name of the facility is enough.
Where to send your request based on where the person died
Death certificates are filed in the county where the person died, not where they lived. If someone lived in California but died in a hospital in Nevada, you request the certificate from Nevada's vital records office. This is the single most common mistake people make, so double-check the state and county of death before you mail anything.
Most states have a state vital records office that handles requests by mail, phone, or online. Many also allow you to request directly from the county health department or county clerk's office where the death was recorded. The state office is usually faster for mail requests because they have more staff, but the county office may be faster if you can go in person. Search "[your state] vital records death certificate" to find the right office and their current fees and processing times.
Certified versus uncertified copies and how many to order
A certified copy has an official seal and signature from the vital records office, and it is the version banks, insurance companies, and government agencies require. An uncertified copy is a photocopy without the seal, and it costs less but is not accepted for legal or financial purposes. Most people need certified copies. Order at least three to five copies even if you think you need only one, because different agencies often want their own copy and you may need extras later.
Some offices charge per copy — so five copies cost five times the per-copy fee — while others charge a flat search fee plus a per-copy fee. A few states offer a discount if you order multiple copies at once. Check the fee schedule on the vital records office website before you submit your request so you know the total cost.
How to submit your request by mail, phone, or in person
Most vital records offices accept requests by mail, and many now accept them online through their website or through a third-party service. Mail is usually the cheapest option but takes one to four weeks depending on the state's backlog. Phone requests are faster — some offices can tell you over the phone whether they have the record and mail it the same day — but they may charge a rush fee. In-person requests at the county office often get you a copy the same day, but you have to travel there during business hours.
When you mail a request, include a copy of your ID, a letter stating your relationship to the deceased and why you need the certificate, the deceased person's information, the number of copies you want, and a check or money order for the fee. Do not send cash. Include a self-addressed stamped envelope so the office can mail the certificate back to you. Some offices provide a request form on their website; use it if they do, because it speeds up processing.
What to do if you cannot find the death record
If the vital records office cannot find the record after searching, they will send you a letter saying so. This usually means the death was not recorded in that county, the name or date you provided was significantly different from what is on file, or the record is very old and stored differently. Ask the office whether they can search nearby counties or whether they recommend contacting the state health department's archives.
If the person died a long time ago — more than 50 or 100 years depending on the 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 person died out of the country, you will need to contact the vital records office in that country, which is much slower and may require translation.
Frequently Asked Questions
Do I need an original certified copy or will a photocopy work?
Banks, insurance companies, and government agencies almost always require an original certified copy with the official seal. A photocopy of a certified copy is not accepted. Order certified copies from the vital records office, not photocopies of one you already have.
How long does it take to get a death certificate?
By mail, expect one to four weeks depending on the state's backlog. By phone, some offices mail the same day. In person at the county office, you often get a copy the same day. Call the vital records office to ask their current processing time, because it changes with the season and staffing.
What if I do not know the exact date of death?
Provide the month and year, or the approximate date. The vital records office can search for records within a range of dates. This takes longer and may cost more, but it is possible. The more information you can provide, the faster the search.
Can I request a death certificate for someone who is not a family member?
Yes, in most states. You must state your reason — employer, creditor, legal representative — and some states limit which reasons allow you to order a certified copy. Call the vital records office in the state where the person died and ask whether your reason is acceptable before you submit a request.
What if the person's name changed during their lifetime?
Provide the name as it was at the time of death. If you know they used a different name earlier, mention that in your request letter. The vital records office can search for variations, but the death certificate will show the legal name at the time of death.