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 where the person lived or where you live now. That office is usually part of the health department, but the name and location vary by state — some call it the Bureau of Vital Statistics, others the Office of Vital Records, and a few handle it through the county clerk.

The fastest way to find the right office is to search "[your state] vital records death certificate" or call your state health department's main line and ask for the vital records section. They will tell you the exact office, the current fee (which ranges from about $15 to $35 per copy), and whether they accept mail, phone, email, or online orders. Some states let you order online with a credit card and receive the certificate by mail in one to two weeks; others require a form mailed in with a check.

If you do not know which state or county the death occurred in, start with the funeral home that handled the arrangements — they have the death certificate on file and can tell you where it was filed. If you cannot reach the funeral home, the Social Security Administration's Death Master File is searchable online and shows the state where death was reported, though not always the exact county.

Key Takeaways

  • Order from the vital records office in the state or county where the death occurred, which you can find by calling your state health department.
  • Most states charge $15 to $35 per certified copy and accept orders by mail, phone, or online depending on the state.
  • Processing time ranges from one to three weeks by mail and one to five business days for expedited or in-person orders, depending on the state.
  • You will need to show a relationship to the deceased or a reason for needing the certificate, and some states require a signed form or notarized request.
  • The funeral home that handled the arrangements has a copy on file and can tell you which vital records office to contact.

What information you need to provide

When you order, have ready the deceased person's full name, date of birth, date of death, and the county or city where the death occurred. If you do not know the exact date of death, most offices can search by name and approximate year, though the search may take longer or cost extra.

You will also need to state your relationship to the deceased — spouse, child, parent, sibling, or other — and some states require you to explain why you need the certificate. Common reasons are settling an estate, claiming life insurance, updating Social Security records, or obtaining a passport. States that require a reason are checking that you have a legitimate interest in the record, not that your reason has to be approved; nearly any reason related to legal or financial matters will be accepted.

Ordering by mail

To order by mail, read the death certificate request form from your state's vital records website or call and ask them to mail you one. Fill in the deceased person's information, your relationship, and the number of certified copies you need — order at least two or three, since you will likely need them for multiple purposes (insurance claims, probate, Social Security, etc.) and reordering later costs the same as ordering now.

Mail the form with a check or money order for the fee, plus a copy of your ID if the state requires it. Include a self-addressed stamped envelope so they can mail the certificates back to you. Mail takes one to three weeks depending on how busy the office is; some states offer expedited mail service for an extra fee that cuts the time to five to ten business days.

Keep a copy of what you sent and note the date you mailed it. If you do not receive the certificates within the timeframe the office quoted, call them to check the status — sometimes requests get lost or the office needs more information from you.

Ordering online or by phone

Many states now let you order online through their vital records website using a credit card. You upload a photo of your ID, enter the deceased person's information, and pay the fee — the certificate is mailed to you in the timeframe the state lists, usually one to two weeks. Online ordering is faster than mail and you have a record of the order number.

Some states accept phone orders, though they may require you to mail in a signed form or ID copy afterward before they process the request. A few states offer in-person pickup at their office if you can travel there, which is the fastest option — you can sometimes get a certificate the same day or within one business day.

Before you order, check your state's website for any current delays. During high-volume periods — after a major disaster, for example — processing times can stretch to several weeks even for expedited orders.

What a certified copy looks like and what it costs

A certified copy is an official document printed on security paper with a raised seal, signature, or watermark from the vital records office. It is the version you need for legal and financial purposes — banks, insurance companies, courts, and government agencies will not accept photocopies or uncertified versions. When you order, you are ordering certified copies unless you specifically ask for an uncertified or informational copy.

The fee for one certified copy ranges from about $15 in some states to $35 or more in others. Many states charge the same fee whether you order one copy or five, so it makes sense to order several at once. Some states charge a search fee if they have to search for the record by name and year rather than having the exact date, and expedited processing usually adds $5 to $15 to the total.

If the death certificate has not been filed yet

If the death occurred very recently — within the last few days or weeks — the certificate may not yet be on file with the vital records office. The funeral home files it, but there is usually a lag of one to two weeks before it appears in the state system. Call the funeral home to ask when they filed it and when the vital records office should have it recorded.

If you need a copy urgently before the certificate is filed, the funeral home can sometimes provide an unofficial copy or a letter stating that the death has been reported. This will not work for most legal purposes, but it may be enough for when ready needs like notifying employers or stopping benefit payments. Once the certificate is filed, you will need to order the official certified copy.

Ordering for someone else or from another country

If you are ordering on behalf of someone else — for example, you are the executor of an estate and need copies for the beneficiaries — most states let you order as long as you state your relationship and reason. You will need to provide your own ID and sign the request form. Some states require a notarized letter of authorization if you are ordering for someone who is not a close relative.

If the person died outside the United States, you cannot order from a U.S. vital records office. Instead, contact the vital records office or equivalent agency in the country where the death occurred. The process and fees vary widely by country. If you need the certificate for U.S. purposes — like claiming Social Security benefits or updating a U.S. passport — you may be able to use a certified translation of the foreign death certificate, or the U.S. agency may have a process for accepting foreign vital records.

Frequently Asked Questions

How many copies of a death certificate should I order?

Order at least three to five copies. You will need separate copies for the will or probate court, life insurance claims, Social Security, banks, mortgage companies, and possibly your employer or the deceased person's employer. Since reordering costs the same as ordering extra copies now, it is cheaper to get more than you think you need.

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

It depends on the state. Some states restrict certified copies to when ready family or people with a legal interest in the estate. Others issue them to anyone with a stated reason. Call your state's vital records office and explain your situation — they will tell you whether you can order and what documentation you need to provide.

What if the death certificate has an error on it?

Contact the vital records office in the state where the death occurred and ask about their process for correcting errors. You will usually need to submit a form, pay a fee, and provide documentation of the correct information — for example, a birth certificate if the name is wrong. Corrections can take several weeks to process.

How long does a death certificate stay valid?

A certified death certificate does not expire, but some organizations may not accept copies older than a certain age — banks sometimes want a copy dated within the last six months, for example. If an organization rejects an old copy, you can order a new one, and the vital records office will issue it with the current date even though the death information is the same.

Can I order a death certificate online if I live in a different state?

Yes. You order from the vital records office in the state where the death occurred, not where you live. Most states accept mail orders from anywhere and many accept online orders regardless of where you live. A few states restrict online ordering to residents, but they still accept mail orders from out of state.