The vital records office in the county where the death occurred is your main source for death certificates
A death certificate is a legal document issued by the state or county where someone died. You cannot get one from a funeral home, hospital, or online service — those places can help you order one, but the actual certificate comes from a government vital records office. The office that holds the original record is almost always in the county clerk's office or the county health department in the county where the death happened, not where the person lived.
You will need to know the county where the death occurred. If you are unsure, you can search online for the person's obituary or contact the funeral home that handled the arrangements — they will know which county to contact. Once you have the county name, you can find the vital records office by searching "[County Name] vital records" or "[County Name] death certificate" online.
Key Takeaways
- Death certificates are issued by the county vital records office where the death occurred, usually the county clerk or health department.
- You will need to provide the full name of the deceased, the date of death, and the county where death occurred when you order.
- You can order by mail, in person, phone, or online depending on the county, and processing typically takes one to four weeks.
- Certified copies cost between five and thirty dollars per copy depending on the county, and you may need multiple copies for banks, insurance, and legal matters.
- If you do not know which county the death occurred in, the funeral home or an obituary search can tell you.
How to find the right vital records office
Each county maintains its own vital records office, so the office you contact depends entirely on where the person died. Start by confirming the county name — this is the most important step because contacting the wrong county will delay your order. If you have the death certificate already or an obituary, the county will be listed. If not, call the funeral home that handled the arrangements or search the person's name plus "obituary" online.
Once you have the county, search online for "[County Name] vital records office" or "[County Name] death certificate." Most counties now have a website with ordering instructions, fees, and contact information. Some counties use the county clerk's office, some use the health department, and a few use a separate vital records division. The website will tell you which one and how to reach them. If you cannot find the website, call the county clerk's office main line and ask for the vital records department.
What information you will need to provide
When you order a death certificate, have the following information ready: the full name of the deceased, the date of death (month, day, and year), and the county where death occurred. If you have it, the person's date of birth is also helpful. Some counties ask for the name of the funeral home or the hospital where death occurred, which can speed up the search.
If you do not have the exact date of death, most offices can search by a range of dates — for example, "sometime in March 2022" — though this may take longer or cost more. If you do not know the full legal name (for example, you only know a nickname), tell the office what you know and they can search variations.
Ordering methods: mail, phone, in person, and online
Most counties offer multiple ways to order. Online ordering is the fastest if your county offers it — you fill out a form, pay by credit card, and the office mails the certificate to you. By mail, you send a completed form with a check or money order and a self-addressed stamped envelope. By phone, you call the vital records office, provide the information, and pay by credit card. In person, you visit the county office, fill out a form, pay, and sometimes receive the certificate the same day or within a few days.
Check the county's website to see which methods are available. Online and in-person orders are usually fastest. Mail orders typically take one to three weeks after the office receives your request, plus mailing time. Phone orders vary by county — some process them when ready, others add them to the mail queue. Ask the office for their current processing time when you contact them, as this changes based on how busy they are.
Fees and how many copies to order
Death certificate fees vary by county, ranging from about five dollars to thirty dollars per certified copy. Most counties charge the same fee whether you order one copy or multiple copies at once. Since you may need the certificate for a bank, insurance company, employer, court, or other organization, ordering several copies at the same time is usually cheaper than ordering them separately later.
A common approach is to order three to five certified copies if you know the person had a will, life insurance, or bank accounts. If you are unsure how many you will need, order two or three — you can always order more later, and the office will have the record on file so reordering is straightforward. Some counties offer rush processing for an extra fee if you need the certificate quickly.
What to do if you cannot find the county office
If you have searched online and cannot locate the vital records office, call the county clerk's main office and ask them to direct you to the right department. You can find the county clerk's phone number by searching "[County Name] clerk" online. If the county does not have a website, the clerk's office staff can tell you the mailing address, phone number, and fees.
Another option is to contact the state vital records office. Each state has one, and they maintain records of deaths that occurred in their state. Search "[State name] vital records" to find the state office's website. State offices can sometimes order on your behalf or direct you to the correct county office. Some state offices also keep records of deaths that happened many years ago if the county office no longer has them.
Certified versus uncertified copies and what you need
A certified copy is an official document with a raised seal or official stamp from the vital records office. Banks, insurance companies, courts, and government agencies require certified copies — they will not accept photocopies or uncertified versions. When you order from the vital records office, you are ordering certified copies unless you specifically ask for something else.
Some offices offer a cheaper "informational copy" that is not certified and cannot be used for legal or financial purposes. These are useful only if you want the information for personal records. For any official use — closing a bank account, claiming life insurance, probate court, or changing a will — you need certified copies. Always order certified copies unless the office tells you otherwise.
Frequently Asked Questions
Can I get a death certificate if I am not a family member?
Most counties restrict who can order. when ready family members (spouse, parent, child, sibling) can usually order without restriction. Other people may need to show a reason — for example, an executor of the estate, a lawyer handling probate, or someone with a financial interest. Contact the vital records office and explain your relationship to the deceased; they will tell you whether you can order and what documents you need to provide.
How long does it take to get a death certificate?
Processing time varies by county and method. In-person orders may be ready the same day or within a few days. Online and phone orders typically take one to three weeks. Mail orders take one to three weeks for processing plus mailing time. Some counties offer rush service for an extra fee that can reduce processing to a few days. Call the office to ask their current processing time.
What if the death happened a long time ago?
County vital records offices usually keep records going back many decades. If the county office does not have the record, contact the state vital records office — they may have it in their archives. Very old records (more than 100 years) may be in a state archive or historical society instead of the vital records office. The county office can direct you if they cannot help.
Can I order a death certificate online for any county?
Not all counties offer online ordering yet, though most do. Check the county's website to see if they have an online form. If not, you can order by mail, phone, or in person. Some counties use third-party services that charge an extra fee for online ordering, while others offer it free through their own website.
What if I need the certificate urgently?
Call the vital records office directly and explain that you need it quickly. Many counties offer rush processing for an extra fee that can reduce the wait to a few days. In-person pickup is usually the fastest option if you can travel to the county office. Some counties will also email or fax a certified copy if you have an urgent need, though policies vary.