Get a copy from the vital records office in the state where the death occurred
The vital records office (also called the vital statistics office or health department) in the state where the person died is the official source for death certificates. Each state keeps its own records and issues its own copies. You cannot get a certified copy from any other state, and you cannot get one from a funeral home or hospital — they may have a copy on file, but it is not official.
To order, you need to know the state and county where the death occurred. You will also need the person's full name, date of death, and usually their date of birth. Some states ask for the parents' names or the funeral home that handled the arrangements.
Most states let you order by mail, phone, or online. A few still require in-person visits. Processing time ranges from a few days to several weeks depending on the state and how busy the office is. Costs vary by state — typically between $15 and $35 per copy.
Key Takeaways
- The vital records office in the state where the death occurred is the only source for official certified copies.
- You will need the person's full name, date of death, and the county or state where they died to place an order.
- Most states offer online, phone, or mail ordering, though a few require you to visit in person.
- Processing takes anywhere from three business days to three weeks, and costs between $15 and $35 per copy depending on the state.
- Funeral homes and hospitals may have copies but cannot issue official certified versions.
How to find your state's vital records office
The CDC maintains a directory of vital records offices for all 50 states, US territories, and Washington DC. Go to the CDC website and search for "vital records" — the directory lists the mailing address, phone number, and website for each state's office. Some states have a single statewide office; others route requests through the county where the death occurred.
If you do not know which county the death occurred in, the funeral home that handled the arrangements can tell you. If you do not know which funeral home, you can call the county coroner's office or the county health department in the area where the person died — they keep records of all deaths in their jurisdiction.
Ordering online, by mail, or by phone
Most states now offer online ordering through their vital records website. You fill out a form with the deceased person's information, pay by credit card, and the office mails the certificate to you. This is usually the fastest option and lets you track your order.
If online ordering is not available, you can order by mail. read the process form from the state's website, fill it out, and mail it with a check or money order and a copy of your ID. Include a return address and envelope. Mail orders take longer because of postal delays on both ends.
Phone ordering is available in some states. Call the vital records office directly, provide the information over the phone, and pay by credit card. The office will mail the certificate to you. Ask how many business days to expect.
What to do if you need the certificate urgently
If you need a copy within days rather than weeks, some states offer expedited processing for an extra fee — usually $10 to $25 on top of the standard cost. A few states offer same-day or next-day service if you visit the office in person and pay in cash.
Some states also partner with third-party document services that charge a markup but handle the ordering for you. These services are not faster than ordering directly from the state, but they can be useful if you are unsure which state or county to contact or if you need multiple copies from different states.
If the death occurred very recently (within the last few days), the certificate may not yet be filed in the vital records system. Ask the funeral home or the hospital where the death occurred whether the paperwork has been submitted to the vital records office. If not, you may need to wait a few days before you can order.
Ordering on behalf of someone else
Most states restrict who can order a death certificate. Typically, you must be the spouse, parent, child, or sibling of the deceased, or the executor of their estate. Some states also allow you to order if you have a direct financial or legal interest — for example, if you are a creditor or insurance company.
When you order, you will need to state your relationship to the deceased and may need to provide proof, such as a birth certificate, marriage certificate, or court document naming you as executor. Some states ask for this proof upfront; others ask for it only if they have questions about your request.
If you do not fall into an allowed category, you may still be able to order an uncertified copy (sometimes called a "informational" copy) in some states. This copy has the same information but does not carry the state's official seal and is not accepted for legal purposes like changing a name or claiming life insurance.
Understanding certified versus uncertified copies
A certified copy bears the state's official seal and signature and is accepted by banks, insurance companies, courts, and government agencies. This is what you need for almost all legal and financial purposes. An uncertified copy (or informational copy) is a printout of the record without the seal and is useful only for your own records or genealogy research.
When you order, specify that you need a certified copy. Most states charge the same price for certified and uncertified copies, so there is no reason to order the uncertified version unless you are restricted from ordering certified copies or you only need it for personal reference.
Order extra certified copies if you think you will need them. Life insurance claims, probate, changing names on documents, and closing accounts all require a copy. Having extras on hand saves you from ordering again later. Most people need between two and five copies.
What happens if the death certificate is delayed or missing
If the death occurred more than a few weeks ago and the vital records office says they have no record, the paperwork may not have been filed yet. Ask the funeral home to check with the county coroner or medical examiner — they are responsible for submitting the paperwork to vital records. If there was a delay in determining the cause of death, the certificate may not be filed until that is complete.
If the death occurred in a different state than where the person lived, or if there was an accident or crime involved, processing can take longer. The coroner's office may need to complete an investigation before the certificate is filed.
If you have already waited several weeks and the office still has no record, ask to speak with a supervisor. Provide the funeral home's name and the date the death occurred. The supervisor can check whether the paperwork is in a queue or whether there is a problem with the filing.
Frequently Asked Questions
How many copies of a death certificate should I order?
Order at least three to five certified copies. You will likely need one for life insurance, one for probate or estate settlement, and one for changing names on bank accounts or property deeds. Having extras prevents you from ordering again if you discover you need more later.
Can I get a death certificate if I do not know the exact date of death?
Yes, but it will take longer. Provide the month and year, and the vital records office will search their records. If you do not know even the month, provide the year and the person's full name. The search will take more time and may cost extra, but the office can usually locate the record.
What if the person died before vital records were kept in that state?
Most states began keeping vital records in the early 1900s, though some started later. If the death occurred before records were kept, you may not be able to get an official certificate. Contact the vital records office to ask what records exist. You may be able to get a copy of a church record, newspaper notice, or cemetery record instead.
Can I order a death certificate for someone who is not a close relative?
Most states restrict ordering to family members or people with a legal interest. If you do not may have access to, ask whether you can order an uncertified copy. Some states make uncertified copies available to anyone. If not, you may need to ask a family member or the executor of the estate to order on your behalf.
How long does it take to get a death certificate by mail?
Standard processing takes one to three weeks from the time the vital records office receives your request, plus mail delivery time on both ends. If you mail your order, add three to five days for postal delivery each way. Expedited processing (where available) usually takes three to five business days from receipt.