Get a death certificate from the vital records office in the county where the death occurred
A death certificate is a legal document issued by the county or state vital records office — not by a funeral home, hospital, or online service. The office that holds the original record is always in the county where the person died, regardless of where they lived or where the funeral took place. You cannot order from the state capital unless that county has transferred its records there, which is rare.
The fastest way to find the right office is to search "[county name] vital records" or "[county name] health department death certificates" online. Most counties now accept orders by mail, phone, or in person. Some accept online orders through their own website; a few use a state portal. Processing time ranges from same-day (in person) to two to four weeks (by mail), depending on the county and whether the death is recent.
You will need the person's full name, date of death, and place of death (city or hospital name). Some offices ask for the parent's names or the funeral home name. Have a credit card or check ready — fees range from $10 to $30 per copy, plus shipping if you order by mail.
Key Takeaways
- The vital records office in the county where death occurred is the only place that issues an official death certificate — not the funeral home, hospital, or state capital.
- Search "[county name] vital records" to find the correct office's phone number, mailing address, and whether they take online orders.
- Bring or provide the deceased person's full name, date of death, and the city or hospital where death occurred.
- In-person orders usually arrive the same day; mail orders take two to four weeks depending on the county's workload.
- Fees are typically $10 to $30 per copy, and most offices charge extra for rush processing or certified copies.
How to find the right county vital records office
Start by confirming which county the death occurred in. If you know the city, search that city plus "county" to find the county name. If you know only the hospital or funeral home, call them and ask which county they are in.
Once you have the county name, search "[county name] vital records office" or "[county name] health department." Most counties have a dedicated vital records section on their health department website. The website will list the mailing address, phone number, hours, and fees. Some counties also show whether they accept online orders, credit cards, or checks.
If the county website is unclear, call the main health department number and ask to be transferred to vital records. Tell them the person's name and date of death. They can confirm whether the record exists and what you need to submit.
What to bring or send when you order in person
If you go to the vital records office in person, bring a photo ID and the deceased person's full name, date of death, and place of death. Bring cash, a check, or a credit card for the fee. Some offices accept only one payment method, so call ahead.
Tell the clerk how many certified copies you need. A certified copy has an official seal and signature and is the version banks, insurance companies, and courts require. Non-certified copies are cheaper but usually not accepted for legal or financial matters. Most people need two to four certified copies.
If the death is very recent (within the last few days), the record may not yet be entered into the system. The clerk can tell you when to call back or whether to return in person.
How to order by mail
Call the vital records office and ask for the mailing address and the exact form you need to submit. Some counties have a form on their website; others will mail one to you or accept a letter with the required information.
Write or type a letter that includes the deceased person's full name, date of birth, date of death, place of death (city and hospital or home), and your relationship to the deceased. State how many certified copies you need. Include your name, address, and phone number.
Enclose a check or money order for the total fee (number of copies times the per-copy fee, plus any mail fee). Do not send cash. Mail the letter and payment to the address the office gave you. Include a self-addressed stamped envelope if the office requests one.
Processing time is usually two to four weeks, but can be longer if the office is backlogged. Call the office after two weeks if you have not received the certificates.
Ordering online or by phone
Many counties now accept phone orders. Call the vital records office, provide the deceased person's information, and pay with a credit card. The office will mail the certificates to you or, in some cases, hold them for pickup.
Some states have a centralized online portal where you can order death certificates from any county in that state. Search "[state name] vital records online order" to see if your state offers this. You will enter the deceased person's information, select the number of copies, and pay by credit card. Shipping takes one to two weeks.
A few counties offer same-day or next-day shipping for an extra fee. Ask about this option when you call or order online if you need the certificate urgently.
What to do if you cannot find the record
If the vital records office says the death is not on file, ask whether the record might be in a different county. Deaths that occur in a hospital are recorded in that hospital's county, not the person's home county. If the person died in another state, you will need to contact that state's vital records office instead.
If the death occurred more than 50 years ago, the record may have been transferred to the state archives or a regional repository. The county office can tell you where to look.
If the death was never registered — which can happen with very old deaths or deaths in remote areas — you may need a court order to obtain a death certificate. The county clerk's office can explain the process and the forms required.
Costs and rush processing
Standard fees range from $10 to $30 per certified copy, depending on the county. Some counties charge less for the first copy and more for additional copies. Non-certified copies cost less but are rarely accepted for legal purposes.
Most counties charge an extra fee for rush processing (one to three business days instead of two to four weeks). Rush fees are typically $5 to $15 per order. Some counties do not offer rush processing at all.
Shipping by mail adds $5 to $10 depending on whether you choose standard or expedited delivery. If you order online, the shipping fee is usually included in the total cost shown before you pay.
Frequently Asked Questions
Can a funeral home order a death certificate for me?
Funeral homes can help you understand the process and may offer to contact the vital records office on your behalf, but they cannot order the certificate for you. You must request it directly from the county vital records office. Some funeral homes charge a fee for this service, so ask first.
How many copies of a death certificate do I need?
Most people need two to four certified copies. You will need one for the will or probate court, one for life insurance, one for Social Security, and one for the bank or mortgage company. Order extra copies now — it is cheaper than ordering again later.
What if I lost the death certificate I already have?
Contact the vital records office in the county where the death occurred and order a replacement. You do not need the original certificate to request a new one — just the deceased person's name and date of death.
Can I order a death certificate for someone who is not a close relative?
Most counties issue death certificates to anyone who requests one, since death records are public. However, some counties restrict who can order and may ask for proof of relationship. Call the vital records office and ask about their policy before you submit an order.
What if the death certificate has an error on it?
Contact the vital records office and ask about the process to correct an error. You will usually need to submit a form and provide proof of the correct information. The office will issue a corrected certificate, which may be marked as amended. This process takes several weeks.