The vital records office in the county where the death occurred issues the death certificate
A death certificate is created and issued by the vital records office (also called the vital statistics office or health department) in the county where the person died. This is not a federal document—each county maintains its own vital records. The office that issues it depends on where the death happened, not where the person lived or where they will be buried.
The process begins when a funeral home or medical examiner files a death report with the county vital records office within a set timeframe, usually three to five days after death. The vital records office then creates the official certificate, assigns it a file number, and stores the original in their archives. Certified copies—the documents you can order—are printed from that original record.
If the death occurred in a hospital, the hospital's medical records department typically prepares the paperwork and sends it to the funeral home, which then files it with the county. If the death occurred at home or in another location, the medical examiner or coroner's office handles the filing.
Key Takeaways
- The vital records office in the county where death occurred is the only source for an official death certificate—not the funeral home, the state, or any federal agency.
- The funeral home files the death report with the county vital records office, but the county office is what creates and stores the certificate.
- You order certified copies directly from the county vital records office, either in person, by mail, or online depending on the county's system.
- Each state has different fees, processing times, and rules about who can order a death certificate, so you need to contact the specific county office.
- If the death occurred out of state, you contact that state's vital records office, not your home state.
How the death certificate gets created
The death certificate begins with a form called the death report or certificate of death, which is filled out by the person who pronounced death—usually a doctor, nurse practitioner, or medical examiner. This form includes the deceased person's full name, date of birth, date and time of death, cause of death, and the names of parents and spouse if applicable.
The funeral home receives this form from the hospital or medical examiner and then submits it to the county vital records office. Some counties now accept electronic filing, while others still require paper forms. Once the vital records office receives the form, they verify the information, assign a certificate number, and create the official record.
The original certificate is kept in the county's archives and is not released to the public. Instead, the vital records office prints certified copies—official reproductions with a raised seal or security features that prove they came from the county office. These certified copies are what you order and use for legal purposes like claiming life insurance, changing titles, or settling an estate.
Finding the right county vital records office
If you know which county the death occurred in, you can search online for "[County Name] vital records office" or "[County Name] health department vital statistics." Most counties now have websites where you can order copies online, by mail, or sometimes in person.
If you do not know which county, you can start with the state vital records office. Each state maintains a directory of all county offices and can tell you which county to contact. The National Association for Public Health Statistics and Information Systems (NAPHSIS) maintains a list of state vital records offices with contact information and links to county offices.
Some counties have moved to centralized state systems where all death certificates are filed with the state office rather than individual counties. This is less common but does happen, so if a county office directs you to the state, that is the correct path.
What information you need to order a copy
To order a death certificate, you will typically need the deceased person's full name, date of death, and date of birth. Some offices also ask for the county of death or the name of the funeral home that handled the arrangements. The more information you provide, the faster the office can locate the record.
You will also need to show that you have a legitimate reason to order the certificate. Most counties allow when ready family members (spouse, parent, child, sibling) to order without restriction. Other people—employers, creditors, researchers—may need to explain why they need the certificate, and some counties will not release it to them at all.
Fees vary by county, typically ranging from $10 to $30 per certified copy. Some counties charge extra for rush processing or for copies ordered online versus by mail. Payment methods also vary—some take credit cards online, others require a check or money order by mail.
Processing time and what to expect
Standard processing usually takes one to three weeks from the time the vital records office receives your request. This assumes the death was recent enough that the record is already filed. If the death occurred more than a few weeks ago and the record has not yet been processed, there may be a delay.
If you need the certificate urgently, some counties offer expedited processing for an additional fee, typically reducing the wait to three to five business days. A few counties offer same-day or next-day service if you order in person, but this is not common.
Once the vital records office processes your request, they mail the certified copies to the address you provided. If you ordered online, some counties allow you to pick up copies in person instead of waiting for mail delivery. Check the county's website or call to see what options are available.
Death certificates for deaths that occurred out of state or internationally
If the death occurred in another U.S. state, you contact that state's vital records office, not your home state. The process is the same—you identify the county where death occurred and request a certified copy from that county's vital records office.
If the death occurred outside the United States, the process is more complex. Some countries issue their own death certificates through local government offices, and you would need to contact the vital records office in that country or region. The U.S. State Department does not issue death certificates for deaths abroad, but the U.S. embassy or consulate in that country may have records or can direct you to the correct local office.
For deaths abroad, you may also be able to register the death with the U.S. State Department's Consular Reporting of Death of U.S. Citizen Abroad program, which creates a record in U.S. files. This is separate from the foreign death certificate but can serve as proof of death for some U.S. purposes.
Frequently Asked Questions
Can the funeral home give me a death certificate?
No. The funeral home files the paperwork with the county vital records office, but they cannot issue an official death certificate. Only the county vital records office can create and issue certified copies. The funeral home may give you a temporary document or a copy of the form they filed, but this is not a certified copy and will not be accepted for legal purposes.
How many certified copies should I order?
Most people order three to five copies. You typically need one for the life insurance company, one for the bank or financial institution, one for the Social Security Administration, and one for your personal records. If you are settling an estate with multiple assets or properties, you may need more. It is usually cheaper to order several copies at once than to order them individually later.
What if I cannot find the death certificate record?
If the vital records office cannot locate the record, it may not have been filed yet, or there may be an error in the name or date you provided. Call the office directly and ask them to search by different variations of the name or by the funeral home name. If the death was very recent, wait a few more days and try again. If the death occurred decades ago, the record may be in archives or stored differently.
Can I order a death certificate online for any county?
Most counties now offer online ordering, but not all. Larger counties and states with centralized systems almost always have online options. Smaller rural counties may only accept mail or in-person requests. Check the county vital records office website first. If there is no online option, call the office to ask about mail or phone ordering.
Is a death certificate the same as an obituary?
No. A death certificate is an official government record created by the vital records office. An obituary is a notice published in a newspaper or online, usually written by the family or funeral home. The obituary is not a legal document and cannot be used in place of a death certificate for legal or financial matters.