Where to Request a Death Certificate

You get a death certificate from the vital records office in the state or county where the death occurred, not from where the person lived or where you live now. This is usually called the vital records office, health department, or registrar's office — the name varies by state. You cannot get one from a funeral home, hospital, or the person's doctor, though those places can sometimes tell you which office to contact.

The fastest way to find the right office is to search "[your state] vital records office" or "[your county] death certificate" online. Most states have a single statewide office; some require you to contact the county where the death was registered. The office's website will list the exact address, phone number, and whether they accept mail, phone, fax, or in-person requests.

If you do not know which state or county, the National Center for Health Statistics maintains a directory of vital records offices by state at cdc.gov/nchs/w2w. You can also call your state health department's main line and ask for the vital records section.

Key Takeaways

  • Contact the vital records office in the state or county where the death occurred, which you can find by searching your state's name plus "vital records office."
  • You will need to provide the person's full name, date of birth, date of death, and usually the parents' names or your relationship to the deceased.
  • Most offices charge between $15 and $35 per copy and accept payment by check, money order, credit card, or cash depending on how you request it.
  • Processing time ranges from same-day (in-person) to two to four weeks by mail, depending on the office and how busy they are.
  • Order extra copies now if you think you will need them later, because ordering one copy at a time costs more than ordering several together.

What Information You Need to Provide

When you contact the vital records office, have the following details ready: the deceased person's full name (including maiden name if applicable), date of birth, date of death, and place of death (city and county). You will also need to state your relationship to the deceased — spouse, child, parent, sibling, or other — because some offices restrict who can order a death certificate.

If you do not know the exact date of death or the person's full legal name, the office can sometimes search their records by the information you do have, though this may take longer or cost extra. Call ahead and ask what they need before you submit a request.

How Much It Costs and Payment Methods

A single death certificate copy costs between $15 and $35 in most states, though some charge as little as $5 and others as much as $50. The price often depends on how you request it: in-person requests are usually cheaper and faster than mail requests. Some offices charge extra if you need the certificate rushed or if they have to search for the record.

Payment methods vary by office. Most accept check or money order by mail, cash in person, and credit or debit card by phone or online. A few offices accept only one or two methods, so check the office's website or call before you send payment. If you order by mail, include a self-addressed stamped envelope so the office can return your copies.

If you need multiple copies, order them all at once. Ordering five copies together usually costs less than ordering one copy five times, and you will have them on hand if you need them later for insurance claims, bank accounts, or legal matters.

How Long It Takes to Get Your Copy

Processing time depends on how you request the certificate and how busy the office is. In-person requests at the office window are often processed the same day or within a few hours. Phone and online requests typically take three to ten business days. Mail requests usually take two to four weeks, though some offices are slower during busy periods.

If you need the certificate urgently, call the office and ask if they offer expedited processing or if you can pick it up in person. Some offices will hold a certificate at the counter for same-day pickup if you call ahead. A few states offer online ordering with next-day delivery, though this costs extra.

Requesting by Mail, Phone, or Online

Most vital records offices accept requests by mail. Send a letter with the deceased person's name, date of birth, date of death, your relationship to them, your name, address, and phone number. Include a check or money order for the fee (call first to confirm the amount), a self-addressed stamped envelope, and a copy of your ID if the office requires it. Mail to the address listed on the office's website.

Many offices now accept phone or online requests. Call the number on their website and have your payment information ready — they will usually accept a credit or debit card. Online ordering is available in most states; you fill out a form on the vital records office website, pay by card, and the office mails the certificate to you or lets you pick it up.

Before you submit a request, check the office's website for their specific requirements. Some offices require a notarized request form, a copy of your ID, or proof of your relationship to the deceased. Following their instructions exactly will prevent delays.

What to Do If You Cannot Find the Record

If the vital records office cannot find a record of the death, it may not have been registered in that location. Deaths are registered where they occur, so if the person died in a hospital in one county but lived in another, the certificate is in the county where the hospital is. If you are unsure, call the county coroner's office or the hospital where the death occurred and ask which vital records office has the record.

If the death happened more than 50 or 100 years ago (depending on the state), the record may be archived or stored differently. Call the vital records office and ask how to request older records — they may direct you to a state archives office or a historical society.

Who Can Order a Death Certificate

Most states allow when ready family members — spouse, child, parent, or sibling — to order a death certificate without restriction. Some states also allow grandchildren, grandparents, or other relatives. A few states allow anyone to order a death certificate, while others restrict it to people with a direct relationship to the deceased.

If you are not a family member but need the certificate for a legal reason — you are the executor of the estate, a creditor, or handling an insurance claim — call the vital records office and explain your situation. They can tell you whether you can order it and what documentation you need to provide.

Frequently Asked Questions

How many copies should I order?

Order at least three to five copies. You will likely need one for the funeral home, one for the will or probate court, one for insurance claims, and one for bank or Social Security records. Ordering extras now costs less than ordering one copy at a time later. Keep one copy in a safe place for your records.

Can I order a death certificate online?

Many states offer online ordering through their vital records office website. You fill out a form, pay by credit card, and the office mails the certificate to you or lets you pick it up. Check your state's vital records office website to see if they offer this option. Processing time is usually three to ten business days.

What if I need the certificate before the funeral?

Call the vital records office directly and explain the situation. Some offices will process a request the same day if you call in the morning and pick it up in person. The funeral home may also be able to help you obtain a temporary or certified copy faster than the standard process.

Do I need the original certificate or will a copy work?

Most organizations — banks, insurance companies, Social Security, courts — accept certified copies, which are official photocopies with a seal or stamp from the vital records office. You do not need the original document. A certified copy has the same legal weight as the original.

What if the person died in another country?

Contact the vital records office or health ministry in the country where the death occurred. If the person was a U.S. citizen, you can also contact the U.S. embassy or consulate in that country for guidance on obtaining the certificate and having it recognized in the United States.