Where to order a death certificate

You get a death certificate from the vital records office in the county or state where the death occurred, not from the funeral home or hospital. In most states, this is called the vital records office, vital statistics office, or health department. The office that issued the original certificate is the only one that can issue certified copies.

You can order by mail, phone, or in person at the vital records office. Some states now offer online ordering through their official website. A few states allow you to order through a third-party vendor, but ordering directly from the state office is faster and cheaper — third-party services charge extra fees on top of the certificate cost.

If you do not know which county the death occurred in, you can search the Social Security Death Index online for free, which lists the state. Once you know the state, search that state's name plus "vital records office" to find the correct mailing address, phone number, and website.

Key Takeaways

  • Death certificates are issued only by the vital records office in the county where the death occurred, and you must order from that specific office.
  • You will need the full name of the deceased, date of death, and usually the person's date of birth to place an order.
  • Certified copies cost between $5 and $30 per copy depending on the state, and processing takes one to four weeks by mail.
  • You can order by mail, phone, in person, or online depending on what your state offers, and ordering directly from the vital records office is cheaper than using a third-party service.
  • Order multiple copies at once if you need them for banks, insurance companies, or the Social Security Administration, because ordering again later costs more per certificate.

What information you need to provide

When you order, have the deceased person's full legal name, date of death, and date of birth ready. The vital records office uses these to locate the correct record in their system. If the person was known by a different name at the time of death than they are now, provide both names.

You will also need to state your relationship to the deceased — spouse, child, parent, or other — because most states restrict who can order a death certificate. Some states allow anyone to order, but others limit it to when ready family or people with a documented legal reason. The vital records office website lists who is allowed to order in that state.

Have a payment method ready. Most offices accept check, money order, or credit card. If you are ordering by mail, send a check or money order. If you order by phone or online, you can usually pay by credit card.

How long it takes and what it costs

Processing time varies by state and method. Mail orders typically take two to four weeks. Phone or in-person orders may be faster — some offices can issue a certificate the same day if you order in person, while others take several business days. Online orders usually process in one to two weeks.

The cost per certified copy ranges from $5 to $30 depending on the state. Most states charge less for the first copy and a lower per-copy price if you order multiple copies at the same time. Ordering five copies at once is almost always cheaper per certificate than ordering one copy now and another copy later.

If you need the certificate urgently, some states offer expedited processing for an extra fee, usually $10 to $25 on top of the certificate cost. Expedited orders may arrive in five to ten business days instead of two to four weeks.

Ordering by mail

To order by mail, write a letter or fill out the state's order form if one is available on their website. Include the deceased person's full name, date of death, date of birth, your relationship to them, how many copies you need, and your mailing address. Sign the letter and include a check or money order for the correct amount.

Mail the letter and payment to the vital records office address listed on the state's website. Keep a copy of what you sent. The office will mail the certificates to your address once they process your order, which usually takes two to four weeks.

Some states now accept mail orders through their online portal instead of requiring you to print and mail a physical letter. Check the state's website first to see if this option is available, because it is faster and you can track your order.

Ordering by phone or online

If the state offers phone ordering, call the vital records office during business hours and provide the same information you would in a letter: the deceased person's name, date of death, date of birth, your relationship, and how many copies you need. Have a credit card ready to pay over the phone. The office will mail the certificates to the address you provide.

Online ordering is available in most states now. Go to the state's official vital records website, create an account if required, fill in the deceased person's information, select how many copies you need, and pay by credit card. You will receive a confirmation number and can often track your order status online.

Do not use third-party ordering websites that advertise death certificates unless you cannot order directly from the state. These services charge $50 to $150 per certificate on top of the state fee, which means you pay three to five times the actual cost.

Ordering in person

If you live in or can travel to the county where the death occurred, you can order in person at the vital records office. Bring a photo ID and the deceased person's name, date of death, and date of birth. Tell the staff how many copies you need.

Some offices issue certificates on the spot if the record is in their system and you pay in cash or card. Others require you to wait a few business days and return to pick up the certificates. Call ahead to ask whether same-day service is available and what payment methods they accept.

In-person ordering is useful if you need the certificate quickly or if you have questions about the record. The staff can also tell you if there are any issues with the record that might delay processing.

What to do if you cannot find the record

If the vital records office cannot locate the death certificate, it may not have been filed yet, or it may have been filed in a different county. Ask the office to search a wider time range — sometimes records are filed weeks after the death. If the office still cannot find it, ask whether they can issue a letter stating that no record exists, which some institutions will accept as proof of death.

If you believe the death was filed in a different county, contact the vital records office in the county where the person lived at the time of death, or the county where they were found if the location of death is unknown. The Social Security Death Index can sometimes help narrow down the location.

If the death occurred more than 50 to 100 years ago, the record may be archived or stored differently. Ask the vital records office whether they have historical records and how to request them.

Frequently Asked Questions

How many copies of a death certificate should I order?

Order at least three to five copies. Banks, insurance companies, the Social Security Administration, and employers each may want an original certified copy. Ordering multiple copies at once costs less per certificate than ordering again later. If you are unsure, order five — the extra cost is small and you will have them if needed.

Can someone else order a death certificate for me?

Yes, if the state allows it. Most states permit a spouse, adult child, or parent to order on behalf of another family member. Some states require a signed authorization letter from the person who has the legal right to order. Call the vital records office to ask what your state requires.

What if the name on the death certificate is spelled wrong?

Contact the vital records office and ask about correcting the record. You will need to provide proof of the correct spelling, such as a birth certificate or driver's license. The office will issue an amended certificate once the correction is made, which may take several weeks.

Do I need a certified copy or will an uncertified copy work?

Most institutions require a certified copy, which has an official seal and signature from the vital records office. Uncertified copies are not accepted by banks, insurance companies, or government agencies. Always order certified copies unless you are told otherwise.

What if the death certificate has not been filed yet?

The funeral home is responsible for filing the death certificate with the vital records office, usually within a few days of death. If it has been more than two weeks and the office has no record, contact the funeral home to confirm they filed it. If there was a delay, the certificate should appear in the system within a few more days.