The vital records office in the county where the death occurred is your starting point

You get a death certificate from 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 office—each county keeps its own records. If you do not know which county, the funeral home or hospital that handled the death can tell you.

You can request a death certificate in person, by mail, or online depending on what your county offers. Some counties have moved to online ordering through a state portal; others still require a phone call or a form sent by mail. The fastest way is usually to call the vital records office directly and ask what they need from you.

You will need to prove who you are and show your relationship to the deceased. Most offices accept a driver's license or state ID. Your relationship matters because not everyone can order a death certificate—typically only the spouse, parent, child, or sibling of the deceased can request one, though rules vary by state.

Key Takeaways

  • Contact the vital records office in the county where the death occurred, not your home county or a state office.
  • You can usually order by phone, mail, or online, and the fastest method depends on whether your county has an online system.
  • Processing time ranges from a few days to several weeks depending on the county and whether the death is recent.
  • Expect to pay a fee per certificate, usually between $10 and $30, and order multiple copies because you will need them for banks, insurance, and legal matters.
  • If the death happened more than a year ago and you cannot locate the county, the state vital records office can help you search.

How to find the right vital records office

Start by searching "[county name] vital records office" or "[county name] health department death certificates" online. Most counties have a website with phone numbers, mailing addresses, and instructions. If you are not sure which county, call the funeral home that handled the arrangements—they have this information on file.

If the death happened in another state, search "[state name] vital records office" to find the state-level office, which can direct you to the correct county. Some states have a centralized online ordering system that covers all counties; others require you to contact each county separately.

For deaths that occurred decades ago, the state vital records office is your best starting point. They maintain historical records and can search by name and approximate date if you do not know the county.

What you need to bring or provide

Have the deceased person's full name, date of birth, and date of death ready. You will also need to show proof of your identity and your relationship to the deceased. A driver's license or state ID works for identity; for relationship, you may need to show a birth certificate (if you are a child), marriage certificate (if you are a spouse), or other document proving the connection.

Some offices ask you to fill out a form stating your reason for requesting the certificate. Common reasons include settling an estate, claiming life insurance, or updating Social Security records. You do not need a lawyer or special reason—vital records offices issue certificates to authorized family members as a matter of routine.

If you are ordering by mail, include a photocopy of your ID (not the original). Some counties require a notarized request form if you are not ordering in person, though this is becoming less common.

Processing time and cost

Processing time varies widely. If you order in person at the office, some counties can hand you a certificate the same day. By mail, expect 1 to 3 weeks in most counties, though some take longer during high-volume periods. Online ordering through a state portal is often faster—sometimes 3 to 7 business days.

The cost per certificate is typically $10 to $30, depending on the county and state. Certified copies (the official version you need for legal and financial matters) cost more than informational copies. Order at least 5 to 10 copies at once, because you will need them for the will, life insurance claims, Social Security, banks, and other institutions. Ordering in bulk is cheaper than ordering one at a time.

Payment methods vary. Some offices take cash, check, or card in person; by mail they usually want a check; online systems typically accept credit or debit cards. Ask when you call or check the website.

Ordering online versus by mail or phone

Online ordering is fastest if your state or county offers it. Search "[state name] vital records online" to see if you can order through an official portal. You upload a photo of your ID, answer questions about your relationship, and pay by card. Certificates arrive by mail in the timeframe the website promises.

Ordering by phone is useful if you have questions or need to confirm what documents you need. Call the vital records office, give them the deceased's information and your relationship, and ask what to send. They will tell you the cost and how long it takes.

Ordering by mail works everywhere but is slowest. Fill out the form (read it from the county website or ask them to mail it to you), include a photocopy of your ID, a check for the fee, and a self-addressed stamped envelope. Mail it to the address on the form. Allow 2 to 4 weeks.

What to do if you cannot locate the county

If you know the state but not the county where the death occurred, contact the state vital records office. They maintain an index of all deaths in the state and can search by name and approximate date. Once they find the record, they can tell you which county to contact or order the certificate for you.

If the death happened more than 50 or 75 years ago (the threshold varies by state), the state vital records office may be your only option, because some counties do not keep older records. The state office can tell you whether a record exists and how to obtain it.

For deaths outside the United States, contact the vital records office or health ministry of that country. The U.S. State Department website has links to vital records offices in many countries, though the process and timeline vary widely.

When you need a death certificate and what happens next

You will need a certified copy of the death certificate to claim life insurance, settle a will, transfer property, close bank accounts, update Social Security records, and handle other legal and financial matters. Each institution may ask for an original certified copy, which is why ordering multiple copies upfront saves time and money.

Once you have the certificate, take it to the relevant institutions. Life insurance companies, banks, and the Social Security Administration all have their own processes for what they do with it. Some will keep the original; others will return it. Ask each one whether they need the original or a photocopy.

If you are the executor of the estate, you may need to show the death certificate to the probate court, the deceased's employer, and creditors. Keep the original certificates in a safe place and use photocopies for routine requests.

Frequently Asked Questions

Can I order a death certificate if I am not a family member?

Rules vary by state and county. Spouses, parents, children, and siblings can almost always order. Some counties allow grandchildren, aunts, uncles, or others with a documented relationship. A few allow anyone with a "legitimate interest" to order, which may include creditors or legal representatives. Call the vital records office and ask—they will tell you whether you can order and what proof you need.

How many copies should I order?

Order at least 5 to 10 certified copies. You will need them for life insurance, banks, Social Security, the will, property transfer, and other matters. Ordering multiple copies at once is cheaper than ordering one at a time later. If you run out, you can always order more, but it takes additional time and money.

What is the difference between a certified copy and an informational copy?

A certified copy is an official document with a raised seal or signature from the vital records office. Banks, insurance companies, and courts require certified copies. An informational copy is cheaper but has no official seal and is not accepted for legal or financial matters. Always order certified copies unless you only need the information for personal records.

What if the death certificate has an error on it?

Contact the vital records office that issued it. They can correct errors like misspelled names or wrong dates. You will need to provide proof of the correct information, such as a birth certificate or marriage certificate. The correction process takes additional time, so request it as soon as you notice the error.

Can I order a death certificate if the person died decades ago?

Yes, but contact the state vital records office rather than the county. They maintain historical records and can search by name and approximate date. Some very old records may not be available, but most deaths from the past 75 to 100 years are on file. The state office will tell you whether a record exists and how to obtain it.