Get a death certificate from the vital records office in the state where the person died

The vital records office (sometimes called the vital statistics office or health department) in the state where the death occurred is the official source for death certificates. Each state keeps its own records, so you must contact the office in that specific state, not your home state. The office will have the original death record on file and can issue certified copies.

You do not need to be a family member to request a death certificate, though some states restrict who can order one and for what purpose. Most states allow when ready family, legal representatives, and people with a documented reason (such as settling an estate or claiming insurance) to order copies. A few states sell copies to anyone.

Death certificates typically cost between $15 and $35 per copy, depending on the state. Most offices charge extra for rush processing or delivery by mail. You can usually order in person, by mail, by phone, or online through the state's vital records website.

Key Takeaways

  • Contact the vital records office in the state where the death occurred, not the state where you live.
  • You will need the person's full name, date of birth, date of death, and the county where they died to search the records.
  • Most states charge $15 to $35 per certified copy and take one to two weeks to mail them, though rush options are often available.
  • Order online through the state's vital records website if available, as it is usually faster and cheaper than ordering by mail or phone.
  • Keep multiple certified copies on hand because banks, insurance companies, and government agencies often require originals.

How to find the correct vital records office for your state

The National Association for Public Health Statistics and Information Systems (NAPHSIS) maintains a directory of vital records offices for all 50 states, U.S. territories, and Washington, D.C. You can search by state on their website to find the correct office, mailing address, phone number, and online ordering portal. This is the fastest way to confirm you have the right office and the current fees.

Each state names its office differently. In some states it is part of the Department of Health, in others it is the Bureau of Vital Records, and in a few it is housed in the state registrar's office. Searching by state name on NAPHSIS will direct you to the correct agency without confusion.

What information you need to order a death certificate

Have the following details ready before you contact the vital records office: the deceased person's full name (including any maiden name or name changes), date of birth, date of death, and the county where the death occurred. If you do not know the exact date of death, provide the month and year, and the office can search a wider range. The county is important because some states file records by county rather than statewide.

If you are ordering on behalf of someone else or for a specific legal purpose, some states will ask you to state your relationship to the deceased or the reason for your request. Have that information ready as well. A few states require a signed statement or notarized form, which the vital records office will specify when you contact them.

Ordering online, by mail, or by phone

Most states now offer online ordering through their vital records website, which is the fastest and cheapest option. You create an account, enter the deceased person's information, pay by credit card, and the office mails the certificate to you within one to two weeks. Some states offer rush processing for an extra fee, which can cut the time to three to five business days.

If the state does not offer online ordering, you can request a form from the vital records office, fill it out, and mail it with a check or money order. Include a self-addressed stamped envelope to speed up the return. Processing by mail typically takes two to four weeks. Ordering by phone is possible in some states but usually costs more and requires payment by credit card over the phone.

When you order, request multiple certified copies at once. Most agencies charge per copy, so ordering five or ten copies at the same time is more efficient than ordering one and coming back later. Banks, insurance companies, and government agencies often require original certified copies, and having extras on hand prevents delays.

What to do if you cannot find the death record

If the vital records office cannot locate the death record after searching, the death may not have been registered in that state, or it may have been registered under a different name. Ask the office to search by the person's date of birth and approximate date of death if you are unsure of the exact spelling of their name.

If the person died a long time ago (more than 50 to 100 years, depending on the state), the record may have been archived or destroyed according to state law. Contact the state archives or the county clerk's office where the death occurred—they sometimes hold older records. If the person died outside the United States, you will need to contact the vital records office in that country or the U.S. embassy or consulate where they were registered.

Ordering a death certificate for someone who died recently

If the death occurred within the past few days or weeks, the record may not yet be filed with the vital records office. The funeral home or medical examiner typically files the death certificate with the state within three to ten days of the death. You can call the vital records office to ask when the record will be available, or contact the funeral home to confirm they have filed it.

In the meantime, the funeral home can issue a temporary document or letter stating that the person has died, which some banks and insurance companies will accept. Once the official death certificate is filed, order certified copies right away so you have them on hand for probate, insurance claims, and other legal matters.

Understanding certified versus uncertified copies

A certified copy is an official document issued by the vital records office with a raised seal, signature, and statement that it is a true copy of the original record. Most government agencies, banks, and insurance companies require certified copies for legal purposes such as claiming life insurance, transferring property, or changing beneficiaries. Certified copies cost more than uncertified copies but are necessary for official use.

An uncertified copy is a photocopy of the death certificate without the official seal. Some offices issue these at a lower cost for personal reference only, but they are not accepted for legal or financial transactions. Always order certified copies unless you are certain you only need the information for your own records.

Frequently Asked Questions

How many certified copies of a death certificate should I order?

Order at least five to ten copies. Life insurance companies, banks, the Social Security Administration, the Department of Veterans Affairs (if the person was a veteran), and probate court may each require an original certified copy. Having extras prevents you from having to order again later.

Can I order a death certificate for someone who is not a family member?

It depends on the state. Some states restrict orders to when ready family or legal representatives, while others allow anyone to order for any reason. Contact the vital records office in the state where the death occurred to learn their policy. You may need to provide a reason for your request.

What if the vital records office says the death was never registered?

Deaths should be registered in the state where they occurred, but occasionally records are misfiled or lost. Contact the county clerk's office or the state archives in that state. If the person died outside the U.S., contact the U.S. embassy or consulate in that country or the vital records office of the country where they died.

How long does it take to receive a death certificate by mail?

Standard processing usually takes one to two weeks from the date the vital records office receives your request. Rush processing, if available, can reduce this to three to five business days for an additional fee. Online orders often process faster than mail orders.

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

Yes, if the death was registered. Contact the vital records office in the state where the death occurred. If the record has been archived or destroyed, the state archives or county clerk may have a copy. Deaths that occurred more than 50 to 100 years ago may be harder to locate depending on state retention policies.