Start with the vital records office in the county where the death occurred

The vital records office in the county where the person died is your first stop. This is usually part of the county health department, though some counties call it the vital statistics office or registrar's office. You do not go to a state office first — you go to the county.

To find the right office, search online for "[county name] vital records" or "[county name] health department vital records". Call before you visit or order. Many offices now take orders by mail, phone, or their website, and some have moved to online-only during certain hours. Asking first saves a trip.

You will need to show who you are with a photo ID. Some offices require you to show a relationship to the deceased — parent, spouse, child, or sibling — or a reason you need the certificate, such as settling an estate or changing insurance. The rules vary by county and state.

Key Takeaways

  • The vital records office in the county where death occurred is the official source; search online for "[county name] vital records" to find the exact office and hours.
  • Most offices now accept orders by mail, phone, or website, and many can mail certified copies to you within one to two weeks.
  • You will need a photo ID and may need to show your relationship to the deceased or explain why you need the certificate.
  • Certified copies cost between $10 and $30 per copy depending on the state and county; order extra copies now because getting them later costs the same.
  • If the death was recent and the certificate is not yet on file, the office can tell you when it will be available, usually within days or a few weeks.

How to order by mail, phone, or online

Most counties now let you order without visiting in person. Call the vital records office and ask whether they take phone orders, or visit their website to order online. If you order by mail, you will need to send a copy of your ID and a letter stating your relationship to the deceased and why you need the certificate.

Turnaround time is usually one to two weeks by mail, faster if you order online or by phone and pick up in person. Some counties offer rush service for an extra fee — typically $10 to $20 more — if you need the certificate within a few days. Ask about this when you call.

Payment is usually by check, money order, or credit card, depending on the office. Online orders almost always take credit cards. Ask the office whether they accept payment before you send anything by mail.

What to do if the death is very recent

If the death happened within the last few days or weeks, the certificate may not yet be filed with the vital records office. Call the office and ask when the certificate will be available. The funeral home or hospital usually files it within a few days, but the office needs time to process and enter it into their system.

If you need the certificate urgently — for example, to notify an employer or insurance company — ask the vital records office whether they can issue a temporary or preliminary certificate while the official one is being processed. Not all offices offer this, but some do. You can also ask the funeral home whether they have a copy or a document they can give you in the meantime.

Order extra copies now, not later

Certified copies cost the same whether you order one or five. The cost is usually between $10 and $30 per copy, depending on the state and county. Order at least three or four extra copies now, because you will almost certainly need them later — for insurance claims, bank accounts, property transfers, or other purposes.

Getting copies months or years later costs exactly the same as getting them now, so there is no savings in waiting. The only reason to order fewer is if you are certain you will never need more than one, which is rare. Banks, insurance companies, and government agencies often want their own certified copy, and they will not accept a photocopy.

If you cannot reach the county office

If the county vital records office is not responding or you cannot find contact information, try the state vital records office. Search online for "[state name] vital records" or "[state name] department of health vital records". The state office can usually tell you which county office handles the death and provide their contact information.

You can also call the funeral home that handled the arrangements — they often know which office has the certificate and can sometimes help you order it. If the death occurred in a hospital, the hospital's records department may also have information about where the certificate was filed.

What you need to bring or provide

Have the following information ready when you contact the vital records office: the full name of the deceased, the date of death, the place of death (city and county), and your relationship to the deceased. If you do not know the exact date, the office can usually search by name and approximate date.

You will need to show a photo ID — a driver's license, passport, or state ID card. Some offices require additional proof of your relationship, such as a birth certificate if you are a child, a marriage certificate if you are a spouse, or a court order if you are handling the estate. Ask the office what they need before you visit or mail anything.

Frequently Asked Questions

How long does it take to get a death certificate?

If you order in person or online, most offices can give you a copy the same day or within a few days. By mail, expect one to two weeks. If the death is very recent and not yet filed, ask the office when it will be available — usually within a few days to a few weeks depending on the county's processing time.

Can I get a death certificate if I am not a close relative?

It depends on the state and county. Some offices issue certificates only to when ready family or people with a legal reason, such as handling the estate. Others issue them to anyone who asks. Call the vital records office and explain who you are and why you need it — they will tell you whether they can help.

What if the death certificate has an error on it?

Contact the vital records office where the certificate was filed and ask about correcting it. You will usually need to provide proof of the correct information, such as a hospital record or medical examiner's report. The office will tell you what documents they need and whether there is a fee to amend the certificate.

Do I need a certified copy or will a photocopy work?

Most organizations — banks, insurance companies, government agencies — require a certified copy with an official seal and signature. A photocopy is not accepted. Order certified copies from the vital records office, not photocopies from a funeral home or hospital.

Can I order a death certificate online from a state website?

Some states have a central online ordering system for all counties, but most require you to order from the specific county where the death occurred. Search online for "[state name] vital records online order" to see whether your state has a statewide system. If not, contact the county vital records office directly.