Where to Request a Death Certificate
You request a death certificate from the vital records office in the state where the person died, not where they lived. That office is usually part of the state health department, though some states call it the vital statistics bureau or registrar's office. You cannot get one from a funeral home, a hospital, or a federal agency — they can only provide copies of records they made, not the official certificate itself.
The fastest way to find the right office is to search "[your state] vital records" plus the county name if you know it. Most states have a single statewide office that handles all counties, but a few states like California and Texas require you to contact the county where the death occurred. The state health department website will tell you which applies to you and give you the mailing address, phone number, and online ordering portal if one exists.
If you do not know which state the person died in, you can search the Social Security Death Index online for free — it is a public database that shows the state and year of death for most people who died after 1962. That narrows down your search before you call.
Key Takeaways
- Contact the vital records office in the state where the death occurred, which you can find by searching "[state name] vital records" on the state health department website.
- You will need to provide the full name of the deceased, date of birth, date of death, and the names of both parents to order a certificate.
- Most states charge between $15 and $35 per certificate and take one to three weeks to mail it, though expedited options cost more and arrive faster.
- You can order by mail, phone, or online portal depending on what your state offers, and some states allow you to pick up in person at their office.
- If the death was very recent or the person died out of state, the certificate may not yet be on file, and you may need to wait or contact a different office.
What Information You Need to Provide
When you contact the vital records office, have the following details ready: the full legal name of the deceased, their date of birth, the date of death, and the names of both parents. If you do not have all of this, the office can sometimes search by partial information, but it takes longer and may cost more. Some offices also ask for the county or city where the death occurred to narrow the search.
If the person died under a different name than the one on their birth certificate — for example, after a marriage or legal name change — tell the office both names. The certificate will show the name that was current at the time of death, but the office needs to know the original name to find the record.
How Much It Costs and How Long It Takes
Most states charge between $15 and $35 for a single certified copy of a death certificate. Some states charge less for the first copy and more for additional copies ordered at the same time. A few states charge by the page if the certificate is longer than one page, or charge extra if you need a rush order.
Standard processing takes one to three weeks by mail. If you need the certificate sooner, most states offer expedited service for an additional fee — usually $10 to $25 extra — that cuts the time to three to five business days. A small number of states allow you to pick up a certificate in person at their office the same day or next day, which is the fastest option if you live near the office.
Ask the office whether they accept credit cards, checks, or money orders. Some states only accept one or two of these, and sending the wrong payment type delays your order.
Ordering by Mail, Phone, or Online
Most states now have an online portal where you can order a death certificate without calling or mailing a form. You fill in the deceased person's information, pay by credit card, and the certificate is mailed to your address. This is usually the fastest and easiest method if your state offers it.
If your state does not have online ordering, you can call the vital records office during business hours and order over the phone. You will need to provide the same information and arrange payment — some offices take credit card numbers over the phone, while others mail you an invoice to pay by check.
Mailing a request is the slowest option but works in every state. You fill out a form (available on the state website), include a check or money order, and mail it to the address listed. The office processes mail orders in the order they arrive, which can take several weeks depending on volume.
When the Certificate Is Not Yet on File
If the death was very recent — within the last week or two — the certificate may not yet be recorded in the vital records system. The funeral home or hospital files the death certificate with the state, but this can take one to two weeks. If you call too soon, the office will tell you the record does not exist yet and to call back in a few days.
If the person died in a hospital or nursing home, you can call that facility and ask when they filed the death certificate with the state. If they have not filed it yet, ask them to do so. If the person died at home or in an accident, the coroner or medical examiner files the certificate, and you can call their office to check the status.
If the death was more than a few weeks ago and the certificate is still not on file, contact the vital records office directly. Sometimes records are misfiled or delayed, and the office can help you track it down or file a delayed certificate if the death was never officially recorded.
Getting Multiple Copies and Certified vs. Uncertified
Order at least three or four certified copies when you first request the certificate. You will likely need one for the will, one for insurance claims, one for Social Security, and one for your own records. Ordering multiple copies at once is cheaper than ordering them separately later — most states charge a lower per-copy fee when you order more than one.
A certified copy has an official seal and signature and is the only version that banks, insurance companies, and government agencies will accept. An uncertified copy is just a photocopy and has no legal standing. Always request certified copies unless the office tells you otherwise.
If You Need a Certificate From Another State or Country
If the person died outside the United States, you will need to contact the vital records office in that country. The process varies widely — some countries mail certificates quickly, while others require you to visit in person or work through a consulate. Start by contacting the consulate or embassy of that country in the United States, and they can direct you to the right office.
If the person died in a U.S. territory like Puerto Rico, Guam, or the U.S. Virgin Islands, contact that territory's vital records office. The process is similar to ordering from a state, but the office address and fees are different.
Frequently Asked Questions
Can I order a death certificate for someone else, or do I have to be a family member?
Most states allow anyone to order a death certificate — it is a public record. However, some states restrict who can order within the first 30 to 90 days after death. If you are not a family member, call the vital records office first to ask whether they will accept your order. If they refuse, ask a family member to order it for you instead.
What if the person died a long time ago and I cannot find the record?
Deaths before 1900 are sometimes incomplete or missing from state records. If you cannot find the certificate, try searching the Social Security Death Index, newspaper archives, or cemetery records. You can also contact the vital records office and ask whether they have any record of the death — they may be able to help you locate it or file a delayed certificate if it was never officially recorded.
Do I need the original certificate or is a photocopy okay?
Most institutions require a certified copy with an official seal and signature. A photocopy of a certified copy is usually not accepted. If you already have a certified copy, you can make photocopies for your own records, but you will need to order additional certified copies from the state for official use.
How much does it cost to get a death certificate if I am poor or cannot afford the fee?
Some states waive or reduce the fee for people with low income, but you have to ask. Call the vital records office and explain your situation — they may be able to reduce the fee or let you pay in installments. Some funeral homes also cover the cost of the first certificate as part of their services.
Can I order a death certificate online if I do not have a credit card?
Most states that offer online ordering accept credit or debit cards only. If you do not have either, call the vital records office and ask about phone or mail ordering — they usually accept checks or money orders. Some states also allow you to pay in person at their office if you can visit.