Where to request a death certificate

You get a death certificate from the vital records office in the state or county where the death occurred, not where the person lived. That office is usually part of the health department, but the name and location vary by state. Some states call it the Bureau of Vital Records, others the Office of Vital Statistics, and a few run it through the county clerk's office instead.

The fastest way to find the right office is to search "[your state] vital records" plus the county name. The state health department website will list the mailing address, phone number, and whether they accept online requests. Many states now let you order by mail, phone, or their website. A few still require you to visit in person, though this is becoming rare.

If you do not know which county the death occurred in, start with the state vital records office — they can tell you where to send your request or forward it for you, though this adds time.

Key Takeaways

  • Contact the vital records office in the state and county where the death occurred, which you can find by searching "[state] vital records" on the health department website.
  • Most offices now accept requests by mail, phone, or online, though processing times range from one to four weeks depending on the state and method.
  • You will need to provide the full name of the deceased, date of birth, date of death, and the names of the parents to confirm you are requesting the correct record.
  • Certified copies cost between $15 and $35 per copy depending on the state, and you should order multiple copies at once since you may need them for insurance, probate, or other purposes.
  • If the death was recent and the record is not yet filed, the vital records office will tell you when it will be available, usually within two to four weeks of the death.

What information you need to provide

The vital records office will ask for 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, call the office before you submit your request — they may be able to search with partial information, but it takes longer and costs more.

You will also need to state your relationship to the deceased and why you need the certificate. Most offices accept requests from when ready family, spouses, attorneys, and people with a documented legal interest. Some states have restrictions on who can order a death certificate, so check the vital records office website for your state's rules before you submit.

How long it takes and what it costs

Processing time depends on the method and the state. Online requests usually take one to two weeks. Mail requests take two to four weeks, depending on how far the office is and how busy they are. Phone requests are sometimes faster, but not all states offer them. If you call, ask whether they can email or fax the certificate to you instead of mailing it — that cuts the wait to a few days.

A certified copy costs between $15 and $35 per copy, depending on the state. Some states charge less for the first copy and more for additional copies ordered at the same time. Order at least three or four copies at once — you will likely need them for the will, insurance claims, Social Security, and bank accounts. Ordering them together is cheaper than ordering one at a time later.

Requesting by mail

To order by mail, write a letter that includes the deceased's full name, date of birth, date of death, parents' names, your relationship to the deceased, the number of certified copies you need, and your reason for requesting them. Include a check or money order for the fee (call ahead to confirm the exact amount), your return address, and a phone number where they can reach you if there is a problem.

Mail the letter to the vital records office address listed on the state health department website. Keep a copy of your letter and note the date you mailed it. If you do not hear back within the timeframe the office states on their website, call to check on the status. Some offices will hold a request for 30 days before returning it if payment is missing or unclear.

Requesting online or by phone

Many states now have an online portal where you can fill out a form, upload a photo of your ID, and pay by credit card. The process is similar to ordering by mail, but faster — you get a confirmation number when ready and can track the status online. Check the state vital records website to see if your state offers this option.

If you call, have the deceased's information ready and ask what payment methods they accept. Some offices take credit cards over the phone, others require a check or money order mailed separately. Ask whether they can email or fax the certificate to you, and get a confirmation number before you hang up. Write down the name of the person you spoke to and the date and time of the call.

What to do if the death was very recent

If the death occurred within the last two to four weeks, the vital records office may not have the certificate on file yet. The funeral home or hospital usually files the death certificate with the vital records office, but there is a lag. Call the vital records office and ask when the record will be available. They can tell you the exact date or give you a timeframe.

If you need proof of death before the certificate is ready, ask the funeral home for a certified copy of the funeral arrangement form or a letter from the funeral director stating the date of death. Banks, insurance companies, and Social Security sometimes accept this as temporary proof while you wait for the official certificate.

Ordering from another state or country

If you live outside the state where the death occurred, you can still order by mail or online. Mail requests take longer because of shipping time, so consider ordering online if the state offers it, or calling to ask whether they can fax or email the certificate. Some states charge extra for expedited processing, which can cut the wait to three to five business days.

If you live outside the United States, mail requests are slower and may require an international money order instead of a check. Call the vital records office to ask what payment methods they accept from abroad. Some states have partnerships with international vital records services that can order on your behalf, though this adds cost.

Frequently Asked Questions

How many copies of a death certificate should I order?

Order at least three to four copies at once. You will need them for the will, life insurance claims, Social Security, bank accounts, and property transfers. Ordering multiple copies together is cheaper than ordering one at a time later, and you avoid the wait if you need another copy months down the road.

Can I order a death certificate for someone who is not a close relative?

It depends on the state. Most states restrict who can order a death certificate to when ready family, spouses, and people with a documented legal interest, such as an attorney or executor. Call the vital records office in the state where the death occurred and ask whether you are allowed to order. They will tell you what proof of relationship or legal interest they need.

What if I do not know the exact date of death?

Call the vital records office and give them the information you do have — the full name, approximate date, and the county. They can search their records and may be able to locate the certificate. Searching by partial information takes longer and may cost more, but most offices will do it if you ask.

Can the funeral home order the death certificate for me?

Yes. The funeral home files the death certificate with the vital records office and can order certified copies for you. Ask them to do this when you are making arrangements. They usually charge a fee on top of the vital records office fee, but it saves you the step of contacting the office yourself.

What if the vital records office says the certificate does not exist?

This usually means the death was not filed in that county, or the name or date you provided does not match the record. Call back and ask whether they searched nearby counties, or whether the death might be filed under a different name. If the death occurred a long time ago, the record may be in a different location or archived. Ask the office where else to look.