You get a death certificate from the vital records office in the county or state where the death occurred

A death certificate is a legal document issued by the government that records a person's death. It includes the date, time, location, and cause of death. You cannot get one from a funeral home, hospital, or online service — only from the official vital records office (also called the registrar or health department) in the jurisdiction where the person died.

The office that holds the original certificate is determined by geography, not by where the person lived. If someone died in Florida but lived in Ohio, you request the certificate from Florida's vital records office. This matters because each state and county has its own procedures, fees, and processing times.

You will need to know the full name of the deceased, the date of death, and the county or city where death occurred. If you do not know the county, you can call the state vital records office and they can help you locate it.

Key Takeaways

  • Death certificates are issued only by the vital records office in the county or state where the death occurred, not by funeral homes or online vendors.
  • You can request a certificate in person, by mail, by phone, or online depending on what your state offers — online is usually fastest.
  • Fees range from about $10 to $30 per certificate depending on the state, and you typically need to order multiple copies because banks, insurance companies, and courts each want their own.
  • Processing time varies from same-day (in-person) to two to four weeks (by mail), so plan ahead if you need the certificate for a important date.
  • You do not need to be a family member to request a death certificate, but some states restrict who can order certified copies and limit how many you can get.

How to find the right vital records office

Start by identifying the state where the death occurred. Go to that state's health department website and search for "vital records" or "death certificates." Most states have a dedicated page with contact information, fees, and instructions specific to that state.

If you know the county but not the state, or if you need help locating the county, call the National Center for Health Statistics at 1-800-CDC-INFO (1-800-232-4636). They can tell you which office to contact. You can also search online for "[state name] vital records office" and the official government site will appear first.

Once you have identified the office, note their hours, accepted payment methods, and whether they offer online ordering. Some offices are open only during business hours; others allow mail-in requests 24/7.

Ordering in person, by mail, or online

Most states now offer online ordering through their vital records website. You enter the deceased's information, pay by credit card, and the certificate is mailed to you or available for pickup. This is usually the fastest method and takes one to two weeks. Some states allow you to pick up the certificate the same day if you order online and visit in person.

If you go in person to the vital records office, bring a photo ID and cash or check (some offices do not take cards). You will fill out a form with the deceased's name, date of death, and your relationship to them. Same-day service is common for in-person requests, though you may wait in line. Call ahead to confirm hours and whether you need an appointment.

By mail, you send a completed form (available on the state's website), a copy of your ID, and a check or money order. Processing takes two to four weeks, sometimes longer. Include a return address and consider sending the request certified mail so you have proof it arrived. Some states now accept credit card payments by phone or email, which speeds up processing.

Fees and how many copies to order

A single certified death certificate costs between $10 and $30 depending on the state. Some states charge less for the first copy and more for additional copies ordered at the same time. A few states offer a discount if you order multiple copies together.

Order more than one copy. Banks, insurance companies, the Social Security Administration, the Department of Veterans Affairs (if the person was military), probate courts, and mortgage lenders often each want their own certified copy. A common approach is to order five to ten copies at once, which costs less per copy than ordering them separately later. You can always order more if you run out.

Some states allow you to order an uncertified copy (a photocopy without the official seal) for a lower fee. Uncertified copies are useful for your own records but will not be accepted by banks or government agencies. Always order certified copies for official use.

What information appears on the certificate

A death certificate includes the deceased's full name, date of birth, date of death, time of death, place of death (hospital, home, or other location), cause of death, and the names of parents. It also shows who registered the death (usually a family member or hospital staff) and the signature of the registrar.

The cause of death section lists the when ready cause (such as heart attack) and any underlying conditions. If the death was investigated by a coroner or medical examiner, that information may appear on the certificate. Some certificates note whether an autopsy was performed.

The certificate is signed and sealed by the vital records office. This official seal is what makes it a certified copy — it proves the document came directly from the government and is legally valid.

Ordering for someone who died a long time ago

If the death occurred decades ago, the process is the same, but the certificate may be harder to locate. Older records are sometimes stored in archives or microfilm. Call the vital records office and provide as much information as you have: full name, approximate date of death, and place of death. They can search their records and tell you whether the certificate exists.

If the person died before vital records were required in that state (which varies by state and year), a death certificate may not exist. In that case, you may be able to use other documents such as a newspaper obituary, church records, or a cemetery record as proof of death. The office can advise you on what alternatives are accepted.

Restrictions on who can order and what they can receive

Most states allow anyone to order a death certificate, but some restrict certified copies to family members, legal representatives, or people with a documented reason (such as settling an estate). You may still be able to order an uncertified copy if you are not related.

A few states limit the number of certified copies you can order at once or require you to state your relationship to the deceased. Call the vital records office before you order to confirm their policy. If you are ordering on behalf of an estate or as a legal representative, have documentation ready (such as a power of attorney or court order).

Frequently Asked Questions

How long does it take to get a death certificate?

Same-day service is available if you go in person to the vital records office. Online orders typically take one to two weeks. Mail requests take two to four weeks or longer depending on the state's workload. Call the office to ask about current processing times before you order.

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

Most states allow anyone to order a death certificate, but some restrict certified copies to family members or people with a legal interest. You may be able to order an uncertified copy instead. Contact the vital records office in the state where the death occurred to ask about their policy.

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

Provide the month and year, or an approximate date. The vital records office can search their records using the person's name and the county where they died. If the search returns multiple results, they will ask you to clarify which person you are looking for.

Can I order a death certificate online if I live in another country?

Yes. Most states accept online orders from anywhere and mail the certificate internationally. Some charge an extra fee for international mail. Check the state's website to see if they offer international shipping, or call the vital records office to ask about mailing options.

What if the death certificate has an error on it?

Contact the vital records office in the state where the death occurred. They can issue a corrected certificate if the error is documented (such as with a hospital record or court order). There is usually a fee for a correction, and it takes one to two weeks. The office will explain what proof they need.