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

A death certificate is an official document issued by the government that records a person's death. You cannot get one from a funeral home, hospital, or online service — only from the vital records office (also called the vital statistics office or health department) in the jurisdiction where the person died. That office is almost always at the county level, though a few states run the system from the state capital.

The person who can request a death certificate varies by state. Most states allow when ready family members, the executor of the estate, or anyone with a documented reason to order one. Some states restrict orders to family only. You will need to know the full name of the deceased, the date of death, and usually the county where death occurred. Processing takes anywhere from a few days to several weeks depending on the state and whether you order in person or by mail.

Key Takeaways

  • Contact the vital records office in the county where the death occurred, not the state capital or funeral home.
  • You will need the deceased person's full name, date of death, and the county of death to place an order.
  • Most offices charge between $15 and $35 per certificate, and prices vary widely by location.
  • Ordering in person is fastest (same day or within hours), while mail orders typically take one to three weeks.
  • Some states allow online ordering through their vital records website, which is faster than mail but slower than in-person pickup.

How to find the right vital records office

Start by identifying which county the death occurred in. If you are unsure, search online for "[County Name] vital records office" or "[County Name] health department." Most counties have a website with contact information, hours, and instructions for ordering. If you cannot find it online, call the county clerk's office or the main county health department line — they can direct you to the right department.

If the death occurred in a U.S. territory or a military installation, the process differs. Deaths in Puerto Rico, the U.S. Virgin Islands, Guam, and American Samoa are recorded by those territories' vital records offices, not by any state. Military deaths may be recorded by the Department of Defense or by the state where the service member was stationed. If you are unsure which office has the record, call the county where the person last lived and ask them to help you locate it.

What information you need to provide

When you contact the vital records office, have the following details ready: the full name of the deceased (including any middle names or maiden names), the date of death, the place of death (city and county), and the deceased person's date of birth. Some offices also ask for the parents' names or the name of the funeral home that handled the arrangements. The more information you provide, the faster the office can locate the correct record.

You will also need to prove your relationship to the deceased or your reason for needing the certificate. Most states accept a government-issued ID for this purpose. If you are ordering on behalf of an estate or as an executor, you may need to provide a copy of the will or court documents showing your authority. Ask the vital records office what proof they require before you visit or mail your request.

Ordering in person versus by mail or online

The fastest way to get a death certificate is to visit the vital records office in person. Many offices issue certificates the same day or within a few hours, and you can pay in cash or by card. Bring your ID, proof of your relationship to the deceased, and the information listed above. Call ahead to confirm the office is open and to ask whether you need an appointment.

Ordering by mail takes longer but works if you cannot visit in person. Send a written request with your name, contact information, your relationship to the deceased, and all the details about the person who died. Include a copy of your ID and a check or money order for the fee. Mail it to the address listed on the vital records office website. Processing typically takes one to three weeks, plus mail time.

Some states now offer online ordering through their vital records website. You fill out a form, upload a copy of your ID, and pay by credit card. The certificate is mailed to you or, in a few cases, available for pickup at the office. Online ordering is faster than mail but slower than walking in — expect five to ten business days.

Cost and how many copies you need

Death certificates cost between $15 and $35 per copy, depending on the state and county. Some offices charge less for the first copy and more for additional copies ordered at the same time. A few states charge a flat fee regardless of how many you order. Call the vital records office to ask the exact price before you submit your request.

Order multiple copies if you think you will need them. You will likely need a certified copy (an official version with a raised seal) for the deceased person's bank, insurance company, employer, and Social Security Administration. Most people order three to five copies to cover these needs and keep one for their records. Ordering extra copies at the same time is cheaper than ordering them one at a time later.

What to do if the death was recent

If the death occurred within the last few days or weeks, the certificate may not yet be filed with the vital records office. The hospital, funeral home, or medical examiner typically submits the paperwork within a few days, but it can take longer if the death is under investigation or if the paperwork is delayed. Call the vital records office and ask when the record will be available. They can tell you the expected date and may be able to put a note on your request so they contact you when it arrives.

In the meantime, ask the funeral home for a temporary document or letter stating that the death has been reported. Some banks and insurance companies will accept this as proof of death while you wait for the official certificate. The funeral home does not issue the death certificate itself, but they can provide this temporary proof.

Ordering a death certificate for someone else

Most states allow you to order a death certificate for someone who is not a family member if you have a documented reason — for example, if you are the executor of the estate, a creditor, or an attorney handling the deceased person's affairs. The vital records office will ask you to explain your relationship and may ask for supporting documents such as a court order or a letter from an attorney.

Some states restrict death certificates to when ready family members only. If the office denies your request, ask what documents would allow them to release it to you. In some cases, a court order or a letter from an attorney can override the restriction. If you are denied, contact a lawyer or the county clerk's office for guidance on how to proceed.

Frequently Asked Questions

Can I get a death certificate online without visiting the office?

Some states offer online ordering through their vital records website, but you still cannot read the certificate when ready. You submit a form, upload your ID, and pay online, then the office mails the certificate to you or holds it for pickup. This takes five to ten business days. A few states are piloting same-day digital delivery, but this is not yet common.

What if I lost the death certificate and need another copy?

Contact the same vital records office where you ordered the first one and request a duplicate. You do not need to provide as much documentation the second time — just your name, contact information, and the deceased person's name and date of death. Duplicates usually cost the same as the original and take the same amount of time to process.

Can a funeral home order the death certificate for me?

Funeral homes do not order death certificates, but they can tell you which vital records office to contact and what information you will need. Some funeral homes offer to help you place the order or to pick up certificates on your behalf, though this is not standard. Ask your funeral director what services they offer.

What if the death occurred in another country?

Deaths outside the United States are recorded by the government of that country. Contact the vital records office or equivalent agency in the country where the death occurred. If you are unsure how to reach them, contact the U.S. embassy or consulate in that country — they can direct you to the right office and may be able to help you obtain a certified copy.

How long does a death certificate stay valid?

Death certificates do not expire, but some organizations may ask for a recent one (issued within the last few months or year). Ask each bank, insurance company, or government agency what they require. If an organization rejects an older certificate, order a new one from the vital records office.