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

Death certificates are issued by the vital records office in the state where someone died, not where they lived. Each state runs its own vital records system, so you contact that state's office directly. Some states call it the Department of Health, others call it the Vital Records Bureau or Office of Vital Statistics — the name varies, but the function is the same.

You do not go through a funeral home, a hospital, or a court. Those organizations may give you a certified copy as part of their paperwork, but the official source is always the state vital records office. If you do not know which state to contact, you can start with the National Center for Health Statistics website, which lists the vital records office for every state and territory with direct links and phone numbers.

Processing times range from one to four weeks for mail orders, depending on the state. Some states offer rush processing for an additional fee — typically $10 to $25 more — that cuts the time to three to five business days. A few states allow you to order in person at their office and pick up the certificate the same day.

Key Takeaways

  • Contact the vital records office in the state where the death occurred, not the state where the person lived.
  • You will need to provide the full name of the deceased, date of birth, date of death, and usually the names of both parents.
  • Certified copies cost between $15 and $35 per copy depending on the state, and most offices require payment before they process your order.
  • Mail orders typically take one to four weeks; rush processing is available in most states for an extra fee and takes three to five business days.
  • You can order by mail, phone, online, or in person depending on what the state office offers.

How to order by mail or phone

Call the vital records office in the state where the death occurred and ask for the process form. Most offices mail the form to you, or you can read it from the state's website. Fill in the deceased person's full name, date of birth, date of death, and the names of both parents. Include your relationship to the deceased and your reason for requesting the certificate — this information helps the office locate the correct record if the name is common.

Mail the completed form with a check or money order to the address listed on the form. Do not send cash through the mail. Include a self-addressed, stamped envelope so the office can mail the certificates back to you. Most states require payment before they process the order, so your check must clear before they begin searching their records.

If you call to order by phone, have your payment information ready — most offices accept credit cards or debit cards over the phone. Ask how many copies you need. Many people order three to five copies at once because you often need multiple certified copies for banks, insurance companies, and government agencies, and ordering in bulk is usually cheaper than ordering one copy at a time.

Ordering online or in person

Many states now allow you to order death certificates through their website. You fill in the deceased person's information, pay by credit card, and the office mails the certificates to you. Online ordering is usually faster than mail because you skip the step of mailing in a form — the office receives your order when ready and can begin processing it the same day.

If you live in the same state where the death occurred, you can often visit the vital records office in person. Bring a photo ID and the information about the deceased. You will pay the fee at the counter, and the office will either give you the certificate when ready or tell you when to return to pick it up. Same-day service is not may provide — it depends on how busy the office is and whether the record is straightforward to locate — but it is faster than waiting for mail.

Some counties also maintain death records at the local level. If the state office is slow or closed, you can sometimes get a copy from the county clerk's office in the county where the death occurred. County offices usually charge the same fee as the state office and take about the same amount of time, but they may have different hours or accept different payment methods.

What information you need to provide

The vital records office needs the full legal name of the deceased person, including any middle names. If the person went by a nickname or changed their name, provide both the name they were known by and the legal name on the death certificate. Include the date of birth and the date of death. If you are not certain of the exact date, provide the month and year — the office can search a range of dates, though it may take longer.

You will also need the names of both parents, including the mother's maiden name if possible. This information helps the office distinguish between people with the same name. If you do not know a parent's name, say so — the office will search using what you have, but the search may take longer or return multiple results.

Provide your relationship to the deceased and your reason for requesting the certificate. Common reasons include settling an estate, claiming life insurance, explore for survivor benefits, or changing a name on legal documents. The office uses this information to verify that you have a legitimate reason to receive the certificate, though most states do not restrict who can order a death certificate — anyone can request one.

Cost and how many copies to order

A single certified copy of a death certificate costs between $15 and $35, depending on the state. Some states charge less for the first copy and more for additional copies ordered at the same time. For example, one state might charge $20 for the first copy and $5 for each additional copy, while another charges a flat $25 per copy.

Order multiple copies at once because you will likely need them. Banks, insurance companies, the Social Security Administration, and probate courts all want certified copies. If you are settling an estate, you may need five to ten copies. Ordering them together is cheaper than ordering one copy, waiting for it to arrive, and then ordering more later.

Rush processing costs extra — usually $10 to $25 more per order — and reduces the processing time from one to four weeks down to three to five business days. Not all states offer rush processing, so ask when you call. Some states offer expedited service only for in-person orders, not mail orders.

What to do if you cannot find the record

If the vital records office cannot locate the death certificate, they will send you a letter saying so. This can happen if the death was very recent and the record has not been filed yet, if the person died in a different state than you thought, or if the record was filed under a different name.

If the death was recent — within the last few weeks — wait a month and order again. Deaths are not always recorded when ready, especially if the death occurred in a rural area or a different country. If you believe the death occurred in a different state, contact the vital records office in that state instead.

If the person's name changed after birth, the death certificate may be filed under a different name. Ask the vital records office if they can search under alternate names or spellings. If you still cannot find the record, you can contact the funeral home that handled the arrangements — they have a copy of the death certificate and may be able to tell you which state office has the original record.

International death certificates

If the death occurred outside the United States, you cannot order a certificate from a U.S. vital records office. Instead, contact the vital records office in the country where the death occurred. The process varies by country, but most countries have a national or regional office that issues death certificates.

If you need an English translation of a foreign death certificate, you can hire a professional translator or contact the U.S. embassy or consulate in that country — they can provide a list of certified translators. Banks and government agencies usually require a certified translation, not just any translation.

Frequently Asked Questions

How long does it take to get a death certificate?

Standard processing takes one to four weeks by mail, depending on the state. Rush processing, where available, takes three to five business days and costs $10 to $25 extra. In-person orders at the vital records office may be processed the same day, but this is not may provide.

Can I order a death certificate for someone else?

Yes. Most states do not restrict who can order a death certificate — anyone can request one. You do not need to be a family member or have a specific reason, though you may be asked to state your relationship to the deceased and why you need the certificate.

What if the death certificate has an error on it?

Contact the vital records office in the state where the death occurred and ask about correcting the record. You will need to provide proof of the error — for example, a birth certificate showing a different spelling of the name. The office will tell you what documents they need and how long the correction takes, which is usually several weeks.

Do I need the original death certificate or will a photocopy work?

Most organizations require a certified copy — a copy issued by the vital records office with an official seal and signature. A photocopy of a certified copy usually does not work. Always order certified copies from the vital records office, not photocopies.

Can I order a death certificate if I do not know the exact date of death?

Yes. Provide the month and year, and the vital records office will search that range. The search may take longer and return multiple results if the name is common, but the office can work with incomplete information. If you have no idea when the death occurred, call the office and ask what information they need to begin the search.