Start with your state vital records office, not the funeral home

The official place to request a death certificate is your state's vital records office, usually run by the health department. This is the only source that issues certified copies — the kind banks, insurance companies, and courts will accept. You do not have to go through a funeral home, though many people think you do. The funeral home can help you order one, but they are ordering it from the same state office you could contact directly, and they charge a fee for that service.

Each state keeps its own vital records and has its own process. You cannot order a death certificate from a different state than where the person died, even if they lived somewhere else. The office that has the record is the one where the death was registered — that is almost always the county where the death occurred.

You will need the person's full name, date of death, and place of death (city and county). If you do not know the exact date, the office can search by a range of dates, though this may cost more or take longer.

Key Takeaways

  • Contact your state's vital records office directly — you do not need to go through a funeral home, though they can order on your behalf for a fee.
  • The death certificate must be ordered from the state where the death occurred, not where the person lived.
  • You will need the deceased person's full name, date of death, and the city and county where they died.
  • Most states let you order by mail, phone, or online; processing times range from a few days to several weeks depending on the method and state.
  • Order multiple certified copies at once — you will likely need them for banks, insurance, Social Security, and the court.

How to find your state vital records office

The CDC maintains a list of vital records offices for all 50 states, plus Washington D.C. and U.S. territories. Go to the CDC's National Center for Health Statistics website and search for your state by name. The listing includes the office's mailing address, phone number, and website. Most states now have an online ordering system on their vital records website, which is usually the fastest route.

If you search online for "[your state] vital records," you should land on the official state health department page. Avoid third-party websites that offer to order the certificate for you — they charge markup fees and do not speed up the process. The state office processes orders at the same pace whether you order directly or through a middleman.

Three ways to order: online, by mail, or by phone

Online ordering is the fastest option in most states. You fill out a form with the deceased person's information, pay by credit card, and the office mails the certificate to you. Turnaround is typically three to ten business days, though some states offer expedited service for an extra fee. You will receive a tracking number so you can check the status.

Ordering by mail takes longer but works in every state. You print the process form from the state's website (or request one by phone), fill it out, include a check or money order, and mail it to the address listed. Processing usually takes two to four weeks from the time the office receives it, plus mail time on both ends. Keep a copy of what you send and note the date you mailed it.

Ordering by phone is available in most states. Call the vital records office during business hours, provide the information, and pay by credit card. The office will mail the certificate to you. This method takes the same time as mail ordering but lets you ask questions and confirm details before submitting. Some states charge a small fee for phone orders.

What certified copies cost and how many you need

A certified death certificate typically costs between $10 and $30 per copy, depending on the state. Some states charge the same price whether you order one copy or multiple copies at once; others charge per copy. Expedited service, if available, usually adds $5 to $15.

Order at least three to five certified copies at the same time. You will need them for the deceased person's bank and investment accounts, life insurance claims, Social Security, the court (if there is a will or estate), and possibly their employer or pension plan. Each institution may want its own copy, and having extras on hand saves you from ordering again later. The cost of ordering five copies at once is far less than ordering them separately.

If you cannot locate the death record

If the vital records office cannot find a record under the name and date you provided, the death may not have been registered in that county. Ask the office to search neighboring counties — sometimes a death is registered where the person was taken for medical care rather than where they actually died. If the death occurred more than 50 years ago, some states keep older records in a different location or archive.

If the person died outside the United States, you will need to contact the vital records office of that country or region. The U.S. State Department can sometimes help locate foreign death records, but the process is slower and varies by country.

What to do if you need the certificate urgently

If you need the certificate within days rather than weeks, call the vital records office and ask about expedited or rush service. Some states offer next-day or two-day delivery for an additional fee. A few states allow you to pick up a certificate in person at their office if you live nearby, which is the fastest option.

If the office is closed or you cannot reach them, a funeral home that handled the arrangements may have a copy of the death certificate or be able to help you locate it faster. They cannot issue an official certified copy, but they may be able to point you to the right county or provide information that helps the vital records office find the record.

Frequently Asked Questions

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

Most states restrict who can order a certified death certificate. Typically, when ready family members (spouse, parent, child, sibling) can order without restriction. Other people may need to show a reason — for example, a creditor collecting a debt, an executor handling an estate, or someone with a court order. Call your state's vital records office to ask what proof they need.

What if the name on the death record is spelled differently than I remember?

Spelling variations are common in older records. If the vital records office finds a record with a slightly different spelling, ask them to confirm the date of birth and other details match. You can order the certificate with the spelling as it appears in the official record. Banks and other institutions will accept it as long as the date of birth and other identifying information match their records.

Do I need an original certified copy or will a photocopy work?

Most institutions require an original certified copy — one with the state seal and an official signature. A photocopy of a certified copy is usually not accepted. However, some places will accept a certified copy that has been mailed to you directly from the vital records office, even if you did not open the envelope yourself. Ask the institution what they will accept before you order.

How long does a death certificate stay valid?

A certified death certificate does not expire. However, some institutions have their own rules about how old a copy can be — for example, a bank might want one issued within the last six months. If an institution rejects your copy because it is too old, you can order a new one from the vital records office. The record itself does not change.

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. If you do not have either, order by mail with a check or money order, or call the office and ask if they accept other payment methods. Some states allow you to pay in person at a local health department office.