The vital records office in the county where the death occurred issues the death certificate
A death certificate comes from the vital records office (also called the vital statistics office or registrar) in the county where the person died. This is a government office, usually run by the county health department or a separate vital records division. The office does not create the certificate on its own — a doctor, coroner, or medical examiner fills out the medical information, and the vital records office then registers it and produces official copies.
The process starts when someone reports the death to the hospital, funeral home, or medical examiner. That person — usually the funeral director or next of kin — completes a death report form and sends it to the vital records office. The office reviews it, registers the death in their system, and issues the official certificate. You cannot get a death certificate from a funeral home, hospital, or the state level; you must go to the county where the death happened.
If the death occurred in a hospital, the hospital's medical records department will typically prepare the paperwork and send it to vital records on behalf of the family. If the death occurred at home or in an accident, the family or funeral director must report it to the coroner or medical examiner first, who will then forward the information to vital records.
Key Takeaways
- The county vital records office where the death occurred is the only place that issues official death certificates.
- A doctor, coroner, or medical examiner completes the medical cause of death, and the vital records office registers and certifies it.
- You can request copies in person, by mail, by phone, or online depending on what your county offers.
- Most counties charge a fee per copy, usually between $10 and $30, and processing takes one to two weeks by mail.
- You will need the person's full name, date of birth, date of death, and sometimes their Social Security number to request a copy.
How to find your county vital records office
Start by identifying which county the death occurred in. If you are unsure, you can search the National Center for Health Statistics website, which lists vital records offices by state and county. Each state has a different name for the office — some call it the Department of Health, others the County Clerk's Office or Board of Health — so searching "[your county name] vital records" will get you to the right place faster than guessing.
Once you have the office's contact information, call them and ask what documents you need to bring or mail. Most offices accept requests by mail, phone, or in person. Some counties now offer online ordering through their website. Have the deceased person's full name, date of birth, date of death, and your relationship to them ready when you contact the office.
What information you need to request a copy
The vital records office will ask for the deceased person's full legal name (first, middle, and last), their date of birth, the date of death, and the county where the death occurred. Some offices also ask for the person's Social Security number or parents' names to confirm you have the right record, especially if the name is common.
You will also need to state your relationship to the deceased — parent, spouse, child, sibling, or other — because most states restrict who can order a death certificate. Generally, when ready family members, legal representatives, and people with a documented reason (such as settling an estate or claiming insurance) can order one. Some states allow anyone to order a copy, but others limit it. The vital records office will tell you whether you are allowed to order based on your relationship.
How long it takes and what it costs
Processing time depends on how you request the certificate. In-person requests at the vital records office usually take a few minutes to an hour. Mail requests typically take one to three weeks, depending on the county's workload. Phone requests may be faster if the office offers rush processing. Online ordering, where available, can produce a result within a few business days.
The cost per copy ranges from $10 to $30 in most counties, though some charge more. Many offices charge extra for rush processing or for certified copies (which have an official seal and signature). You will usually pay by check, money order, or credit card, depending on the office's payment methods. Ask about the fee when you contact the office so you know what to send or bring.
Certified versus uncertified copies
A certified copy is an official document with the county seal, the registrar's signature, and a statement that it is a true copy of the original record. Banks, insurance companies, courts, and government agencies almost always require a certified copy. An uncertified copy is a photocopy without the seal or official statement and is rarely accepted for legal or financial purposes.
Always order certified copies unless you have a specific reason not to. The cost is usually the same or only slightly higher than an uncertified copy, and you avoid having to go back and order again if a bank or agency rejects an uncertified version. Most vital records offices issue certified copies by default unless you ask otherwise.
Ordering by mail or online
To order by mail, contact the vital records office and ask them to send you an order form, or read it from their website if they provide one. Fill out the form with the deceased person's information, include a copy of your ID and a letter explaining your relationship to the deceased, and mail it with a check or money order for the fee. Include a self-addressed stamped envelope so the office can return the certificate to you.
If the county offers online ordering, you can usually upload your ID and pay by credit card on their website. The certificate will be mailed to you or, in some cases, made available for read. Online ordering is faster than mail but may cost slightly more. Check the county vital records website to see what methods they offer.
What to do if the death was recent and the certificate is not yet registered
If the death occurred very recently — within the past few days — the certificate may not yet be registered in the vital records system. The hospital, funeral home, or medical examiner's office is still processing the paperwork. In this case, call the vital records office and ask when the certificate will be available. They can tell you the expected date and may be able to put you on a list to be notified when it is registered.
If you need a copy urgently and the certificate is not yet registered, ask the funeral home or hospital for a temporary document or letter stating that the death has been reported. Some agencies will accept this as temporary proof of death while waiting for the official certificate. Once the certificate is registered, you can order official copies.
Frequently Asked Questions
Can I order a death certificate for someone who is not a close relative?
It depends on your state and county. Some states allow anyone to order a death certificate; others restrict it to family members, legal representatives, or people with a documented reason. Call your county vital records office and tell them your relationship to the deceased. They will tell you whether you can order one.
How many copies should I order?
Order at least three to five certified copies. You will need them for the will, insurance claims, bank accounts, Social Security, and possibly other purposes. It is cheaper to order multiple copies at once than to go back later and order more. Ask the vital records office what they recommend based on your situation.
What if I lost the death certificate I already have?
Contact the vital records office in the county where the death occurred and order a replacement copy. Bring or mail the same information you would for a first-time order. The office will look up the original registration and issue a new certified copy. There is usually no extra charge for a replacement.
Can I get a death certificate from a different county if the person moved after they died?
No. The death certificate must come from the county where the person actually died, not where they lived before or where they are buried. If you are unsure which county, call the funeral home or hospital where the death occurred — they will tell you.
Do I need the original death certificate or can I use a photocopy?
Most agencies require a certified copy with the official seal, not a photocopy. A photocopy of a certified copy is usually not accepted. Always order certified copies from the vital records office rather than making your own copies.