How to Get a Death Certificate

A death certificate comes from the vital records office in the county or state where the death occurred, not from the funeral home or hospital. The office that issues it is usually called the vital records office, health department, or registrar's office — the name varies by state. You contact them directly by phone, mail, or in person, and they send you certified copies for a fee that ranges from about $15 to $30 per copy depending on the state.

You will need the full name of the deceased person, their date of birth, the date of death, and the county where they died. If you do not know the county, you can call the state vital records office and they can help you locate the correct one. Most offices require payment before they mail the certificate, and they typically process requests within one to two weeks, though expedited options exist in some states for an extra fee.

Key Takeaways

  • Death certificates are issued by the vital records office in the county where the death occurred, which you can find through your state health department website.
  • You need the deceased person's full name, date of birth, date of death, and the county of death to request a certificate.
  • Most states charge $15 to $30 per certified copy and process requests within one to two weeks.
  • You can request a certificate by phone, mail, or in person, and some states offer rush processing for an additional fee.
  • Order multiple copies at once because banks, insurance companies, and government agencies often require their own certified copy.

Finding the Right Vital Records Office

Each state maintains its own vital records office, and you contact the one in the state where the death happened, not where the person lived. The easiest way to find it is to search "[your state] vital records" or "[your state] death certificate" online. Most state health department websites have a dedicated vital records section with phone numbers, mailing addresses, and online order forms.

If you know the county but not the state, or if you are unsure which county the death occurred in, call your state health department's main line and ask for the vital records office. They can tell you which county office to contact or sometimes process the request themselves. A few states, including New York City, maintain separate offices for New York City deaths, so if the death happened there, contact the New York City Department of Health instead of the state office.

What Information You Need Before You Call

Have the deceased person's full legal name ready, including any middle names or maiden names. You will also need their date of birth and the exact date of death. If you do not have the exact date, the month and year are usually enough to locate the record, though it may take longer.

The county of death is essential. If you do not know it, think about where the person was living at the time or where they died — a hospital, nursing home, or home address. If you still cannot figure it out, the vital records office can sometimes search multiple counties for you, though this may cost extra or take longer. Write down the deceased person's Social Security number if you have it; some offices ask for it to confirm the record.

How to Request a Death Certificate

Most vital records offices offer three ways to request a certificate: by phone, by mail, or in person. Calling is usually the fastest way to confirm they have the record and to ask questions about fees and processing time. Have your payment method ready — most offices accept credit cards over the phone.

Mailing a request takes longer but works if you prefer a paper trail. You will fill out a form (usually available on the office website), include a check or money order, and mail it to the address listed. Processing by mail typically takes two to four weeks. In-person requests are the fastest if the office is near you; you can often walk out with a certificate the same day, though you may pay a higher fee for when ready service.

Fees and Processing Times

Death certificate fees vary significantly by state. Most states charge between $15 and $30 for a single certified copy. Some states charge less for the first copy and more for additional copies ordered at the same time. A few states charge by the page or have different fees for certified versus uncertified copies.

Standard processing takes one to two weeks in most states. Expedited or rush processing, available in many states, costs extra — usually $10 to $25 more — and cuts the time to three to five business days. Some offices offer same-day service if you request it in person and pay an additional rush fee. Check the vital records office website for your state to see current fees and processing times, as these change occasionally.

How Many Copies to Order

Order at least three to five certified copies when you first request a death certificate. Banks, insurance companies, the Social Security Administration, the Department of Veterans Affairs, and probate courts often each require their own certified copy. Ordering multiple copies at once is cheaper than ordering them separately later, and you avoid having to contact the vital records office multiple times.

If you are handling the deceased person's estate or settling their affairs, you may need even more copies. Ask the funeral home, attorney, or financial institutions involved how many they need before you submit your request. Some offices offer a discount when you order more than one copy, so the savings can be significant.

What to Do If You Cannot Find the Record

If the vital records office cannot locate the death certificate, they will tell you. This sometimes happens if the death occurred a very long time ago, if the name was spelled differently on the original record, or if the death was not officially registered. Ask the office if they can search under alternate spellings of the name or nearby counties.

If the record still cannot be found, you may be able to obtain a delayed death certificate or an affidavit of death from the court. This requires more paperwork and usually involves a lawyer or the probate court. The vital records office can tell you what your options are and which court to contact. In rare cases, you may need to hire a genealogist or records researcher to track down historical death information.

Frequently Asked Questions

Can I order a death certificate for someone else, or do I have to be a family member?

Most states allow anyone to order a death certificate, though some restrict who can order them within the first few years after death. Call the vital records office and ask about their policy. You will usually need to provide a reason for the request, such as settling an estate or handling insurance claims.

What is the difference between a certified copy and an uncertified copy?

A certified copy has an official seal and signature from the vital records office, making it acceptable to banks, courts, and government agencies. An uncertified copy is a photocopy without the seal and is not accepted for legal or financial purposes. Always order certified copies unless you only need the information for personal records.

How long does a death certificate take if I order it online?

Online orders typically take the same time as mail orders — one to two weeks for standard processing. Some states offer expedited online orders that arrive in three to five business days for an extra fee. Check your state's vital records website to see if they accept online orders and what their processing times are.

What if the death certificate has an error on it?

Contact the vital records office and ask about their correction process. Minor errors like misspelled names can usually be corrected by submitting a form and supporting documents. The office will issue a corrected certificate, and you may need to order new certified copies. This process can take several weeks.

Can I get a death certificate if the person died out of the country?

If a U.S. citizen died abroad, you may be able to obtain a death certificate from the U.S. State Department or the embassy or consulate in that country. Contact the State Department's vital records office or the embassy where the death was reported. The process is different from domestic deaths and may take longer.