Where to order a death certificate

You order a death certificate from the vital records office in the state or county where the person died, not from a funeral home or hospital. That office is usually part of the health department. The person who died must have a death certificate on file there before you can order a copy — the funeral director files it within a few days of death, so you typically cannot order one when ready.

Most states let you order by mail, phone, or in person. Some now offer online ordering through their vital records website. You will need to show who you are and explain your relationship to the deceased — the office will not send a death certificate to a stranger. Costs vary by state, usually between $15 and $35 per copy.

If you do not know which county the person died in, you can search the Social Security Death Index online for free, which lists the state. From there, search that state's health department website for "vital records" or "death certificates" to find the exact office and their ordering process.

Key Takeaways

  • Death certificates are filed by the funeral director in the county where death occurred, usually within three to five business days.
  • You order from the vital records office (part of the health department) in that county, not from the funeral home.
  • Most offices require proof of identity and your relationship to the deceased before releasing a copy.
  • The Social Security Death Index can tell you which state to contact if you do not know where the person died.
  • Ordering by mail takes one to three weeks; in-person pickup is usually faster if the office allows walk-ins.

How to find the right vital records office

Each state runs its own vital records system, so there is no single national office. Start by going to the health department website for the state where the person died. Look for a link labeled "vital records," "death certificates," or "vital statistics." Most state health departments have a dedicated page with ordering instructions, fees, and contact information.

If you cannot find it online, call the state health department's main number and ask for the vital records section. They will tell you whether to mail your request to a state office or to the county where death occurred. A few states keep all records at the state level; most split them by county.

The funeral home that handled the arrangements can also tell you which office has the certificate on file. They file it as part of their job, so they know exactly where it went and can give you the address and phone number.

What information you need to provide when ordering

The vital records office will ask for the full name of the deceased, the date of death, the place of death (city and county), and the deceased's date of birth. If you do not have all of this, call the office first — they can sometimes search by partial information, though it takes longer.

You will also need to show who you are. Bring a government-issued photo ID (driver's license, passport, or state ID). The office will ask your relationship to the deceased — spouse, child, parent, sibling, or other. Some states only release certificates to when ready family or people with a legal reason, like executors of the estate. Call ahead if you are unsure whether your relationship qualifies.

Some offices ask you to fill out a form before you order. You can usually read it from their website, fill it out at home, and bring it with you or mail it in. This speeds up the process.

Ordering by mail, phone, or online

Most states accept mail orders. You send a completed form (read from their website), a copy of your ID, a check or money order for the fee, and a self-addressed stamped envelope. Mail it to the address listed on their vital records page. Turnaround is usually one to three weeks, sometimes longer if the office is backlogged.

Phone ordering is faster if the office offers it. Call the vital records number, give them the information, and they will tell you the fee and how to pay (usually by credit card over the phone or by mailing a check). They will mail the certificate to you or sometimes hold it for pickup.

A growing number of states now offer online ordering through their health department website. You create an account, enter the deceased's information, pay by credit card, and the certificate is mailed to you or made ready for pickup. Online ordering usually takes a few days to a week.

In-person pickup and expedited options

If you live in or can travel to the county where the person died, you can often walk into the vital records office and order in person. Bring your ID, the deceased's information, and payment. Some offices give you the certificate the same day; others mail it to you within a few days. Call first to confirm they accept walk-ins and their hours.

A few states offer expedited or rush processing for an extra fee — usually $10 to $25 more. This moves your request to the front of the queue. It is worth it if you need the certificate quickly for probate, insurance claims, or other time-sensitive matters. Ask when you call or order whether expedited service is available.

Some counties also use third-party services that handle death certificate orders on their behalf. These services charge a markup on top of the state fee but can sometimes process orders faster. You will see them listed on the county vital records page.

What to do if you cannot find the death certificate

If the vital records office says they have no record of the death, the funeral director may not have filed it yet. Call the funeral home and ask them to confirm the filing date. If it has been more than a week since the death, ask them to follow up with the vital records office.

If the person died a long time ago and the office has no record, the death may not have been registered at the time. This sometimes happens with deaths before the 1950s or in rural areas. In that case, you may be able to use other documents — a newspaper obituary, a cemetery record, or a family Bible entry — as proof of death for legal purposes. Talk to a lawyer or the probate court if you need to prove a death without an official certificate.

If the death occurred in another country, you will need to contact the vital records office in that country. The U.S. embassy or consulate in that country can usually point you to the right office.

How many copies to order

Order at least three to five certified copies. You will need one for the will and probate court, one for insurance companies, one for Social Security, and one for your own records. Some organizations ask for an original certified copy; others accept photocopies. It is cheaper to order multiple copies at once than to order them one at a time later.

Certified copies have an official seal and signature from the vital records office. They cost more than plain photocopies but are required for legal and financial matters. Ask the vital records office which documents require a certified copy and which will accept a photocopy.

Frequently Asked Questions

How long after someone dies can I order a death certificate?

The funeral director files the death certificate within three to five business days. You can usually order a copy within a week of death, though some offices ask you to wait a few days to make sure the filing is complete. Call the vital records office to confirm they have the record before you mail in your order.

Can I order a death certificate for someone who is not a family member?

It depends on the state. Most states restrict certified copies to when ready family, legal representatives (like an executor), or people with a documented reason. Some states allow anyone to order a copy if they provide a reason. Call the vital records office and ask what your options are based on your relationship to the deceased.

What if I lost the death certificate I already ordered?

You can order another copy from the vital records office. It costs the same as the first copy. You do not need to explain why you lost it — just order it the same way you did before.

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

Most legal and financial institutions require a certified copy with an official seal. Banks, insurance companies, probate courts, and Social Security all typically ask for certified copies. Ask each organization what they need before you order — some may accept a photocopy for certain purposes.

Can I order a death certificate online for someone who died in another state?

Yes, if that state offers online ordering. Search "[state name] vital records" and look for their online ordering system. If they do not offer it, you can mail or call the vital records office in that state. The process is the same as ordering in your own state.