Get a death certificate from the vital records office in the state or county where the death occurred
A death certificate is an official record issued by the government that documents a person's death. You cannot order one from a funeral home, hospital, or online service — you must request it from the vital records office (also called the vital statistics office or health department) in the jurisdiction where the death was registered. That jurisdiction is almost always the county where the person died, though a few states run centralized vital records offices that handle all requests statewide.
The office that holds the original record is the only one that can issue certified copies. Certified copies have an official seal and signature and are the versions banks, insurance companies, courts, and government agencies will accept. You will need multiple copies — typically three to ten — because each institution that requires proof of death wants its own.
Key Takeaways
- Contact the vital records office in the county where the death occurred, not the state capital or the funeral home.
- You can request a death certificate by mail, phone, fax, or in person, depending on what the office offers — online ordering is available in some states but not all.
- Expect to pay between $15 and $35 per certified copy, plus any shipping or processing fees the office charges.
- Processing time ranges from same-day (in person) to two to four weeks by mail, depending on the office's workload and your method of request.
- You will need to prove your relationship to the deceased or show a legitimate reason for needing the certificate, and some offices have restrictions on who can order.
How to find the correct vital records office
Start by identifying the county where the death occurred. If you do not know it, search online for the person's name and "obituary" — most obituaries list the county or city. Once you have the county name, search "[County Name] vital records office" or "[County Name] health department death certificates." This search will give you the office's phone number, mailing address, and website.
If the death happened in a major city, the city itself may run the vital records office instead of the county. For example, New York City has its own vital records office separate from New York State. Check the city government website first if the death occurred in a large urban area.
A few states — including Vermont, Connecticut, and Rhode Island — run centralized vital records offices that handle all death certificates for the entire state. If you are unsure whether your state is centralized, call the state health department and ask where death certificates are registered.
What information you need to provide
When you contact the vital records office, have the following details ready: the full name of the deceased, the date of death, the place of death (city and county), the deceased's date of birth, and the names of both parents. If you do not have all of this information, the office can often search using just the name and approximate date of death, though the search may take longer and cost more.
You will also need to state your relationship to the deceased or explain why you need the certificate. Most offices restrict who can order — typically when ready family members, legal representatives, or people with a documented need (such as settling an estate or claiming insurance). Some offices allow anyone to order if they provide a reason; others restrict orders to family only. The office's website or phone staff will tell you whether you are allowed to order.
Ordering methods and processing times
Most vital records offices accept requests by mail, phone, and in person. Some also accept fax or email. A growing number of states offer online ordering through a state portal or the office's own website, but this is not yet universal — check the office's website to see what methods are available.
| Method | Processing Time | Cost Notes |
|---|---|---|
| In person | Same day to a few hours | Fastest option; you pay in cash or card on the spot |
| Two to four weeks | Include a check or money order; add postage for return | |
| Phone | One to two weeks | Pay by credit card; office mails the certificate |
| Online (where available) | Three to ten business days | Pay by credit card; mailed or picked up depending on office |
If you need the certificate urgently, visiting in person is the fastest route. Bring a photo ID and be prepared to pay a rush fee if the office offers expedited service. If you cannot visit in person, calling the office and paying by credit card is usually faster than mailing a check.
Cost and what to expect when ordering by mail
A single certified copy costs between $15 and $35, depending on the state and county. Some offices charge less for the first copy and more for additional copies. Shipping and handling fees add another $5 to $15 if you are mailing your request. Order extra copies at the same time — it is cheaper than ordering them separately later, and you will need them for insurance claims, bank accounts, and legal proceedings.
When ordering by mail, include a check or money order for the full amount (call the office to confirm the exact fee), a self-addressed stamped envelope for the return, and a letter stating the deceased's name, date of death, place of death, your relationship to the deceased, and the number of copies you need. Some offices provide a mail-in form on their website — use it if available, as it speeds processing.
Do not send cash through the mail. If you are unsure of the exact fee, call the office first or check their website for a fee schedule. Sending the wrong amount will delay your request.
What to do if the death was recent or out of state
If the death occurred within the past few days or weeks, the certificate may not yet be registered with the vital records office. The funeral home or hospital typically files the death certificate with the vital records office within a few days, but processing can take longer. Call the office and ask whether the death has been registered. If it has not, ask when you can expect to order a copy.
If the death occurred in another country, you cannot order a U.S. death certificate. Instead, you will need to obtain a death certificate from the country where the death occurred. Contact that country's vital records office or embassy for instructions. If you need to prove the death to a U.S. institution, you may be able to use a foreign death certificate with a certified English translation.
Frequently Asked Questions
Can I order a death certificate for someone who is not a family member?
It depends on the office's rules. Some offices restrict orders to when ready family, legal representatives, or people with a documented need (such as settling an estate). Others allow anyone to order if they provide a reason. Call the vital records office in the county where the death occurred and ask about their restrictions before you try to order.
How many copies of a death certificate do I need?
Most people need between three and ten copies. Order one for each institution that will ask for proof — typically the bank, insurance company, employer, Social Security Administration, and any court handling the estate. Order extra copies at the same time you order the first batch, since ordering them separately later costs more.
What if I lost the death certificate I already received?
You can order another copy from the same vital records office. The process is identical to ordering the first time. You do not need to prove you lost the original — just request a duplicate certified copy and pay the fee.
Can I order a death certificate online?
Some states and counties offer online ordering through their vital records website or a state portal. Check the vital records office's website for your county to see if this option is available. If not, you can order by phone, mail, or in person.
How long does it take to get a death certificate by mail?
Most offices process mail requests within two to four weeks, though some take longer during busy periods. If you need it faster, visit in person or call and pay by credit card for phone ordering, which usually takes one to two weeks.