Get a death certificate from the vital records office in the state where the person died

The vital records office (also called the vital statistics office or health department) in the state where the death occurred is the official source for death certificates. Each state keeps its own records, so you must contact the office in that specific state, not your home state. The office issues certified copies that courts, banks, insurance companies, and government agencies will accept.

You do not need to visit in person. Most vital records offices accept requests by mail, phone, or online. Some states allow you to order through a third-party vendor, though ordering directly from the state office is usually faster and cheaper. Processing time ranges from a few days to several weeks depending on the state and how busy the office is.

You will need to provide the full name of the deceased, date of death, place of death (city and county), and usually the names of the parents or spouse. Have a photo ID ready when you call or order online. Most offices charge between $15 and $30 per certificate, though fees vary by state.

Key Takeaways

  • Contact the vital records office in the state where the death occurred, not the state where you live.
  • You can order by mail, phone, or online without visiting the office in person.
  • Have the deceased's full name, date of death, and place of death ready before you contact the office.
  • Processing takes anywhere from a few days to several weeks, so order early if you need the certificate for a important date.
  • Certified copies cost between $15 and $30 per certificate, though the exact fee depends on which state issued the death.

How to find the vital records office for the state you need

The National Center for Health Statistics maintains a list of vital records offices for all 50 states, plus Washington D.C., U.S. territories, and tribal nations. Search online for "vital records [state name]" or go directly to the CDC's vital records website, which links to each state's office. The link will take you to the correct mailing address, phone number, and online order portal if one exists.

Some states have a single statewide office; others split records by county. If you are unsure which county the death occurred in, the state office can usually help you locate the right county records office. A few states charge a search fee if the office has to look up the record for you, so ask about this when you call.

Ordering by mail

Mail is the slowest method but works everywhere. Write a letter or use the state's official request form (available on the vital records office website). Include the deceased's full name, date of death, place of death, your relationship to the deceased, your full name, your mailing address, and your phone number. Enclose a check or money order for the fee plus any search charge, and mail it to the address listed on the state's website.

Include a copy of your photo ID or a notarized statement confirming your identity. Some states require this; others do not, but including it speeds up processing. Mail delivery adds time on both ends, so expect two to four weeks total. Keep a copy of your letter and the check number for your records.

Ordering by phone or online

Phone and online ordering are faster than mail. Call the vital records office during business hours (usually 8 a.m. to 5 p.m. on weekdays) and provide the information over the phone. You will pay by credit card. Online ordering works the same way—fill out the form on the state's website and pay with a card. Processing time is usually three to ten business days, though some states offer rush service for an extra fee.

When you order online or by phone, the office will ask for your relationship to the deceased (spouse, child, parent, sibling, or other). Some states restrict who can order a death certificate. If you are not a close relative, you may need to explain your reason for requesting it or provide documentation of your relationship. Ask the office what proof they need before you place the order.

Using a third-party vendor

Some states allow companies like VitalChek or eSpeed to process death certificate requests on their behalf. These vendors charge a convenience fee on top of the state's fee, so the total cost is higher than ordering directly. However, they often process requests faster and may offer rush delivery by mail or email. Use a vendor only if the state's vital records office recommends it or lists it as an option on their website.

Be cautious of vendors that appear in search results but are not listed on the official state website. Scam sites charge high fees and deliver nothing. Stick to vendors the state office officially endorses.

What to do if you cannot find the death record

If the vital records office cannot locate the death, ask them to search again or expand the search to nearby counties. Deaths are sometimes recorded in the county where the person died rather than where they lived. If the death occurred more than 50 years ago, the record may have been archived or microfilmed, which can slow the search.

If the death was never registered—which occasionally happens with very old deaths, deaths in remote areas, or deaths outside the United States—you may need a court order to obtain a death certificate. Contact the probate or family court in the county where the person died and ask about filing for a delayed or amended death certificate. This process varies by state and usually requires a lawyer or court information.

How many copies you should order

Order at least three to five certified copies even if you think you only need one. Banks, insurance companies, the Social Security Administration, and courts each may require their own copy. Certified copies are inexpensive compared to the cost of ordering again later if you run short. Once you have the certificates, keep the originals in a safe place and use photocopies for routine requests.

Some organizations will accept a photocopy of a certified copy rather than the original. Ask each organization (bank, insurance company, court) whether they need an original or a copy before you send anything. This saves you from using up your supply.

Frequently Asked Questions

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

It depends on the state. Some states restrict death certificates to when ready family members, spouses, or people with a documented legal interest (like an executor of the estate). Other states issue them to anyone who requests one. Call the vital records office and explain your relationship to the deceased. They will tell you whether you can order and what documentation you may need to provide.

How long does it take to get a death certificate?

Mail requests take two to four weeks. Phone and online orders usually take three to ten business days. Some states offer rush processing for an extra fee, which can cut the time to one to three business days. Ask about rush options when you place your order if you have a important date.

What if the death certificate has an error on it?

Contact the vital records office that issued it and ask about filing an amendment. You will usually need to provide documentation of the error (like a hospital record or court order) and pay a small fee. The process takes several weeks. Do not cross out or write on the certificate yourself—amended certificates must come from the office.

Can I order a death certificate online if the death happened in another country?

No. Deaths outside the United States are recorded by the country where the death occurred. Contact the vital records office or equivalent agency in that country. The U.S. State Department website has links to vital records offices for many countries, or contact the embassy or consulate of that country for guidance.

Do I need the original death certificate or will a photocopy work?

Most organizations accept a certified copy (a photocopy stamped and signed by the vital records office) as proof of death. A few—like some banks or insurance companies—may ask for the original. Ask each organization what they need before you send anything. Keep your original in a safe place and use certified copies for most requests.