Who can request a death certificate
Most states let you request a death certificate if you have a direct relationship to the deceased — you are a spouse, parent, child, or sibling. Some states also allow grandparents, grandchildren, or people named as executor in the will. A few states go further and let any member of the public order a copy, though they may charge more and require you to state your reason.
The person who can request a certificate depends on which state issued it. Each state sets its own rules about who counts as "when ready family" and whether non-relatives can order one. If you are not sure whether you may have access to under your state's rules, the vital records office that holds the certificate can tell you before you pay the fee.
Some states require you to prove your relationship — a birth certificate showing you as a child, a marriage license, or a court document. Others ask only that you sign a form stating your relationship. A few states require a notarized statement or a copy of the death notice from a newspaper or funeral home.
Key Takeaways
- Spouses, parents, children, and siblings can request a death certificate in all states, though some states also allow grandparents, grandchildren, or executors.
- The state that issued the certificate sets the rules about who can order one, and those rules vary widely — check with the vital records office in that state.
- You will usually need to prove your relationship with a birth certificate, marriage license, or court document, though some states ask only for a signed statement.
- Non-relatives may be able to order a death certificate in some states, but the fee is often higher and you may need to explain why you need it.
- You can request a certificate by mail, online, or in person at the vital records office, depending on what the state offers.
when ready family members and their rights
A spouse can order a death certificate in every state without question. You will need to show a marriage license or a certified copy of the marriage record. If you were divorced at the time of death, most states still let you order one, though a few require proof that you were married at some point.
Children — both biological and adopted — can order a certificate for either parent in all states. You will need a birth certificate or adoption papers showing the deceased as your parent. Adult children can order one just as easily as minor children.
Parents can order a certificate for a child of any age. You will need a birth certificate or other document showing you as the parent. If the child was adopted, an adoption decree works as proof.
Siblings can order a certificate for a brother or sister in all states. You will need a birth certificate showing both of you with the same parents, or court documents if one of you was adopted. Half-siblings are usually treated the same way as full siblings.
Extended family and other relatives
Rules for grandparents and grandchildren vary by state. Some states let them order a certificate without restriction. Others require them to show a reason — for instance, settling an estate or handling insurance. A few states do not let them order one at all unless they are also the executor of the will.
Aunts, uncles, and cousins can order a certificate in some states, but not all. States that allow it usually require you to show a reason and prove your relationship with documents. Contact the vital records office in the state where the death occurred to find out whether you can order one.
In-laws — a spouse's parents or siblings — have different rules depending on the state. Some treat them like when ready family. Others require them to show a reason. A few do not let them order one at all.
If you are related to the deceased but not sure whether your state lets you order a certificate, call the vital records office and describe your relationship. They can tell you in a few minutes whether you meet the state's rules.
Non-relatives and public access
Some states let anyone order a death certificate if they pay a higher fee and state their reason. Common reasons include genealogy research, legal proceedings, or settling a debt. You do not need to prove your reason — you straightforward state it on the form.
Other states restrict non-relative access to the first year or five years after the death, then open the certificate to the public. A few states keep death certificates private and do not let non-relatives order them at all, even years later.
If you are not related to the deceased and want to order a certificate, start by contacting the vital records office in the state where the death was recorded. They will tell you whether it is available to you and what you need to do.
Executors and legal representatives
An executor — the person named in the will to settle the estate — can order a death certificate in all states. You will need to show a copy of the will or a court document proving you are the executor. Some states let you order one with just a signed statement that you are the executor; others require court certification.
A power of attorney or healthcare proxy named by the deceased before death can sometimes order a certificate, though rules vary. The document giving you that power must still be valid at the time of the death. Call the vital records office to ask whether your specific role lets you order one.
If you are handling the estate and need multiple copies, most vital records offices let you order them all at once. Ordering five or ten copies at the same time is usually cheaper per copy than ordering them one at a time.
How to prove your relationship
The most common proof documents are a birth certificate (showing you as a child of the deceased), a marriage license (showing you as the spouse), or a court order (showing adoption, guardianship, or executor status). Some states accept a certified copy; others want the original or a notarized copy.
If you do not have the original document, you can usually order a certified copy from the same vital records office or from the court that issued it. This takes a few days to a few weeks, so plan ahead if you need it.
A few states accept a notarized affidavit — a sworn statement signed in front of a notary public — instead of a document. The affidavit states your relationship to the deceased and is signed under penalty of perjury. This costs less than ordering a certified copy and is faster.
Ordering on behalf of someone else
You can order a death certificate on behalf of someone else if you have their written permission and proof of your relationship to the deceased. Some states require the permission to be notarized. Others accept a signed letter or email.
If you are ordering for a minor child or an adult who cannot sign their own request, you will need to show guardianship or power of attorney. A birth certificate alone is not enough — you need a court document proving you have the legal right to act for them.
If the person you are ordering for lives in a different state, you can still order it by mail or online. The vital records office does not care where the person lives now — only where the death was recorded.
Frequently Asked Questions
Can I order a death certificate if I am not related to the deceased?
It depends on the state. Some states let anyone order one for a small extra fee. Others restrict it to family members or people with a legal reason, like settling a debt or handling a court case. Contact the vital records office in the state where the death occurred to find out what applies to you.
What if I lost my marriage license and need to prove I was married?
You can order a certified copy of your marriage license from the county clerk or vital records office where you were married. This usually takes a few days to a week and costs between five and twenty dollars. Some states also accept a church record or a notarized statement from a witness to the marriage.
Can I order a death certificate for someone who died in another country?
No. Death certificates are issued by the state or country where the death was recorded. If someone died outside the United States, you need to contact the vital records office in that country. If they died in a U.S. territory like Puerto Rico or Guam, contact that territory's vital records office.
How many copies should I order at once?
Order at least five copies if you are settling an estate or handling insurance claims. Banks, insurance companies, and courts often want their own copy, and you may need extras for other purposes. Ordering multiple copies at once is cheaper per copy than ordering them separately later.
What if the vital records office says I cannot order one?
Ask them to explain which rule prevents you from ordering it. If you believe you should be able to order one, ask whether you can appeal or whether a court order would let you get a copy. Some states have a process for non-relatives to request access through the court system.