The medical examiner or coroner issues the original death certificate

A death certificate is issued by the medical examiner or coroner in the county where the death occurred. If the person died in a hospital, nursing home, or under a doctor's care, the attending physician fills out the medical portion and sends it to the medical examiner or coroner's office for final certification. If the death was unexpected, suspicious, or occurred outside medical care, the medical examiner or coroner investigates and completes the entire document.

The medical examiner or coroner then files the certified death certificate with the vital records office (also called the vital statistics office or health department) in that county. This is the official copy of record. You cannot get a death certificate directly from the hospital or funeral home—those are intermediaries. The vital records office is where all certified copies come from.

The process usually takes one to two weeks from the date of death, though it can take longer if an autopsy or investigation is needed. The funeral director typically handles the paperwork and submits it on behalf of the family, but you can also submit it yourself if you are the next of kin.

Key Takeaways

  • The medical examiner or coroner in the county where death occurred issues the original death certificate, then files it with the county vital records office.
  • If death occurred under medical care, the attending physician completes the medical section; the medical examiner or coroner certifies it.
  • Certified copies come only from the county vital records office, not from hospitals, funeral homes, or the medical examiner's office directly.
  • The funeral director usually submits the paperwork, but next of kin can submit it themselves if needed.
  • Processing takes one to two weeks in routine cases, longer if autopsy or investigation is required.

What happens after the medical examiner certifies the document

Once the medical examiner or coroner signs the death certificate, it goes to the county vital records office. That office enters the information into their database, assigns a certificate number, and produces the official certified copies. These are the only copies that government agencies, banks, insurance companies, and courts will accept as proof of death.

The vital records office keeps the original on file and issues certified copies on request. A certified copy has an official seal, the vital records office signature, and the certificate number. Photocopies or printouts from a hospital or funeral home are not certified and will not be accepted by most institutions.

How to order certified copies from the vital records office

To get a certified copy, you contact the vital records office in the county where the death occurred. You will need the deceased person's full name, date of birth, date of death, and the county name. Most vital records offices accept requests by mail, phone, email, or in person. Some states now offer online ordering through their health department website.

The cost varies by state and county—typically between $10 and $30 per copy. Processing time is usually 5 to 10 business days by mail, though expedited service (1 to 3 business days) is often available for an additional fee. Some offices allow you to pick up copies in person the same day or within 24 hours.

You will need to prove your relationship to the deceased. Acceptable proof usually includes a birth certificate, marriage certificate, or government ID showing your connection. The vital records office can tell you exactly what they need when you call or visit their website.

Who can order a death certificate

Most states restrict who can order certified copies. when ready family members—spouse, parent, adult child, or sibling—can almost always order. Some states also allow grandparents, grandchildren, or others with a documented relationship. A few states allow anyone to order if they have a "legitimate interest," such as settling an estate or handling insurance claims.

If you are not a family member, you may still be able to order if you are the executor of the estate, a creditor, or handling a legal matter related to the death. Call the vital records office and explain your situation—they can tell you whether you meet their requirements.

When you need multiple copies

Order more copies than you think you need. Banks, insurance companies, Social Security, the Department of Veterans Affairs, and probate courts all require original certified copies. Some institutions keep the copy on file, so you cannot reuse it. A typical estate settlement requires 5 to 15 certified copies, depending on the complexity.

It is cheaper to order several copies at once than to order them one at a time later. Ordering 10 copies usually costs only slightly more than ordering 2, and the processing time is the same. If you are unsure how many you need, order 10 and keep the extras—they do not expire.

What if the death certificate has an error

If the vital records office issued a certificate with incorrect information—wrong name spelling, wrong date of birth, wrong cause of death—you can request a correction. Contact the vital records office and explain the error. They will ask for proof of the correct information, such as a birth certificate or medical records.

The vital records office sends the correction request to the medical examiner or coroner, who investigates and either approves or denies it. If approved, a corrected certificate is issued with an amendment notation. This process takes 2 to 6 weeks. If the medical examiner denies the correction, you can petition the court in that county to order a correction, though this is rare and requires legal representation.

Death certificates from other states or countries

If the death occurred in another state, contact that state's vital records office. Each state has its own office, usually within the health department. You can find the correct office by searching "[state name] vital records" or by calling the state health department main line.

If the death occurred outside the United States, the process is more complex. You may need to contact the U.S. embassy or consulate in that country, or the vital records office of the country where death occurred. Some countries issue documents that are not called death certificates but serve the same purpose. A funeral home or estate attorney can often guide you through this process.

Frequently Asked Questions

Can I get a death certificate from the funeral home or hospital?

No. The funeral home and hospital handle paperwork but do not issue certificates. Only the county vital records office issues certified copies. The funeral home can provide you with the vital records office contact information and help you order.

How long does it take to get a death certificate after someone dies?

In routine cases, 1 to 2 weeks. If an autopsy or investigation is needed, it can take 4 to 8 weeks or longer. You can call the medical examiner's office to ask about the status while you wait.

What if I need a death certificate but the person died many years ago?

Contact the vital records office in the county where death occurred. They keep records on file indefinitely. You may need to provide more information to locate an old record, such as the exact date of death or the person's parents' names.

Can I order a death certificate online?

Many states now offer online ordering through their health department website. Search "[state name] vital records online" to see if your state offers this. If not, you can order by mail, phone, or in person.

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

Most institutions require an original certified copy with the vital records office seal and signature. Photocopies are not accepted. Order certified copies from the vital records office, not copies from the funeral home or hospital.