The medical examiner or coroner issues the death certificate, then the local vital records office registers and distributes it

A death certificate is created by a doctor, medical examiner, or coroner — whoever certifies the cause of death. That person fills out the form and signs it. The document then goes to your county or city vital records office, which registers it in the public record and issues certified copies to whoever requests them. You cannot get a death certificate directly from the hospital or funeral home; you must request it from the vital records office where the death was registered.

The vital records office is usually part of your county health department or a separate vital statistics bureau. Some states allow you to order copies online or by mail; others require you in person. The office keeps the original certificate on file and issues certified copies — these are the official documents banks, insurance companies, and courts will accept as proof of death.

Key Takeaways

  • The doctor, medical examiner, or coroner who certifies the cause of death completes and signs the death certificate form.
  • The certificate is registered with your county or city vital records office, which then issues certified copies to the public.
  • You request certified copies from the vital records office, not from the hospital, funeral home, or medical examiner.
  • Most vital records offices charge a fee per certified copy, typically between $10 and $30, and processing takes one to two weeks by mail.
  • If the death occurred in a different state or country, you request the certificate from that location's vital records office.

Who signs the death certificate

A physician signs the death certificate if the person died in a hospital or under medical care and the cause is known. The doctor who treated the person or the attending physician at the time of death completes the form with the cause, date, and time.

A medical examiner or coroner signs the certificate if the death was sudden, unexpected, violent, or occurred outside medical care. These officials investigate the cause and may order an autopsy. In most states, the medical examiner is a physician trained in forensic pathology; a coroner may or may not be a doctor, depending on state law. Either way, they have the authority to determine cause of death when a doctor cannot.

In rare cases, a nurse practitioner or physician assistant may sign if they were the attending provider and state law permits it. However, this is less common than a physician or medical examiner signing.

Where the death certificate is registered

The death certificate goes to the vital records office in the county or city where the death occurred — not where the person lived. If someone died in a hospital in one county but lived in another, the certificate is registered where the hospital is located.

The vital records office is usually housed in the county health department, the county clerk's office, or a separate vital statistics bureau. You can find your county's office by searching "[your county name] vital records" or by calling the county health department. Some states have a state-level vital records office that handles all requests; others direct you to the county where the death occurred.

Once registered, the death certificate becomes a public record. Anyone can request a certified copy, though some states restrict who can order it (usually the next of kin, legal representative, or someone with a documented interest in the death).

How to request a certified copy

Contact the vital records office in the county where the death occurred. You will need the person's full name, date of death, and date of birth. Some offices accept requests online through their website; others require a form mailed or submitted in person.

The fee varies by state and county, typically between $10 and $30 per certified copy. Processing time is usually one to two weeks by mail, though some offices offer expedited service for an additional fee. A few states allow you to order online and print the certificate when ready, but most require you to wait for the official document to arrive by mail.

If you do not know which county to contact, start with the state vital records office. They can tell you where the death was registered and may process your request themselves or direct you to the correct county office.

Death certificates issued outside the United States

If the death occurred in another country, you request the certificate from that country's vital records authority. The name and location of this office varies — it may be called the civil registry, vital statistics office, or local government office.

You may need to contact the U.S. embassy or consulate in that country for guidance on how to obtain the certificate. Some countries require you to be a citizen or next of kin to receive a copy; others make it public. Processing can take several weeks or months, especially if you are requesting from abroad.

Once you have the foreign death certificate, you may need to have it translated into English by a certified translator before U.S. banks, insurance companies, or courts will accept it. Some vital records offices in the United States can help you understand what documents you need.

What information appears on a death certificate

The death certificate includes the person's full name, date and time of death, place of death, date of birth, and the cause of death. It also lists the person's occupation, marital status, parents' names, and the name of the funeral home or medical examiner who handled the body.

The certifying official — the doctor, medical examiner, or coroner — signs and dates the form. Some states print the official's license number or credentials on the certificate as well. The vital records office adds a registration number and the date the certificate was filed.

A certified copy includes an official seal or stamp from the vital records office, which proves it is a true copy of the original. This seal is what makes the document acceptable to banks, insurance companies, courts, and government agencies.

Amending or correcting a death certificate

If information on the death certificate is incorrect — a misspelled name, wrong date of birth, or inaccurate cause of death — you can request a correction from the vital records office. The process and who can request it varies by state.

Usually, the next of kin, the funeral director, or the certifying official can request an amendment. You will need to provide evidence of the correct information, such as a birth certificate for the person's name or medical records for the cause of death. Some states allow the certifying official to issue an amended certificate; others require a court order.

If you believe the cause of death is wrong and the medical examiner or coroner disagrees, you may need to consult an attorney or contact your state's vital records office for guidance on the dispute process.

Frequently Asked Questions

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

No. The funeral home and hospital do not issue death certificates. They may provide you with a form or direct you to the vital records office, but you must request the certified copy from the county or city vital records office where the death was registered. Some funeral homes offer to order it for you, but you are paying them to handle the request on your behalf.

How many certified copies should I order?

Order at least three to five certified copies. Banks, insurance companies, the Social Security Administration, and courts each may require their own copy, and some will not return it. Ordering multiple copies at once is cheaper than ordering them one at a time later.

What if I cannot find the death certificate?

Contact the vital records office in the county where the death occurred and provide the person's name and approximate date of death. If the death happened more than 50 to 100 years ago, the office may have archived the record or it may not be in their system. The state vital records office can help you locate older records or direct you to a historical archive.

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

It depends on your state. Some states issue death certificates to anyone; others restrict copies to the next of kin, legal representatives, or people with a documented interest in the death. Contact your vital records office to ask whether you are permitted to order a copy and what proof you may need to provide.

How long does it take to get a death certificate?

By mail, processing usually takes one to two weeks after the office receives your request. In person, some offices issue copies the same day. Expedited service, if available, may take three to five business days for an additional fee. The time depends on how busy the office is and whether the death was recently registered.