The vital records office in the county where the death occurred issues the death certificate

A death certificate is a legal document issued by the government, not by a hospital, funeral home, or doctor. The office that issues it is called the vital records office, vital statistics office, or sometimes the registrar's office — the exact name varies by state. This office is almost always run by the county or city health department in the place where the person died.

If the death happened in a hospital, the hospital does not issue the certificate. Instead, the attending physician completes a medical form, and that form goes to the vital records office. The vital records office then creates the official certificate and keeps the original on file. You request copies from that same office, not from the hospital or the doctor.

The person who can request a death certificate is limited by law. Usually only the spouse, adult child, parent, or sibling of the deceased can order one. Some states also allow the executor of the estate or a person with a direct financial interest. A few states sell copies to anyone, but most do not.

Key Takeaways

  • The vital records office in the county where death occurred is the only place that issues official death certificates, not hospitals or funeral homes.
  • You must contact the specific county vital records office — there is no single national office, and each state and county runs its own system.
  • Only certain people can order a death certificate: usually the spouse, adult child, parent, or sibling of the deceased.
  • The process takes one to four weeks by mail and costs between $10 and $30 per copy, depending on the state.

How to find the right vital records office

Because each county runs its own vital records office, you need to know which county the death occurred in, not just the state. If you do not know the county, start with the state health department website — most have a directory or a search tool that lets you enter the person's name and the year of death to find which county office holds the record.

Once you know the county, search for "[County name] vital records office" or "[County name] health department vital records." The office usually has a website with instructions, fees, and a mailing address. Some counties also accept requests by phone or in person at their office.

If you cannot find the office online, call the county health department main line and ask for the vital records section. They will tell you the correct address and whether they accept mail requests, phone requests, or both.

What information you need to provide when you request

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 the deceased's parents. You will also need to state your relationship to the deceased — for example, "I am the spouse" or "I am the adult child."

Some offices ask you to fill out a form and mail it with a check or money order. Others take requests by phone and accept payment by credit card. A few allow you to order online through their website. Check the office's website or call ahead to learn which method they use and what the current fee is.

You will usually need to provide proof of your identity and your relationship to the deceased. This might be a copy of your driver's license and a birth certificate showing the deceased as your parent, or a marriage certificate if you were the spouse. Ask the office what documents they need before you send your request.

How long it takes and what it costs

Standard processing takes one to four weeks, depending on the county. Some offices offer expedited service for an extra fee — this might take three to five business days instead. A few counties offer same-day or next-day service if you go in person.

The cost of a certified copy ranges from $10 to $30 per copy. Some offices charge less for the first copy and more for additional copies. Expedited service usually adds $5 to $15 to the cost. Fees vary widely by state and county, so check the specific office's website for their current price.

When you order, ask how many copies you need. Most people need at least three to five copies — one for the funeral home, one for the estate, one for insurance claims, and extras for banks or other institutions. Ordering multiple copies at once is usually cheaper than ordering them one at a time later.

What to do if the death was recent and the certificate is not yet filed

If the death happened very recently — within the last few days — the vital records office may not have received the paperwork yet. The hospital or funeral home sends the medical form to the vital records office, but this can take several days. If you call and learn the certificate has not been filed, ask when it is expected and whether you can check back in a few days.

Some vital records offices will put you on a list to be notified when the certificate is filed. Others ask you to call back after a certain date. Do not assume the certificate will not be issued — it almost always will be, but there is a lag between the death and the filing.

Death certificates from other countries

If the death occurred outside the United States, you cannot get the certificate from a U.S. vital records office. Instead, you must contact the vital records office in the country where the death happened. For deaths in Canada, contact the provincial vital statistics office. For deaths in Mexico, contact the civil registry office (registro civil) in the state where the death occurred.

If you need an English translation of a foreign death certificate, you can hire a professional translator or ask the U.S. consulate in that country whether they offer translation services. Some banks and insurance companies will accept a certified translation from any professional translator; others require a specific format or certification.

Frequently Asked Questions

Can the funeral home get the death certificate for me?

The funeral home can help you understand the process and may offer to order copies on your behalf, but they cannot issue the certificate themselves. They work with the vital records office and can tell you which office to contact. Some funeral homes charge a fee for ordering copies for you.

What if I lost the death certificate and need another copy?

Contact the same vital records office where the original was filed. Tell them you need a replacement copy. You will pay the standard fee again, and the process takes the same amount of time as a first request. Keep extra copies in a safe place so you do not have to order again.

Do I need a certified copy or will any copy work?

Most institutions — banks, insurance companies, courts, and government agencies — require a certified copy with the official seal and signature of the vital records office. A photocopy you make yourself will not be accepted. Always order certified copies from the vital records office.

What if the person died a long time ago?

The vital records office keeps death certificates on file indefinitely. You can order a copy of a death certificate from decades ago using the same process. Have the person's full name, date of death, and place of death ready when you contact the office.

Can I order a death certificate online?

Some counties offer online ordering through their website, but not all do. Check the vital records office website for your county. If they do not offer online ordering, you can usually order by mail or phone. A few counties require you to order in person.