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

A death certificate is a legal document created by the county or state vital records office — not by a funeral home, hospital, or doctor, though those places may help you obtain one. The office that issues it is usually called the vital records office, vital statistics office, or health department, and it is located in the county where the person died. If the death happened in a hospital or nursing home, that facility will file the certificate with the county on behalf of the family, but you still request copies from the county vital records office.

The person who files the death certificate is typically a funeral director, hospital administrator, or medical examiner — whoever was responsible for the body. They complete the form with information from the doctor or medical examiner, including the cause of death. Once filed, the certificate becomes a public record that you can request by mail, phone, email, or in person, depending on the county's process.

Key Takeaways

  • The vital records office in the county where death occurred is the only place that issues official death certificates, not funeral homes or hospitals.
  • You can request copies by mail, phone, email, or in person — the method varies by county, and most offices charge a fee per copy.
  • You will need to provide the full name of the deceased, date of birth, date of death, and your relationship to them.
  • Processing time ranges from a few days to several weeks depending on whether the death was recent and whether the county processes requests by hand or electronically.
  • If you do not know which county to contact, the National Center for Health Statistics maintains a directory of all state vital records offices.

How to find the right vital records office

Start by identifying the county where the death occurred — this is the only place that will have the official record. If you know the city, you can search online for "[county name] vital records office" or "[county name] health department vital statistics." Most counties have a website with instructions for requesting copies, fees, and processing times.

If you are unsure which county, the National Center for Health Statistics (part of the CDC) maintains a directory at cdc.gov/nchs/w2w that lists every state vital records office and links to county offices. You can also call your state health department and give them the city or hospital where the death occurred — they can tell you which county to contact.

What information you need to provide

When you request a death certificate, have the following details ready: the full legal name of the deceased, their date of birth, the date of death, and the city or county where they died. You will also need to state your relationship to the deceased — spouse, child, parent, sibling, or other — because some counties restrict who can order copies and in what quantity.

If you do not have all these details, call the vital records office before submitting your request. Many offices can search their records by partial information, but it may take longer and cost more. Some counties charge an extra search fee if the death is not recent or if the name is common.

How to request copies by mail, phone, or email

Most counties accept requests by mail, and many now accept email or phone orders as well. To request by mail, read the process form from the county vital records website (or call and ask them to mail you one), fill it out, and send it with a check or money order for the fee. Include a copy of your ID and a letter stating your relationship to the deceased.

Phone and email requests are faster if the county offers them. Call the vital records office directly and ask what information they need and how they accept payment — some take credit cards over the phone, others require a check mailed separately. Email requests usually require you to upload a photo of your ID and a signed statement of your relationship.

In-person requests are the quickest option if the office is near you. Bring your ID, proof of your relationship (such as a birth certificate if you are a child of the deceased), and payment in cash or check. You may be able to walk out with a certified copy the same day, though some counties require a short wait.

Processing times and fees

How long it takes to receive a death certificate depends on when the death occurred and how the county processes requests. If the death was recent (within the past few months), processing usually takes three to ten business days. Older deaths may take longer because the county may need to search archived records by hand.

Fees vary widely by state and county, typically ranging from $10 to $30 per certified copy. Some counties charge less for the first copy and more for additional copies. Expedited processing is sometimes available for an extra fee, cutting the wait to one or two business days, but not all counties offer it. Ask about the fee when you call or check the county website before you submit your request.

When a funeral home or hospital can help

Funeral homes often offer to order death certificates on your behalf as part of their services. This is convenient because they already have the information and know the process, but you will pay their service fee on top of the county's fee — usually $25 to $50 extra per copy. If you prefer to order directly from the county, you can do so without going through the funeral home.

Hospitals and medical examiners do not issue death certificates themselves, but they do file the paperwork with the county. If you have questions about the cause of death or the medical information on the certificate, contact the hospital or medical examiner's office directly. They cannot change the certificate, but they can explain what is on it.

What to do if you cannot find the record

If the vital records office tells you they have no record of the death, the certificate may not have been filed yet. Deaths filed within the past few weeks sometimes take time to enter the system. Call back in a week or two, or ask the office how long they typically take to process new filings.

If the death occurred a long time ago and the record cannot be found, the county may have lost it or it may be stored in an archive. Ask the vital records office if they have a procedure for searching old records or if they can refer you to the state archives. Some very old deaths may require a trip to the state capital or a request to a historical society.

Frequently Asked Questions

Can I order a death certificate if I am not a family member?

It depends on the county. Most counties restrict who can order a death certificate — usually to spouses, children, parents, and siblings. Some allow anyone with a legitimate reason, such as an executor of the estate or an attorney. Call the vital records office and explain your relationship; they will tell you whether you can order.

How many copies should I order?

Order at least three to five certified copies. You will need them for the will, insurance claims, bank accounts, Social Security, and other purposes. It is cheaper to order multiple copies at once than to order them separately later. Ask the vital records office how many they recommend for your situation.

What if the death certificate has an error on it?

Contact the vital records office and ask about their process for corrections. Minor errors like spelling mistakes can usually be corrected by filing an amendment form, which the office will provide. Major errors like the wrong cause of death require a court order or a statement from the medical examiner. The vital records office can explain what you need.

Can I get a death certificate if the person died out of state?

Yes. Contact the vital records office in the state and county where the death occurred, not where the person lived. If you do not know where they died, call the state health department where they lived — they can help you locate the correct county.

Is there a faster way to get a death certificate?

Some counties offer expedited processing for an extra fee, usually cutting the wait from one to two weeks down to one to two days. Not all counties offer this. Ask when you call. If you need a copy urgently, in-person requests are usually fastest — you may receive a copy the same day.