Where to Get a Death Certificate and How to Order Copies

To get a death certificate, contact the vital records office in the state where the person died and request certified copies; in most cases, the funeral director files the original record and orders the first batch of copies on the family’s behalf.¹ The federal government does not issue death certificates. Each state manages its own records, and the state of death controls the document, regardless of where the deceased lived or where you live now.²

Which Office Issues the Certificate

Every state has a vital records office, sometimes housed within the state health department and sometimes operating as a standalone agency. You contact the office for the state where the death occurred.¹ If someone who lived in Ohio died while visiting Florida, you order the certificate from Florida.

Some states handle all requests at the state level; others delegate to county registrars or clerks. The CDC maintains a directory that links to each state’s office and its procedures.²

Why the Funeral Director Usually Handles the First Order

Most families never deal directly with the vital records office for the initial filing. The funeral director gathers personal information about the deceased from the family, coordinates with the attending physician or medical examiner to complete the medical portion of the certificate, and files the completed record with the local registrar.

The funeral director also typically reports the death to the Social Security Administration.³ Because the funeral home is already in contact with the registrar, ordering the first batch of certified copies through them is usually the fastest route. Ask how many they recommend and what they charge per copy before committing to a number.

Who Can Request a Certified Copy

States restrict access. Eligible requesters generally include the surviving spouse, siblings, and children.¹ Executors, administrators, and others with a documented legal interest can also order copies, but they need court papers to prove their authority.

Expect to show proof of your relationship when you apply. A marriage certificate works for a spouse; a birth certificate works for a parent or child. Legal representatives bring letters testamentary, court orders, or similar probate documentation. Some states eventually make death records public, often 25 or more years after the death, at which point anyone can request a copy.¹

A handful of states also issue an “informational copy” to people who don’t qualify for the certified version. It contains the same data but carries a notice that it cannot be used for legal purposes like establishing identity or settling an estate. Not every state offers this, so ask the vital records office if you aren’t sure you qualify.

What to Gather Before You Apply

Having everything ready before you start the application avoids back-and-forth delays. Pull together:

A valid driver’s license, passport, or other government-issued photo ID.
Proof of eligibility: marriage certificate, birth certificate, court order, or letters testamentary.
The deceased’s full legal name, including any maiden names or aliases.
Date and place of death: city, county, and state.¹
The deceased’s date of birth and Social Security number, which help locate the record for common names.
The deceased’s parents’ full names, including the mother’s maiden name, which some states require.

If you’re missing a detail like the Social Security number, submit the request anyway. The office can usually locate the record from the name, date of death, and location.

The Three Ways to Order Copies

States generally offer three ordering methods, each with trade-offs in speed, convenience, and cost.

In Person

Visiting the vital records office or county registrar is often the fastest option. You bring your identification and supporting documents, fill out an application, pay the fee, and in many cases walk out with certified copies the same day. Not every office offers walk-in service, so call ahead.

By Mail

Mail is the common method for people far from the issuing office. Send a completed application form, a photocopy of your identification, proof of eligibility, and payment by check or money order. Some states require the application to be notarized. Expect the full round trip to take several weeks between postal transit and the office’s processing queue.

Online

Many states contract with authorized vendors to handle online orders. The portal lets you enter information, upload documents, and pay electronically. The vendor charges a processing fee on top of the state’s certificate fee, often $6 to $15 or more depending on delivery method. If time pressure isn’t a factor, ordering directly from the state by mail is cheaper.

Fees and Processing Times

The cost of a single certified copy ranges from as low as $5 to more than $30, with most states charging between $15 and $25. Additional copies ordered at the same time are often discounted. Confirm the current fee with the issuing state before paying.¹

In-person requests are sometimes filled on the spot or within a few business days. Mail-in requests typically take two to six weeks. Online orders through third-party vendors usually fall in between, with expedited shipping available for an extra fee. High-volume periods stretch every timeline.

How Many Copies You Should Order

This is where families consistently underestimate. Each bank, insurer, government agency, and property title office that needs proof of death wants its own certified copy. Some return the copy; many don’t. Running short means waiting weeks for a reorder while matters sit unresolved.

A reasonable starting point for most families is 10 to 15 certified copies. The common uses:

Life insurance claims, one per policy.
Bank and investment accounts, one per institution.
Retirement and pension funds, one per account.
Property and vehicle title transfers, one for each.
Probate court, at least one for the estate filing.
Social Security and veterans’ benefits, one per agency.
Credit card companies and other creditors you need to notify.

If the deceased had few financial accounts and no real property, five or six copies might be enough. A complex estate with multiple policies, investment accounts, and properties in different states can need 20 or more. Ordering extra up front is almost always cheaper and faster than going back later.

If the Death Occurred Outside the United States

When a U.S. citizen dies in another country, the local foreign government issues its own death certificate, but U.S. institutions may not accept it. The U.S. embassy or consulate in the country where the death occurred prepares a Consular Report of Death Abroad (CRDA), which serves as the U.S. equivalent for closing accounts, filing insurance claims, and handling legal matters.¹

At the time of the death, the embassy can provide up to 20 free certified copies of the CRDA. Order as many as you’ll need then, because the replacement process is slow. After that window closes, additional copies come from the Department of State: a notarized Form DS-5542, a photocopy of your ID, and $50 per copy. Processing takes four to eight weeks, with another four weeks of mailing time, and expedited service is not available. The State Department only issues CRDAs for deaths from 1975 onward; earlier records come from the National Archives and Records Administration.⁴

If There’s an Error on the Certificate

Mistakes happen more often than you’d expect. A misspelled name, a wrong birthdate, or an incorrect Social Security number will get a certificate rejected by insurers and title offices. Check the first copy carefully.

Personal and demographic errors (name, birthdate, address) can usually be corrected by a family member or the funeral director through the state vital records office using an amendment form and supporting documents like a birth certificate or Social Security card. Medical information, including the cause of death, is different: only the physician who signed the medical certification or the medical examiner can amend that section. Family members can’t change the cause of death on their own. Procedures and fees vary by state.

If the Cause of Death Is Listed as Pending

When a death requires investigation by a medical examiner or coroner — accident, homicide, suicide, or unexplained circumstances — the certificate is still filed, but the cause is listed as “pending.” Some institutions won’t accept a pending certificate, which can stall insurance claims.

Timelines vary. Some cases resolve in weeks; complex toxicology work can take months. Once the cause is determined, the vital records office issues an amended certificate. A pending certificate is still an official document and may be enough for some tasks, such as notifying creditors. If an institution rejects it, ask what they’ll need once the amendment is complete and get that in writing so you can act the moment the final certificate is issued.

1
USAGov. How to Get a Certified Copy of a Death Certificate
2
Centers for Disease Control and Prevention. Where to Write for Vital Records
3
Social Security Administration. How Social Security Can Help You When a Family Member Dies
4
Department of State. How to Request a Copy of a Consular Report of Death Abroad (CRDA)