How to Get Death Certificates: Everything You Need to Know

What is a death certificate, and why do you need so many copies?

A death certificate is a government-issued legal document that officially records a person's death, including the date, location, and cause. You will need certified copies of this document to close bank accounts, file insurance claims, transfer property, settle the estate, and notify government agencies. Most of these institutions require an original certified copy and will not return it.

Each copy is a reproduction of the original record, printed on security paper and stamped with a raised seal by the vital records office. Without that seal, the document is not accepted for legal or financial purposes.

The reason you need multiple copies is simple: you will be dealing with many organizations at the same time, and most of them keep the copy you submit. Waiting for one back before sending to the next would add weeks or months to the process.

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How many copies should you order?

Order 10 to 12 certified copies to start. Most of these organizations keep the copy you submit and will not return it, so you cannot reuse the same copy for multiple requests.

For simpler estates with fewer accounts, you may need fewer. Some institutions, particularly for lower-value accounts, will accept a photocopy or scanned PDF instead of a certified original, so ask before assuming you need one for every single contact.

Here is a rough count of who will need one:

• Each bank or credit union where the deceased held an account
• Each investment or brokerage firm
• Each life insurance company
• Social Security Administration
• Department of Veterans Affairs (if applicable)
• Pension or retirement plan administrators
• Probate court (if the estate goes through probate)
• The DMV (to transfer vehicle titles)
• Mortgage company or landlord
• Each creditor who requests one (credit cards, loans)

Some organizations will accept a photocopy for informational purposes (canceling subscriptions, for example), but any institution releasing money or transferring an asset will require the original certified copy.

Ordering extra copies up front is cheaper and faster than ordering more later. Additional copies ordered at the same time as your initial batch typically cost less per copy, and reordering later means filling out forms and waiting for processing all over again.

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What is the difference between a certified copy and an informational copy?

A certified copy is printed on security paper, carries a raised embossed seal from the vital records office, and includes a unique document number. This is the version banks, courts, insurers, and government agencies require. Only certain people can order one (more on eligibility below).

An informational copy contains the same facts, but it is stamped with a disclaimer like "INFORMATIONAL, NOT A VALID DOCUMENT TO ESTABLISH IDENTITY." Some states redact the Social Security number or cause of death on informational copies. Anyone can usually request one without proving a relationship to the deceased.

For settling an estate, you need certified copies. Informational copies will not work.

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Who can order a certified death certificate?

Most states restrict certified copies to immediate family members, the executor or administrator of the estate, named beneficiaries, and licensed professionals acting on the family's behalf. The exact list varies by state, but most family members and legal representatives qualify.

People who are typically eligible:

• Spouse, domestic partner, parent, or child of the deceased
• Siblings of the deceased
• Grandparents or grandchildren of the deceased
• The executor or administrator of the estate
• A beneficiary named in the will or trust
• A funeral director acting on behalf of the family
• An attorney representing the estate
• Anyone with a court order granting access

Some states are more restrictive than others. California, for example, distinguishes between "authorized" and "informational" copies and requires a sworn statement under penalty of perjury to obtain an authorized certified copy.

If you are unsure whether you qualify, call your state or county vital records office. They can tell you exactly what documentation you need.

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How to get death certificates: the three main paths

The fastest way is through the funeral home, which handles the paperwork for you as part of their services. You can also order copies directly from your state or county vital records office, either online, by mail, or in person.

1. Through the funeral home (easiest)

This is the most common route. When you make funeral arrangements, the funeral director will ask how many certified copies you want.

The funeral home collects the necessary information (full name, date of death, Social Security number, parents' names, marital status), prepares the death record, coordinates with the medical certifier for the cause of death, and submits everything to the vital records office.

The copies typically arrive with your other paperwork from the funeral home within two to four weeks, though some states and counties process faster. The funeral home adds the per-copy cost to their invoice.

If you are working with a funeral home, this is almost always the simplest option.

2. From your state or county vital records office

If you need additional copies later, or if you did not go through a funeral home, you can order directly from your state's vital records office. Most states offer three options:

• Online: Many states allow you to order through their vital records website or through an authorized third-party vendor. VitalChek is the most widely used (they have contracts with most state vital records offices), but some states run their own online ordering portals. Online orders often include a service fee on top of the per-copy cost.
• By mail: Download the application form from your state's vital records website, fill it out, include a copy of your photo ID, and mail it with a check or money order. Processing takes four to eight weeks in most states.
• In person: Visit your county clerk's office, county recorder, or local vital records office. Bring a valid photo ID and proof of your eligibility (relationship to the deceased). In-person orders are sometimes processed the same day or within a few days.

The CDC maintains a directory of state vital records offices with links, phone numbers, and addresses for every state.

3. From the county where the death occurred

In some states, you can order directly from the county registrar or county clerk where the death took place. This is sometimes faster than going through the state office, especially if you live in the same county.

Not all states offer this option, and county offices may have different hours and processing times than the state office.

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How much do death certificates cost?

Certified copies cost between $5 and $30 each, depending on the state. Most states charge between $15 and $25 per copy.

Ordering multiple copies at the same time is cheaper than placing separate orders later, because you pay one processing fee rather than several. Online orders through third-party vendors add a service fee.

State	Cost per certified copy
California	$24 to $28
Texas	$20
Florida	$5 (first copy), $4 (additional)
New York	$30
Pennsylvania	$20
Illinois	$19 (state), varies by county
Ohio	Varies by county, typically $20 to $25

If you order online through a third-party vendor, expect an additional $5 to $15 service fee per order (not per copy).

Some states offer fee waivers for veterans, active-duty military members, and their dependents.

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How long does it take to get death certificates?

Expect two to four weeks if you order through a funeral home, and four to eight weeks by mail from the state vital records office. In-person orders at a county office are often processed the same day.

The biggest variable is whether the cause of death has been certified, since the certificate cannot be finalized until a physician or medical examiner signs off.

Typical timelines by method:

• Through a funeral home: 2 to 4 weeks from the date of death, though it can be faster in some states.
• Online order (state or third-party): 2 to 6 weeks after the order is placed.
• Mail order: 4 to 8 weeks, sometimes longer.
• In person: Same day to a few business days in most counties.

If the death is under investigation or an autopsy is pending, the cause-of-death certification can delay the process by weeks or even months. In those cases, ask the vital records office whether they can issue a preliminary or pending certificate in the meantime.

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What information is on a death certificate?

A death certificate records the deceased person's identifying information, the circumstances of the death, and the handling of the remains. Here is the full list of fields:

• Full legal name of the deceased
• Date and place of death
• Date and place of birth
• Social Security number
• Usual occupation and industry
• Marital status and surviving spouse's name
• Parents' names (including mother's maiden name)
• Cause of death and contributing factors
• Manner of death (natural, accident, suicide, homicide, pending investigation, or undetermined)
• Disposition method (burial, cremation, donation)
• Name and address of the funeral home
• Certifier's signature (physician, medical examiner, or coroner)

Some states issue two versions of certified copies: one with the full cause of death and one without. The version with cause of death is typically needed for life insurance and pension claims. The version without is sufficient for bank accounts, property transfers, and most other purposes.

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What if there is an error on the death certificate?

Errors happen. A misspelled name, wrong date of birth, incorrect marital status, or other mistakes can cause real problems when you try to use the certificate with banks, courts, or insurers.

To correct an error:

1. Contact the vital records office where the death was registered (usually the county or state office).
2. Identify the type of error. Clerical errors (misspellings, wrong dates) and medical errors (cause of death) have different correction processes.
3. Gather supporting documents. You will need proof of the correct information: a birth certificate for a wrong date of birth, a marriage certificate for incorrect marital status, military records for wrong service information, etc.
4. Fill out the amendment form. Your vital records office will have a specific form for corrections.
5. Pay the amendment fee. Fees vary by state.
6. Get new certified copies. Once the correction is processed, order new copies with the corrected information.

If the error involves medical information (cause of death, for example), the medical certifier who signed the certificate will need to submit the correction. Contact the vital records office to coordinate this.

For major errors that affect legal status (like a wrong name or wrong marital status that conflicts with a will), a court order may be required.

Catch errors early. Review every detail on the death certificate as soon as you receive your first copies. Correcting an error within the first few months is much simpler than doing it after a year has passed.

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What if someone dies abroad?

If a U.S. citizen dies in another country, the process is different. The U.S. embassy or consulate in that country can issue a Consular Report of Death Abroad (CRDA), which serves as the official U.S. death record.

The embassy typically provides up to 20 free certified copies at the time the report is filed. Additional copies can be ordered later from the U.S. Department of State.

The CRDA is accepted by most U.S. institutions in place of a domestic death certificate for settling estates, filing insurance claims, and handling benefits. If institutions in the foreign country also require documentation, the embassy can help coordinate with local authorities.

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State-by-state differences that matter

Every state runs its own vital records system, which means the cost, ordering methods, eligibility rules, processing times, and issuing agency all vary depending on where the death occurred.

Key differences:

• Cost per copy ranges from $5 (Florida's first copy) to $30 (New York).
• Online ordering is available in most states, but a few still require mail or in-person requests.
• Eligibility rules differ. Some states let any family member order copies. Others restrict access to the spouse, parents, children, and legal representatives of the estate.
• Processing times range from same-day (in person at some county offices) to six weeks or more (by mail in high-volume states).
• Who issues the certificate varies. In some states, it is the county registrar. In others, it is the state Department of Health.

If you are unsure about your state's specific rules, the CDC's directory of state vital records offices is the best starting point.

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Quick-reference checklist

Once you are ready to order, work through this checklist to make sure you have everything covered. Your funeral director can handle most of the initial ordering, but you will likely need to follow up with your state vital records office for additional copies later.

1. Ask your funeral director how many copies they recommend and request at least 10 to 12.
2. Confirm the per-copy cost so there are no surprises on the funeral home invoice.
3. Review the certificate carefully as soon as you get your first copies. Check spelling, dates, and all personal details.
4. If you need more copies later, visit your state's vital records office to order online, by mail, or in person.
5. Keep a record of which organizations you have sent copies to (you will lose track otherwise).
6. If you find an error, contact the vital records office immediately to start the amendment process.