How to Get a Death Certificate (and How Many Copies You'll Need)

If you're reading this, you're likely managing a difficult task during an already overwhelming time. Getting death certificates is one of those administrative necessities that can't wait, but the process isn't always straightforward. This guide answers two critical questions: how to obtain certified copies and how many you'll actually need.

Before we begin: requirements vary significantly by state and sometimes by county. Always verify current rules with the vital records office where the death occurred. The information below is educational, not prescriptive. For legal, financial, or tax matters, consult an attorney, accountant, or financial advisor who understands your specific situation.

What a Death Certificate Is (And What "Certified Copy" Means)

A death certificate is an official record issued by the state or local vital records office confirming a person's death. It includes essential details: name, date of birth, date and place of death, and cause of death as certified by a medical professional.

When organizations request a "certified copy," they mean a document with an official seal or stamp from the issuing authority. This is different from a photocopy or printout. Many institutions will keep your certified copy for their records and won't accept a photocopy in its place.

Knowing this distinction upfront saves you from frustrating delays.

The certificate is created when the funeral director files paperwork with the vital records office, and a physician, coroner, or medical examiner completes the medical certification. You cannot order certified copies until this filing process is complete.

Who Issues Death Certificates (And Where You Must Order From)

You must order death certificates from the state or local vital records office where the death occurred, not necessarily where the person lived. If someone died in Florida but lived in New York, you'll contact Florida's vital records office.

To find the correct office, use two reliable directories:

• USA.gov's vital records hub, which links to every state's requirements and contact information
• CDC's National Vital Statistics System state index, maintained by the National Center for Health Statistics

Some states centralize requests at the state health department, while others require you to go through the county or city registrar. Processing times and fees differ accordingly, so confirming the correct jurisdiction first prevents wasted effort.

When You Can Order One (Typical Timing + Common Delays)

You can only order after the death certificate is officially filed. This typically happens one to two weeks after death, though it varies. Many funeral directors file the paperwork within a few days, but medical certification can take longer.

Common delays include:

• Pending investigations (medical examiner review, autopsy results)
• Incomplete medical information
• Discrepancies in names, dates, or places
• Office backlogs

Before ordering multiple copies, call the funeral home or vital records office to confirm the certificate has been filed. This simple step prevents orders from being rejected and returned.

Eligibility: Who Is Allowed to Order Certified Copies (Varies by State)

Most states restrict who can obtain certified copies to:

• Immediate family members (spouse, parent, child, sibling)
• Legal representatives or executors of the estate
• Individuals who can demonstrate a "tangible interest" or legal need

Stricter jurisdictions have tightened eligibility in recent years. If you don't qualify, ask the funeral director or estate executor to order on your behalf. Some states allow you to submit proof of legal interest, such as court documents naming you as administrator, but this adds complexity.

What You'll Need to Apply (Checklist of Common Requirements)

Gather these items before applying:

• Decedent's full legal name
• Date of birth and date of death
• Place of death (city and county)
• Your relationship to the person
• Your government-issued photo ID
• Payment for fees (methods vary)

Depending on your state, you may also need:

• Proof of legal interest or executor status
• Notarization for mail or online applications
• Sworn statement forms (often required by third-party vendors)
• Additional identification documents

Check the specific office's website for their checklist. Submitting incomplete applications is one of the most common causes of delays.

How to Order: Pick the Method That Fits Your Timeline and Budget

In Person (Often Fastest)

Best for those who live near the issuing office and need copies quickly. Many locations offer same-day or next-day service. Bring your completed application, ID, and payment.

Check office hours. Some require appointments. Processing is typically one to two business days once the record is filed.

By Mail

Most states accept mail orders using their official application form. You'll need to include:

• Completed and signed application
• Photocopy of your ID
• Notarized signature (many states require this)
• Payment by check or money order (confirm accepted methods)

Mail orders take two to eight weeks, sometimes longer. Use certified mail with tracking to confirm delivery. Incomplete forms, incorrect fees, or missing notarization will result in your application being returned.

Online (State Portal or Authorized Vendor)

Many states partner with approved third-party vendors like VitalChek, which charge additional processing fees of $10 to $30 per order. Online ordering involves:

• Filling out a digital application
• Uploading ID documents
• Paying by credit card
• Selecting shipping options

Standard shipping takes one to four weeks. Expedited options are available for higher fees. This method offers convenience and tracking but costs more than direct mail or in-person requests.

Through the Funeral Home

Funeral directors often handle the initial filing and can order certified copies as part of their services. This is easiest in the immediate days following a death.

Tell the director how many copies you need, but ask about their pricing. Some mark up the cost. Confirm they'll order from the correct jurisdiction to avoid duplicates or errors.

All methods access the same record. The choice depends on your timeline, budget, and proximity to the issuing office.

Costs and Processing Times (Typical Ranges + What Changes the Total)

Certified copies typically cost $5 to $30 each, but fees vary by state:

• California charges $28 per copy
• New York: $15 for the first copy, $10 for additional copies
• Texas: $20 per copy
• Florida: roughly $10 to $20 per copy

Additional costs to anticipate:

• Expedited service fees: $10 to $50 per order
• Third-party processing fees for online orders
• Notarization costs ($5 to $15 per signature)
• Shipping charges
• Search fees if the record isn't immediately located

Processing times:

• In-person: often same-day or one to two business days
• Mail/online: typically one to four weeks, sometimes longer during busy periods

Always verify current fees and turnaround with the specific office before ordering. Prices and processing times change, and local offices may have different policies than state websites indicate.

How Many Death Certificate Copies Do You Need? (Practical Starting Point)

Most families need 8 to 12 certified copies initially. For complex estates with multiple assets, accounts, or properties, up to 20 copies may be necessary.

You need more copies than you might expect because:

• Most institutions keep the certified copy for their files
• Photocopies are rarely accepted
• Each account, policy, or asset often requires its own certified document

If the estate is simple (few accounts, no real estate, minimal probate), you might manage with fewer. But ordering too few creates delays when you discover additional requirements mid-process.

A Copy-Planning Worksheet: Estimate Your Number in 5 Minutes

Use this quick method to calculate your needs:

Financial institutions: Count every bank, credit union, and brokerage. Plan 1 to 3 copies total per institution. Some require separate copies for each account type.

Life insurance policies: Each policy typically needs 1 to 3 certified copies depending on the insurer's requirements.

Probate/estate court: Courts often require 3 to 5 copies or more for filings and attorney records.

Government benefits:

• Social Security Administration: usually 1 copy (they often return it after processing)
• Pension plans, veterans benefits, former employers: 1+ copy each

Assets and titles:

• Vehicle title transfers: 1 per vehicle (DMV requirements vary)
• Real estate/deeds: 1+ per property (county recorder or title company rules differ)

Buffer: Add 2 to 4 extra copies if your budget allows. Reordering takes weeks, and running short during probate or benefits processing can stall the entire estate settlement.

Situations That Change the Number You Need

Certain circumstances increase your copy count:

• Multiple states involved (death in one state, assets in another)
• Business ownership or trust administration
• Multiple properties or vehicles
• Several retirement accounts or insurance policies
• Anticipated probate disputes requiring extensive documentation
• Institutions with strict policies that won't return certified copies

If any of these apply, lean toward the higher end of the recommendation (15 to 20 copies). It's easier to have extras than to pause estate work while waiting for reorders.

Special Cases

If the Person Died Abroad

For U.S. citizens who die overseas, you'll need a Consular Report of Death Abroad (CRDA) from the U.S. Department of State. This document serves as an official death certificate and allows you to request up to 20 free certified copies. Contact the nearest U.S. embassy or consulate for assistance.

If There Was No Funeral Home or Alternative Disposition

Even without traditional funeral services, a death certificate must still be filed. Contact the local registrar or vital records office where the death occurred for specific instructions on who can file and how to obtain copies. Requirements vary by jurisdiction.

If You Need an Apostille or International Use

Some foreign countries require an apostille (an authentication of the death certificate for international legal use). This process is state-specific and typically involves the Secretary of State's office in the issuing state. If you need this, contact the vital records office for guidance and consider consulting an attorney familiar with international estate matters.

Common Mistakes That Cause Delays (And How to Avoid Them)

• Ordering from the wrong state or county. Always confirm the location of death and contact that specific jurisdiction.
• Trying to order before the record is filed. Verify filing status first.
• Name, date, or place mismatches. Double-check all details match exactly what will be on file.
• Missing notarization or using the wrong form version. Use current forms and complete all required steps.
• Assuming photocopies will be accepted. Most institutions require certified originals.
• Ordering too few copies. Running short mid-process causes weeks of delay.

Taking time to verify requirements before ordering saves significant frustration later.

What to Do After You Receive Certified Copies

When your copies arrive:

• Store originals securely in a fireproof location until needed.
• Create a tracking log listing where each copy was sent and whether the institution returned it.
• Ask upfront if an organization will return the certified copy after review. Some do; most don't.
• Order more proactively if you discover additional accounts rather than waiting until the last minute.
• If you find an error on the certificate, contact the issuing office immediately for correction procedures. Amendments require supporting documentation and can take weeks to process.

Key Takeaways to Move Forward

Getting death certificates is a necessary but manageable task. Remember these essentials:

• Order from the jurisdiction where the death occurred, not where the person lived.
• Expect significant differences in fees, processing times, and eligibility rules between states and counties.
• Start with 8 to 12 certified copies for most estates. Use the worksheet to adjust for your situation.
• Verify filing status before ordering to avoid rejections.
• Keep a detailed log of where copies are sent and whether they're returned.