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Reviewed August 5, 2026

Death certificate request checklist

Use this checklist after identifying the jurisdiction that registered the death. Do not copy fees, forms, eligibility rules, or addresses from another state or territory.

Start with the issuing jurisdiction

This checklist organizes the request; the official state, territory, city, county, or other local office controls the application, access rule, fee, and delivery method.

Before you order

  • Confirm the state, territory, District of Columbia, New York City, or other area where the death occurred.
  • Identify whether the state office, local registrar, county, city, parish, borough, municipality, court, or archives holds the year requested.
  • Open the current government page from USAGov or the CDC directory.
  • Ask the receiving organization whether it needs a certified, informational, genealogical, medical, or other version.
  • Determine how many certified copies are actually required.

Record information

  • Full legal name on the death record and known variations.
  • Exact or approximate date of death.
  • City or town, county or equivalent, and state or territory of death.
  • Sex and parents’ names if the application requests them.
  • Any certificate, file, or local registration number already available.

Requester eligibility

  • Read the jurisdiction’s rule for recent and older records.
  • Identify your relationship or legal interest.
  • Gather proof of relationship, estate appointment, court authority, legal representation, financial interest, or written authorization when required.
  • Do not assume a public index or an online search result gives authority to obtain a certified copy.

Identity and signature

  • Use the exact government photo ID or alternative evidence listed by the office.
  • Copy the front and back when required.
  • Complete notarization or a sworn statement only when the official instructions require it.
  • Sign in the correct place and use the requester’s current contact information.

Order and payment

  • Use the official online link, current mail form and address, or in-person office.
  • Verify the base fee, additional-copy fee, vendor charge, search fee, shipping, and expedited option.
  • Use only accepted payment methods and do not mail cash unless expressly directed.
  • Record the order number, receipt, mailing date, and tracking information.

After submission

  • Use the official status channel when one exists.
  • Avoid duplicate orders unless the office instructs you to submit again.
  • Inspect the name, date, place, certification, seal, and required content when the record arrives.
  • Contact the issuing office about an amendment or error; do not alter the certificate.
  • Store certified copies securely and provide only the number required.

Special cases

  • Death abroad: use the Department of State route for a Consular Report of Death Abroad when applicable.
  • Foreign use: order the correct certified record first, then follow the issuing jurisdiction’s apostille or authentication route.
  • Older records: confirm whether an archives office or local custodian holds the requested year.
  • Cause-of-death information: availability and requester access vary. Ask the receiving organization and issuing office what version is needed and permitted.

Official sources

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