Begin with the place where the death occurred. Use the official state, territory, city, county, or other local vital-records office identified for that jurisdiction.
1. Identify where the death was registered
Use the state, territory, District of Columbia, New York City, or other reporting area where the death occurred—not the requester’s current residence. Some jurisdictions keep records centrally; others also issue copies through counties, cities, parishes, boroughs, or municipalities.
2. Locate the official record custodian
Use USAGov or the CDC “Where to Write for Vital Records” directory, then open the current government page for the responsible jurisdiction. Confirm whether the year and place of death are held by the state office, a local registrar, an archives office, or another public authority.
3. Confirm the copy you need
Ask the receiving organization whether it needs a certified copy, an informational or genealogical copy, a copy showing medical information, or another version. Names and availability differ by jurisdiction. A photocopy may be enough for a low-risk account, while benefits, insurance, estate, court, title, or financial matters may require a certified copy.
4. Check who may request the record
State and territorial law controls access. The office may limit recent death certificates to specified relatives, a personal representative, an attorney, a person with a documented legal or financial interest, or another authorized requester. Public-access dates also vary. Review the exact eligibility rule before paying.
5. Gather the record details
- Full legal name of the person who died and any known name variation.
- Date and place of death, including city or town and county or equivalent when known.
- Sex and parents’ names when the application requests them.
- Your relationship to the person and the purpose of the request.
- The number and type of copies needed.
- Your contact and delivery information.
6. Prepare identity and authority documents
Use only the identification and supporting evidence listed by the issuing office. Depending on the requester, this may include government photo identification, proof of relationship, court appointment, letters testamentary, power of attorney, a notarized application, or another authorization. Do not send original identity documents unless the office expressly requires them.
7. Use an official ordering channel
- Online: start from the government office’s page and confirm any approved vendor, service fee, delivery choice, and identity check.
- Mail: use the current form, address, accepted payment method, and required copies. Consider trackable delivery.
- In person: confirm appointments, office hours, identification, payment, and whether same-day service is available.
8. Verify fees and processing information
Fees can vary by jurisdiction, copy type, search period, number of copies, channel, and delivery speed. Processing estimates can change. Check the issuing office immediately before submitting and do not treat a directory listing as a permanent fee schedule.
9. Keep proof and inspect the certificate
Save the application, receipt, order number, tracking information, and correspondence. When the record arrives, check the name, date, place, certification, seal, and any details required for its intended use. Contact the issuing office about an error; do not alter the certificate yourself.
Death outside the United States
A state death certificate is not the usual record for a U.S. citizen who died abroad. A U.S. embassy or consulate may prepare a Consular Report of Death Abroad (CRDA). Request later copies through the Department of State and follow its separate eligibility, identification, notarization, fee, and mailing instructions.
If the certificate will be used in another country
Ordering the certified record and authenticating it are separate steps. A state- or territory-issued death certificate generally follows that jurisdiction’s apostille or authentication route. A CRDA follows the Department of State route. Confirm the destination country and the competent authority before paying.
Official sources
- USAGov — Certified death certificates
- CDC — Where to Write for Vital Records
- CDC — Vital-record application guidelines
- CDC — Jurisdictional responsibility for vital records
- Department of State — Request a Consular Report of Death Abroad