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Death Certificates
By Celeste Stewart

When someone dies, a death certificate is issued. This vital document is required for a variety of purposes including dealing with the aftermath of the death itself such as closing out bank accounts and settling the life insurance policy.

Getting a copy of a death certificate in the United States is generally limited to eligible requesters such as immediate family members, estate representatives, or others who can prove a legitimate interest in obtaining a copy. Genealogical requests for older death records can be made as well.

If the death occurred recently, you can obtain a copy of the death certificate by visiting the County Recorder’s Office or Local Health Department in the county where the death occurred. Otherwise, you will need to contact the State’s Office of Vital Records.

Each state has its own specific requirements so no one-size-fits-all approach is possible. For the most part:
• You must be eligible to request the death certificate
• You must fill out an application or make your request in writing
• You must know vital information including the deceased full name, date of death, county and state of death, and other information that will assist the clerk in finding the correct death certificate
• You must pay a small fee

To find the appropriate instructions for the state you need to contact, use the internet to find the state’s web page. From there, look for their Vital Records department. Most states have clear instructions posted on their website along with a downloadable death certificate application. By doing your research and filling out the application at home, you will avoid some of the frustrations of the unknown.

Most states allow you to request your copy of a death certificate by mail, phone, fax, online, or in person. Many use a third party service called VitalChek. This service will process your credit card and death certificate application and then forward it to the appropriate state that will then issue the certificate and mail it to you. When you use VitalChek, additional fees will be added on to your order.

If you need a copy of a death certificate right away, you may need to pay an expedite fee. Call the County Recorder where the death occurred and find out how quickly you can get the record. If it was a recent death, you may be able to get same-day service depending on the policy in effect at that particular office. Speaking to a real person often yields better results than ordering online when you have special circumstances.

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Written by: Celeste Stewart
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