Death Certificates

Post May 3, 2016

Death certificates are needed for Social Security, life and health insurance, and other time sensitive purposes. You can purchase a certified or informational only copy of a death certificate in person or by mail.

Who Can Request and Receive an Authorized Certified Copy of a Death Certificate?

The law is very strict about who may request and receive authorized certified copies of death certificates. Its intent is to protect an individual’s privacy. That’s why only those listed below are authorized to obtain certified copies of death certificates.

A parent or legal guardian of the registrant
A child, grandparent, grandchild, sibling, spouse or domestic partner of the registrant
Person(s) entitled to receive the record as a result of a court order
An attorney representing the registrant or the registrant’s estate, or any person or agency empowered by statute or appointed by a court to act on behalf of the registrant or the registrant’s estate
A member of a law enforcement agency or a representative of another governmental agency, as provided by law, who is conducting official business
Any funeral director that orders certified copies of a death certificate on behalf of any individual specified in paragraphs (1) to (5), inclusive, of subdivision (a) of Section 7100 of the Health and Safety Code
Conservator of the person or estate appointed under Part 3 of Division 4 of the Probate Code
Surviving Next of Kin – competent surviving spouse or parent(s), sole surviving adult child or adult sibling and surviving competent adult person(s) respectively in the next degree of kinship
An agent under power of attorney for health care who has the right and duty of disposition

Informational-Only Copies of Death Certificates

Those who do not meet the criteria for an authorized certified copy may receive an informational only copy. The words “Informational, Not a Valid Document to Establish Identity” will be imprinted across the face of the copy.

The Office of Vital Records can provide authorized certified or informational only death certificates for deaths from 1966-present. For certificates prior to 1966, you must contact or go to the County Clerk-Recorder’s Office.

Customers with Disabilities

Please call the Office of Vital Records at (650) 573-2395 to make an appointment with one of our staff members if you are unable to utilize the lobby elevator to reach our suite on the second floor. An appointment will be scheduled and we will assist you at your vehicle.

Fees

Public and non-public agencies: $26
Government agencies: $26
Permit for disposition of human remains: $12
Transit Letters: $15

Payment types accepted are cash, checks, and credit cards (Visa and Mastercard only).

Application Process: (Note: For requests pre 1966 records, contact County Clerks Recorder’s Office 650-363-4500)

By Mail:

A completed application and a notarized Certificate of Identity form signed under penalty of perjury by the authorized requestor are required for all orders sent by mail. Mail the notarized application, a self-addressed envelope, and the required payment by a check or money order only (payable against a USA bank) payable to Office of Vital Records. Mail to: Office of Vital Records at P.O. BOX 5127 Redwood City, CA 94063

Mail processing time is 3-5 days. If you wish to have us expedite your request, please enclose a pre-paid priority envelope with the required completed mailing forms from the US Postal Service along with your notarized application and check or money order. We are unable to expedite mail using UPS or FedEx.

In Person:

In person processing time is 5-15 minutes. If you are an authorized individual, you may come into our office to purchase a certified death certificate. You must complete the application form online at the Kiosk in our office, which includes a sworn statement under penalty of perjury, in order to receive an authorized certified copy.

Office of Vital Records
1600 W. Hillsdale Blvd. #203
San Mateo, CA 94402

Forms

For the public and non-public agencies – For mail in requests only

2023 application: English Español

Apostille Requests

The California Secretary of State provides an Apostille to authenticate California public officials’ signatures on documents to be used outside the United States of America. These requests are processed and issued by the California Secretary of State office located in Sacramento.

Note: If a birth or death certificate has the signature of a Health Officer or County Registrar (e.g. Local Registrar, Registrar of Vital Records), prior to presenting to our office for authentication, one of the following will be required:

have that birth or death certificate certified by the county clerk’s office in the county in which it was issued; or
obtain a certified copy of that birth or death certificate from the county recorder or State of California Department of Public Health.

Additional Resources

Forms: Vital Records, Data and Statistics Forms

Resources Intended for Funeral Homes/Directors Only

Death Registration Hours
Weekdays 8:30 – 4:00

Emergency Filing and Burial Permit Issuance

San Mateo County offers emergency filing to accommodate religious and cultural beliefs that require interment within 48 hours of death. The emergency filing and burial permit issuance process is completed by staff at the San Mateo Medical Center located at 222-39th Avenue in San Mateo, 2nd floor in the PBX Office. This service is for after hours, weekends, and observed holidays. Call (650) 573-2222 for assistance.

Your package must include a Drop to Paper Death Certificate with a physician’s black ink signature, a Disposition of Remains (Burial Permit), and the filing fee. For additional information call (650) 573-2395 during regular business hours.

Application and Permit for Disposition of Human Remains
Funeral Home Application 2023
Electronic Death Registration System Participation Agreement (EDRS)
The Request to Revise EDRS or FDRS Record form can be used by an authorized person to unlock or revise an EDRS or FDRS record. Completed forms should be faxed to (650) 573-2576. For more information, call (650) 573-2395.

Procedure for Requesting a Transit Letter

To transport human remains across state lines, an authorized individual will need to request a letter of non-contagious disease. For more information call (650) 573-2395.

Other Places to Get Death Certificates

County Clerk-Recorder’s Office (note: only certificates prior to 1966)
555 County Center, First Floor
Redwood City, CA 94063-1665
(650) 363-4500