How to Order a Pennsylvania Death Certificate Through VitalChek

The Pennsylvania Department of Health issues death certificates through its Division of Vital Records, and VitalChek is the state's only approved third-party online ordering vendor. If you are trying to order certified copies after a death, you have three options: online through VitalChek, in person at a regional office, or by mail to the processing center in New Castle.

Here is how each method works, what it costs, and how many copies you should order.

How Many Death Certificates to Order

Order a minimum of 10 to 12 certified copies immediately. You need more than you think.

Every institution that releases assets, processes benefits, or handles a title transfer will ask for an original raised-seal certified copy. Photocopies are not accepted. Faxed copies are not accepted. Each of these uses requires a separate original:

• Each bank or credit union holding an account in the decedent's name
• Each brokerage or investment account
• Register of Wills (estate probate) — they keep one
• Each life insurance claim
• Pension or retirement plan administrator
• Social Security Administration (though the funeral director often handles this)
• PennDOT vehicle title transfers
• U.S. Savings Bond redemption
• Mortgage company (if real estate is in the estate)
• VA benefits if applicable
• Employer for final wages
• Health insurance to close coverage

That list reaches 10–12 items easily for a typical estate. Getting more now — when you are already ordering — is far cheaper and faster than reordering later.

Pennsylvania issues two types of death certificates:

• Standard death certificate: Does not include the cause or manner of death. Used for financial institutions, probate, property transfers, and government benefits.
• Comprehensive (full) death certificate: Includes the cause and manner of death. Required by life insurance companies processing claims and sometimes by attorneys in estate litigation.

Most administrative uses require only the standard version. If there is life insurance involved, order at least one or two comprehensive copies as well.

Option 1: Order Online Through VitalChek

VitalChek is Pennsylvania's only approved online ordering vendor. The state does not offer its own online ordering portal outside of VitalChek.

Cost: $20.00 per certified copy (state fee) + $10.00 VitalChek service fee per order (not per copy). So your first copy costs $30.00; additional copies added to the same order cost $20.00 each.

Processing time: Typically 10–15 business days for standard processing; expedited shipping options are available.

Payment: Major credit cards accepted through the VitalChek secure portal.

What you need for the application:

• Full legal name of the decedent at the time of death
• Date of death
• County where the death occurred (or county of residence)
• Date and place of birth if known
• Your relationship to the decedent
• Your mailing address for delivery
• A government-issued ID number (you will be asked to verify your identity)

VitalChek will mail the certified copies directly to you. Access to Pennsylvania death certificates is restricted — the state treats them as private records under its Right-to-Know Law, not public documents. Eligible requesters include immediate and extended family members, legal representatives, and individuals who can document a direct financial interest in the estate.

Option 2: In Person at a Regional Office

Pennsylvania maintains six regional public offices where you can obtain certified copies in person:

• Erie
• Harrisburg
• New Castle
• Philadelphia
• Pittsburgh
• Scranton

Cost: $20.00 per copy, payable by check or money order made out to "Vital Records." Cash is not accepted.

Processing: Same-day or next-day availability at regional offices.

Bring a government-issued photo ID and documentation of your relationship to the decedent or your legal authority to request the records (such as a short certificate if you are the named executor).

If you are in the immediate area of one of these offices, in-person ordering is the fastest option and avoids the VitalChek service fee.

Option 3: By Mail

Mail applications are processed at the central facility in New Castle, Pennsylvania.

Cost: $20.00 per copy, payable by check or money order made out to "Vital Records." Do not send cash.

Processing time: 4–6 weeks from receipt of application is typical; can be longer during high-volume periods.

What to include:

• Completed application (available from the Department of Health website)
• Payment for the exact number of copies requested
• Copy of your photo ID
• Documentation of your relationship or legal authority
• A self-addressed stamped envelope for return if requested

Mail to: Pennsylvania Department of Health Division of Vital Records P.O. Box 1528 New Castle, PA 16103

Fee Waiver for Military Personnel

The $20.00 fee is completely waived for:

• Active duty military personnel
• Veterans
• Current spouses of active duty or veteran personnel
• Dependent children of active duty or veteran personnel

Bring appropriate documentation (DD-214, military ID, or equivalent) when requesting in person, or include a copy with a mail application. VitalChek may also have a process for this waiver — check their current instructions when ordering.

What to Do If the Death Occurred Very Recently

If the death occurred within the past few days or weeks, the death certificate may not yet be registered in the state's system. Deaths are registered electronically through funeral homes via Pennsylvania's Electronic Death Registration System (EDRS). Once the certificate is registered by the funeral home and approved by the local registrar, it becomes available for certified copies.

If you need certified copies immediately (for a bank freeze or immediate estate matter), contact the local registrar in the municipality or county where the death occurred — many local registrars can issue certified copies locally before they appear in the state system, often faster than going through the Division of Vital Records.

Your funeral director typically handles the initial ordering of a few certified copies as part of their service. Ask how many they are ordering on your behalf, then supplement with additional orders through VitalChek or a regional office to reach the 10–12 copy threshold.

For Deaths Before 1906

Pennsylvania's Division of Vital Records maintains records from January 1906 onward. Deaths that occurred before 1906 are not in the state system. For older records, contact the Pennsylvania State Archives or the relevant county courthouse, as some historical death records were maintained locally before state-level registration was established.

Ordering death certificates is step one of settling a Pennsylvania estate. After that comes the Register of Wills, the inheritance tax, and a sequence of administrative steps that runs 12–18 months. The Pennsylvania Estate Settlement Guide covers that full sequence — including exactly what to do with those certificates once you have them in hand.

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