Marin County Death Index Files

Marin County death records are kept by the Health and Human Services vital statistics office in San Rafael. You can get certified copies for legal purposes or family history research. The county has files for all deaths that occurred within Marin County boundaries. Most people order in person, by mail, or through online third-party services. Death certificates cost $26 per copy as of January 2026. That's the same fee as all other California counties. Recent deaths take a few weeks to file before they become available. The office can help answer questions about which type of certificate you need and how to fill out the application form.

How to Order Death Certificates

The vital statistics office is part of Marin County Health and Human Services. They handle all requests for death certificates. The office is in San Rafael at the Civic Center. You can visit in person during business hours. Call ahead to confirm hours and to ask if the record you need has been filed yet. The staff can check their system over the phone without charging you a fee.

The Marin County vital statistics page has information about ordering birth and death records. You can read about the fees and forms you need. The page explains the difference between authorized and informational copies. Contact details are listed if you have questions.

In-Person Requests

Walk-in service is the fastest way to get a death certificate. Go to the vital statistics office with your photo ID and payment. Fill out an application form. You can get one at the office or download it from the website beforehand. The staff can help you if you're not sure what to write. If the record is in the system and easy to find, you might get it the same day. Older records may take a few days to retrieve from storage.

Bring a valid driver's license or state ID card. For authorized copies, you need a notarized sworn statement. The form has a section for this. You sign it in front of a notary public who stamps and signs it. That proves you swore under penalty of perjury that you're entitled to the record. Without the notary, you only get an informational copy. Notary services are available at banks and UPS stores throughout Marin County.

Mail Requests

To order by mail, download the application form from the county website or call and ask for one. Fill it out completely and sign it. Include a copy of your photo ID. Send a check or money order for $26 made out to Marin County Health and Human Services. Don't send cash in the mail. It can get lost and you have no proof of payment. Mail everything to the address listed on the form.

Processing time for mail orders is usually three to four weeks. That includes the time for your letter to arrive, be processed, and mailed back. Make sure your return address is clear so they know where to send the certificate. Include your phone number in case they have questions about your request. They may call if they need more information to find the record.

Online Ordering Through VitalChek

Marin County works with VitalChek for online orders. VitalChek is a third-party vendor that charges extra fees for convenience. You go to their website and select California, then Marin County. Fill out a form with the name, date, and place of death. Upload a copy of your ID. Pay with a credit card. VitalChek processes the request and sends it to the county. The county mails you the certificate when it's ready.

VitalChek adds a processing fee on top of the $26 county fee. Shipping is extra too unless you choose regular mail. The total cost is higher than ordering directly from the county. But some people prefer the convenience of online ordering. You can do it from home any time of day. The certificate arrives by mail within a few weeks.

Fees and Costs

Each death certificate costs $26 in Marin County. That's the state fee as of January 2026. It went up by $2 from the old price. The fee is the same whether you order in person, by mail, or online through the county. If you use VitalChek, they add their own charges. The search fee is non-refundable. If they look for the record and can't find it, you don't get your money back. They give you a certificate that says no record was found.

If you need multiple copies of the same record, you pay $26 for each one. Some counties offer a discount on additional copies ordered at the same time, but most don't. Order all the copies you think you'll need at once. That saves you from having to order again later.

Types of Certified Copies

An authorized certified copy can be used for all legal purposes. Insurance companies, banks, Social Security, and courts require this type. An informational certified copy is for genealogy and family history. It's stamped to show it can't be used to establish identity. The fee is the same for both. The difference is who can get them and how they can be used.

To get an authorized copy, you must be a close family member or legal representative. Parents, children, siblings, spouses, domestic partners, grandparents, and grandchildren qualify. Lawyers representing the estate or family can request copies. Law enforcement and government agencies have access for official business. Funeral homes can get them for the families they serve. Everyone else gets the informational copy.

What Information to Provide

The application asks for the full name of the deceased. Use their legal name as shown on official documents. The date of death helps them search. If you don't know the exact date, give the month and year or just the year. The place of death should be in Marin County. If it was somewhere else, you need to order from that county. Your own name, address, and phone number go on the form. So does your relationship to the person who died.

Include a copy of your photo ID with every request. For mail orders, make a photocopy and include it. For in-person requests, bring the original and they'll copy it. For online orders through VitalChek, you upload a scan or photo of your ID. The more detail you provide about the deceased, the easier it is for them to find the record.

Processing Times

In-person requests can be done the same day if the record is in the system and not too old. Busy days or complex searches may take longer. The staff will tell you when to come back or if they'll mail it. Mail orders usually take three to four weeks. That's typical for California counties. Online orders through VitalChek are often processed within two to three weeks.

Very recent deaths may not be available yet. It takes time for the doctor, funeral home, and medical examiner to complete the paperwork. The county then has to review it and file it. Wait at least a month after the date of death before you order. If you're not sure if it's been filed, call the vital statistics office. They can check without charging you.

Uses for Death Certificates

Life insurance companies need death certificates before they pay benefits. Social Security requires them to stop payments and process survivor benefits. Banks need them to close accounts or release funds to the estate. Probate courts need them to settle estates and distribute assets. Real estate transactions need them if the owner died. Some states require them to transfer vehicle titles. Pension funds and retirement accounts need proof of death.

Genealogy researchers use death certificates to build family trees. The certificates show where the person was born, who their parents were, and what they did for work. That information helps confirm relationships and dates. The informational copy works fine for research purposes. You only need the authorized version for legal and financial matters.

Privacy and Access Rules

California law limits who can get authorized copies of death records. The rules protect privacy and prevent fraud. Only certain people have the right to get the version that works for legal purposes. The clerk checks your ID and relationship before releasing an authorized copy. If you claim to be family, they may ask for proof like a birth certificate or marriage certificate. These checks help prevent identity theft and protect the rights of the deceased and their family.

Historical Death Records

Marin County has death records going back many years. Records before July 1905 are only at the county level because the state didn't collect vital records before that date. For very old records, you must order from Marin County. The state office won't have them. Some older files may be on microfilm or in bound volumes. The staff can search them but it takes longer than looking up recent records in the computer.

Contact Information

Contact Marin County Health and Human Services vital statistics office for questions about death certificates. The office is at the Civic Center in San Rafael. Check the county website for the current phone number, address, and hours. Email may be available for simple questions but complex requests are better handled by phone or in person.

Nearby Counties

• Sonoma County
• San Francisco
• Contra Costa County
• Napa County