Napa County Death Index Access

Napa County maintains death records for deaths in the county. The County Health and Human Services office handles recent records. The Clerk-Recorder office has older files. You can order certified copies for estates, insurance, benefits, and family history. Records date back many years. Request them online, by mail, or in person. Processing times vary. Recent deaths need time before certificates become available.

Certificate Types

California provides two kinds of death certificates. An authorized certified copy works for legal and financial use. Banks need it to close accounts. Insurance companies require it for claims. Courts use it for probate. It proves identity. An informational certified copy has the same data but cannot establish identity. The document says this clearly. Use informational copies for genealogy but not for money or legal matters.

Only certain people get authorized copies. Family members qualify. This includes parents, children, spouses, siblings, grandparents, and grandchildren. Estate representatives can get them. Lawyers for the family or estate have access. Government workers on duty can request them. Funeral homes involved in the service qualify. Everyone else receives informational copies only.

You need a notarized sworn statement for an authorized copy. Sign the form under penalty of perjury. A notary public witnesses and stamps your signature. This proves you're entitled to the record. Without notarization, you get the informational copy only. This requirement helps prevent fraud and misuse.

The Napa County death records and burial permits page has information about ordering death certificates. You can find forms, fees, and contact details. The page explains the process for requesting records.

In-Person Requests

Visit the appropriate office in Napa during business hours. For recent deaths within the past year or two, go to the Health and Human Services office. For older records, visit the Clerk-Recorder office. Bring photo ID and payment. Fill out an application. Staff will search for the record. Recent files may be ready the same day. Older records can take longer.

In-person service is good for local residents. You can ask questions and get answers immediately. If your application has errors, staff tells you how to fix them on the spot. This saves time compared to mail. Pay with cash, check, or card depending on what the office accepts.

Mail Orders

Download the application form from the Napa County website or call to have one sent. Fill out all sections. Write the deceased's full legal name. Give the death date or at least the year. Note the place of death. It must be in Napa County. Attach a photocopy of your ID.

For an authorized copy, complete the notarized section. Visit a notary public. Sign the sworn statement in front of them. They stamp and sign it. Notaries charge a small fee. Banks and shipping stores often have notaries available.

Include a check or money order for the fee. Make it payable to Napa County. Don't mail cash. Send everything to the address on the form. Processing takes several weeks. The certificate arrives by mail when ready. If the record doesn't exist, you get a letter and the fee is kept to cover search costs.

Online Ordering

VitalChek handles online orders for Napa County. Go to their website and select California, then Napa County. Enter details about the death. Upload a photo of your ID. Choose the copy type. Pay with a credit card. VitalChek charges a processing fee plus the county fee. Shipping costs extra for express delivery. Standard mail is included in the processing fee.

Online ordering is convenient. You can do it any time from home. No printing or postage needed. You get an email confirmation. The certificate arrives by mail in a few weeks. The trade-off is cost. VitalChek's fees make it more expensive than other methods.

Fees

The death certificate fee is $26 per copy as of January 2026. California state law sets this. It went up by $2 under Assembly Bill 64. Each copy costs the same. Multiple copies mean paying for each one. No bulk discount exists. Authorized and informational copies have the same price.

If the search finds no record, the fee is not refunded. State law lets counties keep it to cover search costs. Verify information before ordering. Make sure you have the right county and correct spellings. Errors waste money.

Processing Time

Deaths must be registered within eight days in California. But the certificate takes longer to become available. Doctors or medical examiners complete paperwork. The county reviews and files it. This process takes two to four weeks or more after death.

In-person requests are often done same day for recent records. Older records may take longer. Mail orders take three to six weeks total. Online orders through VitalChek typically arrive within two to four weeks. Express shipping speeds delivery but not processing time.

Application Requirements

Write the deceased person's full legal name on the form. Don't use nicknames. Give the death date. If unknown, provide the year or month and year. The place of death must be in Napa County. If elsewhere, contact that location's vital records office.

Additional details help find the record. Include birthdate and parents' names if known. This is important if the name is common. You must also give your own name, address, phone, and email. State your relationship to the deceased. This determines which type of copy you receive.

Historical Records

Napa County has records from the 1800s. Not all old files survived. Fires, floods, and poor storage destroyed some. What remains helps genealogists and historians. Before July 1905, only counties kept vital records. The state didn't collect them yet.

Old records may be handwritten with faded ink. Paper can be brittle. The clerk copies what is readable. Partial information is better than none for family research. The California State Archives has microfilm of some county records. Check if Napa County is included.

Why Certificates Are Needed

Life insurance won't pay without proof of death. Banks need it to close accounts. Social Security uses it to stop payments and pay survivors. Pension plans require it. These financial matters cannot proceed without the document.

Probate courts need certified copies to open estates. Real estate cannot be transferred without proof of death. Vehicle titles need them too. Many legal processes depend on death certificates. The authorized version is required. Informational copies don't work for legal or financial purposes.

For genealogy, death certificates provide valuable information. They list parents' names and birthplaces. They show occupation and residence. This helps build family trees. Informational copies work for research.

Privacy Laws

California Health and Safety Code Section 103526 limits access to authorized copies. This prevents fraud and identity theft. Close family and legal representatives get access. Others receive informational copies. To get an authorized copy, you must prove your relationship. The clerk checks ID and documents.

Contact Information

Contact Napa County Health and Human Services for recent death records. Contact the Clerk-Recorder office for older records. Call for hours and locations. The website has forms and fee information. You can email with questions.

Nearby Counties

• Sonoma County
• Solano County
• Lake County