Orange County Death Index and Records
Orange County death records are split between two offices. Recent deaths from the last two years are handled by the Health Care Agency Office of Vital Records. Deaths older than two years are kept by the Orange County Clerk-Recorder. You need to know when the death occurred to figure out which office to contact. Both offices can provide certified copies for legal use or genealogy. The fee is the same at both places. Most people order by mail, online, or in person at one of the county buildings in Santa Ana or other locations throughout Orange County.
Orange County Quick Facts
- County Seat: Santa Ana
- Population: 3,186,989
- Recent Records: Health Care Agency (last 2 years)
- Older Records: Clerk-Recorder (over 2 years old)
Office of Vital Records for Recent Deaths
The Health Care Agency runs the Office of Vital Records. They have death certificates for deaths that happened in Orange County within the last 24 months. If someone died in the last two years, you order from them. After two years, the records transfer to the Clerk-Recorder office. The Health Care Agency is located at 200 W. Santa Ana Blvd., Suite 100-B in Santa Ana. They're open Monday through Friday from 8:00 a.m. to 4:00 p.m. except on holidays.
To get a death certificate from the Office of Vital Records, you fill out an application. The form is available in English and Spanish. You bring it in person with your photo ID and payment. Or you can mail it in. The application asks for the name of the person who died, when they died, and your relationship to them. If you want an authorized copy, you need to prove you're a family member or legal representative.
The Orange County Health Care Agency vital records page has instructions on how to get certificates. It shows the fees, application forms, and contact information. You can also find details about online ordering through VitalChek.
County Clerk-Recorder for Older Deaths
The Orange County Clerk-Recorder keeps death records that are more than two years old. They have files going back many decades. If the death happened before the last 24 months, you contact them instead of the Health Care Agency. The Clerk-Recorder office is also in Santa Ana. The phone number is (714) 834-2500. They can tell you what you need to bring or send to get a copy.
The Clerk-Recorder vital records page explains the process for ordering older death certificates. You can find forms and fee schedules. The office handles requests by mail and in person. Some records may be archived so they take longer to retrieve.
Fees for Death Certificates
Each death certificate costs $26 in Orange County as of January 2026. That's a $2 increase from the old price. The state law changed the fee for all California counties. The fee is the same whether you order from the Health Care Agency or the Clerk-Recorder. You pay per copy. If you need three copies, you pay $78.
If you order online through VitalChek, they add a processing fee of $12.95. Shipping is extra too. Regular mail costs $1. UPS priority shipping is $21. Those fees go to VitalChek, not the county. You save money by ordering in person or by regular mail, but it may take longer. Compare the costs and decide what works best for you.
Online Ordering Through VitalChek
VitalChek is a third-party vendor that handles online orders for many California counties. Orange County uses them for both recent and older death records. You go to the VitalChek website and select California, then Orange County. The system asks for the name, date, and place of death. You upload a copy of your ID. You pay with a credit card. VitalChek processes the request and sends it to the county. The county mails you the certificate.
VitalChek charges convenience fees for this service. The total cost is higher than ordering directly from the county. But it's faster and easier for many people. You don't have to mail forms or wait in line. The website is open 24 hours a day. You can order from home at any time. Most people get their certificate within two to three weeks.
In-Person Requests
Walk-in service is available at both offices during business hours. Bring a valid photo ID. A driver's license or state ID card works best. Fill out the application form. You can do it at home and bring it with you, or fill it out at the office. The staff can help if you have questions. Pay the fee with cash, check, or money order. Some offices take credit cards but call ahead to check.
If the record is in the system and easy to find, you might get it the same day. Older records or records with common names may take longer. The clerk will tell you when to come back or if they can mail it to you. Bring the phone number of the deceased or other details that help narrow down the search. The more info you give, the faster they can find it.
Mail Requests
To order by mail, download the application form from the county website or call and ask them to send you one. Fill it out completely. Include a copy of your photo ID. Write a check or money order for the fee. Make it payable to either the Orange County Health Care Agency or the Orange County Clerk-Recorder depending on which office you're sending it to. Put everything in an envelope and mail it to the address on the form.
Processing time for mail orders is usually three to four weeks. That includes the time for them to receive it, process it, and mail it back. If you need it faster, use the online system or go in person. Don't send cash in the mail. It can get lost and you have no proof you paid. Always keep a copy of your check or money order for your records.
Who Can Get Authorized Copies
California law says only certain people can get an authorized certified copy of a death record. Parents, children, grandparents, grandchildren, siblings, spouses, and domestic partners qualify. Legal guardians and conservators can get them. Lawyers representing the estate or family can request copies. Law enforcement and government agencies have access for official work. Funeral homes can get copies for the families they serve.
If you're not on that list, you get an informational copy. It has all the same information but it's stamped to show it can't be used for identity purposes. Banks, insurance companies, and courts won't accept it. It's fine for genealogy and family history. You don't need a notarized form to get an informational copy. Just fill out the application and send it in.
What Information to Include
The application asks for the full name of the person who died. Use their legal name. The date of death is important. If you don't know the exact date, give the month and year or just the year. The place of death should be somewhere in Orange County. If it was in a different county, you need to order from that county. Your own name and address go on the form too. So does your relationship to the deceased.
For authorized copies, you need a notarized sworn statement. The application form has a section for this. You sign it in front of a notary public. The notary stamps it and signs it. That proves you swore under penalty of perjury that you're entitled to the record. Many banks and UPS stores offer notary services. There's usually a small fee for the notary, separate from the county fee.
Processing Times
In-person requests can be done the same day for recent deaths if the record is easy to find. Older records may take a few days because they're stored in archives. Mail orders take three to four weeks on average. Online orders through VitalChek are usually processed within two to three weeks. If you need it urgently, ask about expedited service. That costs more but it's faster.
Very recent deaths may not be on file yet. It takes time for the doctor, funeral home, and county to complete the paperwork. The law allows up to eight days for the death to be registered. Then the county has to review and file it. Wait at least a month after the date of death before you order. If you try to order too soon, they'll tell you to wait and try again later.
Uses for Death Certificates
Life insurance companies need death certificates to pay benefits. Social Security requires them to stop payments and process survivor benefits. Banks need them to close accounts or release funds. Probate courts need them to open estates. Real estate transactions need them if the owner died. Some states require them to transfer vehicle titles. Pension funds and retirement accounts need them too.
Genealogy is another common reason. Family historians use death certificates to confirm dates, places, and relationships. The certificates show where the person was born, who their parents were, and what they did for a living. That helps build family trees. The informational copy works for this purpose. You don't need the authorized version unless you're doing legal or financial work.
Privacy and Access Rules
Death records are public in California but access is restricted. The law protects personal information and prevents fraud. Only certain people can get the authorized copy that works for legal purposes. The clerk's office checks your ID and relationship before releasing it. If you claim to be a family member, they may ask for proof. A birth certificate or marriage certificate can show the relationship.
Contact Information
For deaths in the last two years, contact the Office of Vital Records at (714) 480-6700. The address is 200 W. Santa Ana Blvd., Suite 100-B, Santa Ana, CA 92701. Hours are Monday through Friday, 8:00 a.m. to 4:00 p.m. For deaths over two years old, contact the Clerk-Recorder at (714) 834-2500. Both offices can answer questions and help you figure out what you need.