San Mateo County Death Records
San Mateo County maintains death records for all deaths occurring in the county. The Assessor-County Clerk-Recorder-Elections office handles these vital records. You can order certified copies for estate work, insurance claims, Social Security, and family history. Records date back many decades. Request them online, by mail, or in person. Processing times depend on your method. Recent deaths need time before certificates are ready.
San Mateo County Quick Facts
- County Seat: Redwood City
- Population: 764,442
- Records Available: Historical to present
- Main Office: Redwood City
Certificate Types
California issues two forms 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. This version proves identity. An informational certified copy has the same data but cannot establish identity. Use it for genealogy but not for legal or money matters.
Only specific people can get authorized copies. Family members qualify including parents, children, spouses, siblings, grandparents, and grandchildren. Estate representatives have access. Lawyers for the family or estate can get them. Government workers on duty can request them. Funeral homes that handled the service qualify. Others receive informational copies only.
Authorized copies need a notarized sworn statement. Sign under penalty of perjury. A notary public witnesses and stamps it. Without notarization, you get the informational copy. This helps prevent fraud.
The San Mateo County death certificates page provides information about ordering. You can find forms, fees, and instructions.
In-Person Service
Visit the Assessor-County Clerk-Recorder-Elections office in Redwood City during business hours. 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 take longer. You can ask questions and get answers right away.
In-person service works well for local residents. 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 office policy.
Mail Requests
Download the application from the San Mateo County website or call to request one. Fill out all sections. Use the deceased's full legal name. Give the death date or at least the year. Note the place of death. It must be in San Mateo County. Attach a copy of your ID. For an authorized copy, get the sworn statement notarized.
Include a check or money order for the fee. Make it payable to San Mateo County. Don't mail cash. Send everything to the address on the form. Processing takes several weeks. The certificate arrives by mail. If the record doesn't exist, you get a letter and the fee is kept.
Online Ordering
VitalChek processes online orders for San Mateo County. Visit their site and select California, then San Mateo County. Enter death details. Upload an ID photo. Choose the copy type. Pay with credit card. VitalChek charges extra fees but offers convenient 24-hour ordering from home.
Fees
The death certificate fee is $26 per copy as of January 2026. California law sets this. It increased 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 returned.
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 takes two to four weeks or more after death. In-person requests are often done same day for recent records. Mail orders take three to six weeks total. Online orders through VitalChek typically arrive within two to four weeks.
Required Information
Write the deceased's full legal name. Don't use nicknames. Give the death date. If unknown, provide the year or month and year. The place of death must be in San Mateo County. Additional details help find the record. Include birthdate and parents' names if known. You must also give your own name, address, phone, and email. State your relationship to the deceased.
Historical Records
San Mateo County has records from the 1800s. Not all old files survived. What remains helps genealogists. Before July 1905, only counties kept vital records. Old records may be handwritten with faded ink. The clerk copies what is readable. Partial information is better than none.
Common Uses
Life insurance needs death certificates to pay. Banks use them to close accounts. Social Security needs them for survivor benefits. Pension plans require them. Probate courts need certified copies. Real estate cannot be transferred without them. Vehicle titles need them too. The authorized version is required for legal and financial matters. For genealogy, informational copies work for research.
Privacy Laws
California Health and Safety Code Section 103526 controls access to authorized copies. This prevents fraud. Close family and legal representatives get access. Others receive informational copies. The clerk checks ID and documents.
Contact Information
The San Mateo County Assessor-County Clerk-Recorder-Elections office is in Redwood City. Call for hours and location. The website has forms and fees. You can email with questions.
Cities in San Mateo County
San Mateo County includes several cities with populations over 50,000. Death certificates for people who died in these cities are handled by the county office.