Santa Clara County Death Certificate Access
Santa Clara County death records go back to 1873. The Clerk-Recorder office keeps all death certificates for people who died in Santa Clara County. Recent death records are usually available from this office four weeks after the event. You can get certified copies for legal matters or family history. Most people order online, by mail, or in person at the main office in San Jose. The fee is the same as all other California counties. Processing times vary from same day for walk-ins to a few weeks for mail orders. VitalChek offers online ordering with extra convenience fees.
Santa Clara County Quick Facts
- County Seat: San Jose
- Population: 1,885,508
- Records Available: 1873 to present
- Wait Period: 4 weeks after death
How to Order Death Certificates
The Clerk-Recorder office is at 110 West Tasman Drive, First Floor, in San Jose. They're open Monday through Friday from 8:00 a.m. to 4:30 p.m. You can call (408) 299-5688 for information about fees, processing times, and what you need to bring. The email address is clerkrecorder@rec.sccgov.org if you have questions. The staff can tell you if a record has been filed yet. They can also explain the difference between authorized and informational copies.
In-person requests are handled at the San Jose office. Walk in with your photo ID and payment. Fill out an application form. 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 or busy times may mean you have to wait or come back later. The clerk will tell you how long it will take.
Mail orders work for people who live far away or prefer not to visit in person. Download the application 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 the fee. Mail it to the address on the form. Processing takes three to four weeks. They mail the certificate back when it's ready.
Online ordering is done through VitalChek. That's a third-party website that charges extra fees for convenience. You fill out a form, upload your ID, and pay with a credit card. VitalChek processes the request and sends it to the county. The county mails you the certificate. VitalChek charges a $7 convenience fee on top of the county fee. Shipping costs extra unless you choose regular mail.
Fees and Costs
Each death certificate costs the state-mandated fee. As of January 2026, that's $26 per copy. The price went up by $2 from the old fee. If you order through VitalChek, they add a $7 online purchase convenience fee. Shipping is extra if you want express delivery. Regular mail is included in the VitalChek fee. In-person and mail orders through the county cost just the base $26.
The fee is non-refundable. If they search for the record and don't find it, you still pay. They give you a certificate that says no record was found. If you need multiple copies of the same record, you pay the full fee for each one. Order all the copies you need at once to save time.
Wait Period for Recent Deaths
Recent death records are usually available from the Clerk-Recorder office four weeks after the event. It takes time for the doctor, funeral home, and medical examiner to complete the paperwork. Then the county has to review it and file it. If you try to order before four weeks, they may tell you the record isn't ready yet. Call the office to check if you're not sure. They can look it up without charging you.
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, conservators, and court-appointed agents can get them. Law enforcement and government workers can too for official business. Everyone else gets the informational copy.
Notarized Sworn Statement
For authorized copies, you need a notarized form. The application has a section where you sign under penalty of perjury. You do this in front of a notary public. The notary checks your ID and watches you sign. Then they stamp and sign the form. That proves you swore you're entitled to the record. Without the notary, you only get the informational copy.
Notary services are available at banks, UPS stores, and government offices throughout Santa Clara County. There's usually a small fee for the notary stamp. Bring the completed application and your ID. Don't sign it until the notary tells you to. They have to witness your signature for it to be valid.
What Information to Include
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 Santa Clara 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. The more detail you provide, 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 easy to find. Older records may take a few days to pull from storage. Mail orders take three to four weeks from the time they receive your request. Online orders through VitalChek are usually processed within two to three weeks. If you need it urgently, in-person service is your best option.
Historical Death Records
Santa Clara County has death records from 1873. That's before California started keeping statewide vital records in July 1905. For deaths before 1905, you must order from Santa Clara County. The state office won't have them. Some very old records 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. The California State Archives also has some Santa Clara County death records from 1873 to 1905 on microfilm.
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 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 car 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. You only need the authorized version for legal and financial matters.
Privacy and Access Laws
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.
Contact Information
Phone: (408) 299-5688. Email: clerkrecorder@rec.sccgov.org. Address: 110 West Tasman Drive, First Floor, San Jose, CA 95134. Hours: Monday through Friday, 8:00 a.m. to 4:30 p.m. Check the county website for holiday closures and updated information.