To get a death certificate in Kentucky, order a certified copy from the Kentucky Office of Vital Statistics for $6.00 per copy. You can apply by mail, walk into the Frankfort office, or order online through VitalChek. The office holds Kentucky death records from 1911 to the present, and most people need a certified copy with a raised seal to settle an estate, file life insurance claims, or transfer titles.
Who Can Request a Certified Copy
Kentucky limits certified copies to people with a direct connection to the deceased:
- Immediate family: a surviving spouse, parent, child, grandparent, grandchild, or sibling.
- Legal representatives: an attorney for the family, or the executor or administrator of the estate, with documentation of authority such as letters testamentary or a court order.
- The funeral director who first takes custody of the body, who files the certificate and can order copies on the family’s behalf.
If you don’t fit these categories, you may still be able to obtain an informational or uncertified copy, but it will not carry the raised seal that banks, insurers, and courts require.
What You Need Before You Apply
Every route uses the same form and the same underlying information. Have this ready:
- The deceased’s full legal name, date of death, and the county or city where the death occurred. The attending physician’s name and the funeral home help the office locate the record faster.
- Your full name, mailing address, daytime phone number, and your relationship to the deceased.
- A government-issued photo ID, such as a driver’s license or passport. Mail and online applicants send a photocopy; walk-ins bring the original.
The form is the VS-31, “Application for a Certified Copy of Death Certificate,” available on the Kentucky Cabinet for Health and Family Services website or at local health department offices.
Three Ways to Order
By Mail
Send the completed VS-31, a photocopy of your ID, and payment to:
Office of Vital Statistics
275 East Main Street, 1E-A
Frankfort, KY 40621
Pay by check or money order in U.S. dollars, made out to “Kentucky State Treasurer.”1Commonwealth of Kentucky Office of Vital Statistics. Application for a Certified Copy of Death Certificate Do not send cash. Processing takes up to 30 business days from the date payment posts, so plan around any probate or insurance deadline.2Barren River District Health Department. Birth Certificate and Death Records
In Person at the Frankfort Office
Walk into 275 East Main Street in Frankfort Monday through Friday, 8:00 a.m. to 4:30 p.m. Eastern time, except state holidays. Same-day service is available but not guaranteed if you arrive after 3:45 p.m.3Centers for Disease Control and Prevention. Where to Write for Vital Records – Kentucky Bring your original photo ID, the completed application, and payment. In-person payments can be cash, check, or money order.4Ashland-Boyd County Health Department. Vital Statistics
This is the fastest route. Arrive early enough and, if the record is on file, you can leave the same day with certified copies.
Online Through VitalChek
VitalChek is the only authorized online and telephone ordering partner for Kentucky’s Office of Vital Statistics. You enter the same information and pay by credit or debit card. On top of the $6.00 state fee per copy, VitalChek adds a $10.50 processing fee.5VitalChek. Application for Certified Copy of a Kentucky Death Certificate Shipping is separate:
- Regular mail (free): about 7 to 10 business days.
- UPS Next Day Air ($17.50): about 3 to 5 business days after processing.
A single copy with standard shipping runs about $16.50 through VitalChek, compared with $6.00 by mail. If you need several copies and aren’t racing a deadline, mail is cheaper.
Fees
Each certified copy costs $6.00, whether it’s your first or your tenth, and the state fee is the same across all ordering methods.1Commonwealth of Kentucky Office of Vital Statistics. Application for a Certified Copy of Death Certificate Fees are nonrefundable, so verify the spelling of the deceased’s name and the date of death before you submit. The VitalChek processing fee and shipping charges apply only to online and phone orders.
How Many Copies to Order
Most families end up needing 10 to 15 certified copies. Life insurance companies, banks, brokerage firms, the Social Security Administration, the county clerk for property transfers, and the DMV for vehicle titles typically each want their own certified copy and will not accept photocopies.
Count every bank account, insurance policy, retirement account, and titled asset the deceased held, then add two or three extras. Ordering all copies up front from the state costs far less than going back for more later through VitalChek.
Correcting Errors on the Certificate
Kentucky allows corrections within the first five years after the certificate is filed, provided you supply supporting documentation. After five years, the record can only be changed by court order.6Justia. Kentucky Code 213.076 – Certificate of Death or Provisional Certificate of Death Required to Be Filed Medical entries such as cause of death can only be corrected by the physician or coroner who certified them. Contact the Office of Vital Statistics to open an amendment and ask what documentation your specific change requires.
Apostille for International Use
If you need to present the certificate in another country, most nations require an apostille. The Kentucky Secretary of State issues them for $5.00 per document.7Kentucky Secretary of State. Apostilles and Authentications Get the certified copy from Vital Statistics first, then mail it with a request form and fee to:
Office of the Secretary of State
Authentications and Apostilles
P.O. Box 718
Frankfort, KY 40602
The apostille attaches to the original certified copy, so order at least one extra if you also need an unapostilled copy for domestic use.