Find Death Records in Napa County

Death records in Napa County are maintained by the Recorder-County Clerk office in the city of Napa. This office issues certified copies of death certificates for deaths that occurred anywhere in Napa County. For deaths that are more than 12 months old, you can visit the office in person during business hours. They are open Monday through Friday from 8:00 AM to 5:00 PM. The fee is $26 for each certified death certificate. Fetal death certificates cost $23. Burial permits cost $12. Only authorized persons can receive a certified copy that can be used to establish identity. Others will get an informational copy with a watermark.

Napa County Recorder-County Clerk

The Recorder-County Clerk office is at 1127 1st Street, Suite A in Napa, CA 94559. This is the main office for all vital records in the county. Call them at 707-253-4246 if you have questions about a death record. You can also email recorder-clerk@countyofnapa.org. Staff can tell you if a record is available and what documents you need to request it.

Visit the office during regular business hours to request a copy in person. Hours are Monday through Friday, 8:00 AM to 5:00 PM. The office is closed on weekends and county holidays. Bring a photo ID and information about the deceased. You will need the full name and the approximate date or year of death. If you know the file number, bring that too. It speeds up the search.

For deaths that are more than 12 months old, the Recorder-County Clerk has the records. For very recent deaths, within the last year, you may need to contact the Napa County Health Department instead. The health department processes new death certificates before sending them to the recorder for permanent storage. Always call ahead if you are not sure which office has the record.

The official Napa County death records and burial permits page has all the details. This page lists the fees, office hours, and contact information. It also explains who can get a certified copy under California Health and Safety Code 103526c. This statute defines authorized persons as immediate family members, attorneys, and certain other individuals.

Note: Napa County can only issue death records for deaths that occurred within county boundaries.

Authorized Persons Under the Law

Not everyone can get a full certified copy of a death certificate. California law lists who qualifies. The list includes the person named on the certificate, if still alive in rare cases. It includes parents and legal guardians. Children, grandparents, grandchildren, and siblings can also request authorized copies. A spouse or domestic partner qualifies too.

Attorneys representing the deceased or the estate are authorized. So are funeral directors and their staff who handled the remains. Government and law enforcement agencies can get copies for official business. If you fit one of these categories, you can receive a certified authorized copy.

To prove your status, you must submit a notarized sworn statement. This statement declares under penalty of perjury that you are an authorized person. Sign it in front of a notary. The notary will stamp and sign the document. Attach this to your request form when you apply. If you do not include it, the county will issue an informational copy instead.

An informational copy has the same information as an authorized copy. The difference is a watermark across the face of the document. It says the copy is informational and not valid to establish identity. Banks, insurance companies, and most legal agencies will not accept informational copies. If you need the record for legal or financial purposes, you must be an authorized person and provide the notarized statement.

If you do not qualify as an authorized person, you can still get an informational copy. You do not need to prove a relationship or provide a notarized statement. The fee is the same. Informational copies work well for genealogy, family history research, and personal records.

How to Request by Mail

You can order a death certificate by mail if you cannot visit in person. Download the application form from the county website or write a letter. Include the full name of the deceased, the date or year of death, and the county where the death occurred. Add your name, mailing address, phone number, and your relationship to the deceased.

For an authorized copy, attach a notarized sworn statement. This must be notarized before you mail it. Make a copy for your records before you send it. The county will not return the original. If the notarization is incomplete or missing, you will get an informational copy instead of an authorized copy.

Include payment of $26 per death certificate. Use a check or money order made out to Napa County Recorder. Do not send cash. If you need multiple copies of the same record, state how many you want and include payment for each copy. There is no discount for ordering more than one.

Mail everything to Recorder-County Clerk, 1127 1st St., Suite A, Napa, CA 94559. Processing time for mail orders is not listed on the county website. Most California counties take two to four weeks to process and mail back the certificate. You can call the office to ask about current wait times. They will mail the certificate to the address on your application.

Fees for Death Certificates and Burial Permits

Napa County charges $26 for each certified death certificate. This is the standard fee set by state law. It covers the cost of searching the records and issuing one certified copy. If the county searches but cannot find a record matching your information, they keep the fee. You will get a letter stating no record was found.

Fetal death certificates cost $23. This is a separate type of certificate for stillbirths and miscarriages that meet certain criteria. If you need a fetal death certificate, specify that on your application. The fee is lower than a regular death certificate.

Burial or disposition permits cost $12. These are not the same as death certificates. A burial permit is required to legally bury or cremate remains. Funeral directors usually handle this, but family members can request a copy if needed. The permit shows that the death was properly registered and the body can be legally disposed of.

You can pay by cash, check, or money order in person. For mail orders, use a check or money order. Do not send cash through the mail. Some counties accept credit cards, but Napa County does not list credit cards as a payment option on their website. Call ahead if you want to pay by card to confirm they accept it.

Cities and Towns in Napa County

Napa County includes the cities of Napa, American Canyon, Calistoga, St. Helena, and Yountville. Unincorporated communities include Angwin, Deer Park, Pope Valley, and Rutherford. The Recorder-County Clerk in Napa handles death certificates for all of these places. No city in Napa County has its own vital records office.

If a death occurred anywhere in Napa County, request the certificate from the county office in Napa. The city or town where the death happened will be listed on the certificate. But you cannot get the certificate from the city directly. All vital records are maintained at the county level in Napa County.

Note: Always confirm the county of death before ordering to avoid delays.

Nearby County Death Records

Napa County is in the Bay Area and Wine Country region of California. Sonoma County is to the west and north. Solano County is to the east. Lake County is to the north. Yolo County is to the northeast. Each of these counties maintains its own death records. If the death did not occur in Napa County, contact the correct county office.