San Mateo County Death Certificates

Death certificates in San Mateo County are issued by the County Clerk-Recorder Division. Their main office is at 555 County Center, 1st Floor, Redwood City, CA 94063. They maintain death records for all deaths that occurred in San Mateo County. Recent death records are available about two to three weeks after the death date from the San Mateo County Vital Statistics office, which is part of the Health Department. Older records are kept by the Clerk-Recorder. Requests for pre-1966 death records require 24-hour notice because those files are stored at an off-site facility. The fee is $26 per death certificate. If no record is found, the fee is still retained and you get a certificate of no public record.

County Clerk-Recorder Office

The County Clerk-Recorder Division handles all vital records for San Mateo County. Their address is 555 County Center, 1st Floor, Redwood City, CA 94063. Call them at (650) 363-4000 or (650) 599-1713 with questions. Staff can tell you if a death record is available and what you need to request it. They do not give out details from the record over the phone, but they can confirm if it exists in their files.

For very recent deaths, contact the Vital Statistics office at the San Mateo County Health Department instead. Their number is (650) 573-2395. Recent death records become available from the Clerk-Recorder about two to three weeks after the death occurs. The Health Department files the initial paperwork, then transfers it to the Clerk-Recorder for permanent storage and public access. If you are not sure which office to call, start with the Clerk-Recorder and they can direct you.

The county website has a death certificates page with all the current details. This page explains the fees, the request process, and what documents you need. It also has links to application forms you can download and fill out before you visit or mail your request. The page lists both in-person and mail options.

Death records are needed for many purposes. Social Security requires a certified copy to stop benefits and process survivor benefits. Life insurance companies need a copy to pay out claims. Health insurance companies use them to close accounts. Banks, mortgage companies, and other financial institutions require death certificates to settle estates and transfer accounts. Always order several copies at once. Most agencies keep the copy you give them and do not return it.

Note: San Mateo County can only issue death records for deaths that occurred within the county.

Requesting Older Death Records

Death records from before 1966 are stored at an off-site facility. If you need a death certificate for someone who died before 1966, you must give the county at least 24 hours notice. This allows time for staff to retrieve the file from storage and bring it to the main office. Call ahead to let them know you are coming and what year the death occurred.

For mail requests of pre-1966 records, include a note saying the death was before 1966. This alerts staff to retrieve the file from storage before they process your order. Processing may take longer for these older records. Expect an extra few days compared to more recent records.

Records from 1966 to the present are kept on-site at the Clerk-Recorder office. These can usually be copied the same day if you visit in person. For mail requests, processing takes the normal two to four weeks. The age of the record does not affect the fee. All death certificates cost $26 regardless of how old they are.

Steps to Order a Death Certificate

First, gather information about the deceased. You need the full name, the date or year of death, and ideally the city or location where the death occurred. If you have the certificate number or file number, include that. It speeds up the search. If you are requesting an authorized copy, prepare a notarized sworn statement ahead of time.

Download the application form from the county website or pick one up at the Clerk-Recorder office. Fill it out completely. Include your name, address, phone number, and relationship to the deceased. Say how many copies you want. Most people order two or three copies because they need to give one to several different agencies.

For in-person requests, visit the Clerk-Recorder at 555 County Center in Redwood City during business hours. Bring a photo ID and your notarized statement if you need an authorized copy. Staff will process your request while you wait if the record is available on-site. Pay by cash, check, credit card, or money order. There may be a small convenience fee for credit card payments.

For mail requests, send the completed application, payment, and notarized statement if needed. Use a check or money order made out to San Mateo County Clerk. Do not send cash. Mail everything to County Clerk-Recorder, 555 County Center, 1st Floor, Redwood City, CA 94063. Processing takes two to four weeks in most cases. They will mail the certificate to the address on your application.

You can also order online through VitalChek. This is a third-party vendor authorized by California to process vital records requests. VitalChek adds a service fee of about $7 on top of the $26 state fee. Expedited shipping costs extra. Go to the VitalChek website and search for San Mateo County. Follow the prompts to enter the required information and upload your notarized statement if you need an authorized copy.

Authorized Copies vs Informational Copies

California law defines who can get an authorized certified copy of a death certificate. Authorized persons include the spouse, children, parents, grandparents, grandchildren, and siblings of the deceased. Domestic partners are also authorized. So are attorneys representing the estate and funeral directors who handled the remains. Government agencies can request authorized copies for official business.

To prove you are authorized, you must submit a notarized sworn statement. This statement declares under penalty of perjury that you are entitled to receive the record. Sign it in front of a notary public. The notary will stamp and sign it. Attach this to your application. Without it, you will get an informational copy instead.

An informational copy has all the same information as an authorized copy. The difference is a watermark across the face. It says the copy is informational and not a valid document to establish identity. Banks, insurance companies, Social Security, 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 request an informational copy. You do not need to prove a relationship or provide a notarized statement. The fee is the same at $26 per copy. Informational copies are useful for genealogy, family history research, and personal records. They just cannot be used for legal transactions.

Death Certificate Fees and Payment

San Mateo County charges $26 for each death certificate. This is the standard state fee. It covers the cost of searching the files and issuing one certified copy. If the county searches and does not find a record, they keep the fee. They issue a Certificate of No Public Record instead. This is a legal document stating they searched but did not locate a matching record.

If you order online through VitalChek, add their service fee. VitalChek charges about $7 for processing and standard shipping. Expedited shipping costs more. Credit card processing fees may also apply. Check the VitalChek website for current fees before you order.

You can pay by cash, check, money order, or credit card in person. For mail orders, use a check or money order. Do not send cash. Make checks payable to San Mateo County Clerk. If you order multiple copies of the same record, you pay $26 for each copy. There is no bulk discount.

Cities and Towns in San Mateo County

San Mateo County includes many cities and towns. Major cities include San Mateo, Daly City, Redwood City, South San Francisco, San Bruno, Pacifica, Burlingame, Foster City, Millbrae, San Carlos, Belmont, Half Moon Bay, Menlo Park, and Atherton. All death records for these places are kept by the County Clerk-Recorder in Redwood City.

No city in San Mateo County has its own vital records office. All requests must go through the county. If a death occurred anywhere in San Mateo County, the County Clerk-Recorder has the record. The city or town where the death happened will be listed on the certificate, but you cannot get it from the city directly.

Nearby County Death Records

San Mateo County is on the San Francisco Peninsula. San Francisco County is to the north. Santa Clara County is to the south. Alameda County is to the east across the bay. The Pacific Ocean is to the west. If the death did not happen in San Mateo County, contact the correct county office. Each county can only issue records for deaths within that county.