Sonoma County Obituary Database

Sonoma County has death records for events that occurred in the county from 1873 to the present. The Clerk-Recorder-Assessor office in Santa Rosa maintains these records. They cannot issue death certificates for deaths that happened someplace other than Sonoma County. The fee is $26.00 per copy. The County Clerk receives a death certificate about one month after the death occurs. All persons who do not qualify as authorized under state law will get a Certified Informational Copy with a watermark. This watermark says the document is informational and not a valid document to establish identity. All signatures and social security numbers are redacted on informational copies.

Sonoma County Clerk-Recorder-Assessor Office

The Clerk-Recorder-Assessor office is at 585 Fiscal Drive, Room 103, Santa Rosa, CA 95403. This is the main location for all vital records in Sonoma County. Call them at (707) 565-3800 with questions about death certificates. For automated information 24 hours a day, call (707) 565-3700. You can also send an email to ClerkRecorder@sonomacounty.gov.

Staff can help you determine what type of copy you need. They can tell you if a death record is on file. They do not give out details from the certificate over the phone, but they can confirm if they have the record in their system. Always call ahead if you are not sure whether a record is available, especially for very recent deaths.

Visit the Sonoma County death certificates page for current information. This page explains the fees, the request process, and what documents you need. It also describes the difference between authorized and informational copies. You must be an authorized person under California law to get a copy without the informational watermark.

Sonoma County has maintained death records since 1873. That is one of the longest continuous collections in California. Early records may be on microfilm or in archived storage. If you need a very old death certificate, ask the clerk how long it will take to retrieve it. Most records from recent decades are kept on-site and can be copied quickly.

The County Clerk receives death certificates about one month after the death occurs. The funeral home or coroner files the initial paperwork with the county health department. After processing, the record is sent to the Clerk-Recorder for permanent storage and public access. If you need a certificate for a very recent death, call first to see if it has been filed yet.

Note: Sonoma County can only issue death records for deaths that occurred within county borders.

Informational Copies with Redactions

If you are not an authorized person under state law, you will receive a Certified Informational Copy. This copy has a watermark across the face. The watermark says the document is informational and not a valid document to establish identity. You cannot use this copy to establish your own identity or anyone else's identity.

Informational copies also have redactions. All signatures on the certificate are blacked out or removed. The social security number of the deceased is also redacted. This protects the privacy of the deceased and prevents identity theft. Other information on the certificate remains visible, including the name, date of death, place of death, and cause of death.

Banks, insurance companies, Social Security, and most legal agencies will not accept informational copies. They need the authorized version for legal and financial transactions. If you need a death certificate for one of these purposes, you must be an authorized person and provide a notarized sworn statement.

Informational copies are useful for genealogy and family history research. They provide key facts about the death without compromising privacy. The fee is the same for both types of copies. You do not get a discount for accepting an informational copy instead of an authorized copy.

Who Qualifies as an Authorized Person

California law defines who can receive an authorized certified copy of a death certificate. The list includes immediate family members. This means a spouse, child, parent, grandparent, grandchild, or sibling of the deceased. Domestic partners are also authorized. So are attorneys representing the estate or the deceased person. Funeral directors and their employees who handled the remains can request authorized copies.

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 the document. Attach this to your application. Without it, the county will issue an informational copy instead of an authorized copy.

Government agencies and law enforcement can get authorized copies for official purposes. They must show proof of their official capacity. Members of the public who do not fit into any of these categories will receive informational copies even if they ask for an authorized copy.

Steps to Request a Death Certificate

First, gather information about the deceased. You need the full name and the date or approximate year of death. Knowing the city or location where the death occurred helps. If you have the file number or certificate number, include that. It makes the search faster. If you are requesting an authorized copy, prepare your 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, mailing address, phone number, and your relationship to the deceased. Say how many copies you want. Most people order two or three because agencies keep the copy and do not return it.

For in-person service, visit the office at 585 Fiscal Drive in Santa Rosa during business hours. Bring a photo ID and your notarized statement if you need an authorized copy. Staff will search the records and print a certified copy. If the record is on-site, you can get it while you wait. Pay by cash, check, or money order.

For mail requests, send the completed application, payment, and notarized statement if needed. Use a check or money order made out to Sonoma County Clerk-Recorder. Do not send cash. Mail everything to Clerk-Recorder, 585 Fiscal Drive, Room 103, Santa Rosa, CA 95403. Processing takes two to four weeks for most mail orders. They will mail the certificate to the address on your application.

Death Certificate Fees

Sonoma County charges $26 for each death certificate. This matches the state fee. The fee covers the cost of searching the records and issuing one certified copy. If the county searches and does not find a record, they keep the fee. You will get a statement saying no record was found instead of a certificate.

Each additional copy of the same record costs $26. There is no discount for ordering multiple copies at once. If you need five copies, you pay $130 total. Many people order several copies because they need to give them to different agencies. Banks, insurance companies, and government offices all require their own certified copy. They do not return it after they review it.

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. Make checks payable to Sonoma County Clerk-Recorder. Some counties accept credit cards, but Sonoma 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 Sonoma County

Sonoma County includes many cities and towns. Major cities include Santa Rosa, Petaluma, Rohnert Park, Cotati, Sebastopol, Sonoma, Windsor, Healdsburg, and Cloverdale. Unincorporated areas include places like Guerneville, Occidental, Jenner, Bodega Bay, and Annapolis. The Clerk-Recorder in Santa Rosa handles death certificates for all of these locations.

No city in Sonoma County has its own vital records office. All requests must go through the county. If a death occurred anywhere in Sonoma County, the 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.

Note: Always verify the county of death before ordering to avoid wasted fees.

Nearby County Death Records

Sonoma County is in the North Bay region of California. Mendocino County is to the north. Lake County is to the northeast. Napa County is to the east. Marin County is to the south. The Pacific Ocean is to the west. If the death did not happen in Sonoma County, contact the correct county office. Each county can only issue records for deaths within that county.