Search Sangamon County Death Records

Sangamon County death records are split between two offices depending on when the death occurred. The Sangamon County Clerk handles records from 1877 through 1984, while the Springfield City Clerk manages records from 1985 to the present. This page explains both offices, what to bring, who can request records, and how to reach IDPH if neither local office can help.

Sangamon County Clerk's Office

The Sangamon County Clerk, Don Gray, oversees vital records for deaths recorded in the county between 1877 and 1984. The office is at 200 S. Ninth Street, 1st Floor, Springfield, IL 62701. The phone number is (217) 753-6700, TDD (217) 753-6742, and fax (217) 535-3233. Office hours are Monday through Friday, 8:00 AM to 4:30 PM. You can also email the vital records team at vitalrecords@sangamonil.gov.

The Director of Vital Records is Kelley Bergae, reachable directly at (217) 753-6705. The county clerk's office charges $29.00 for the first copy of a death certificate and $11.00 for each additional copy ordered at the same time. Death records at this office go back to 1877, making it a key resource for historical and genealogical research.

Absolutely no information can be given over the telephone regarding vital records. Under Illinois State Law, specifically 410 ILCS 535, only specific individuals have legal access. Vital records are not public information and are not subject to the Freedom of Information Act. More information is available at sangamonil.gov.

The Sangamon County death records page explains the county's vital records process, fees, and which office handles different time periods.

The county's online death records page is the best starting point to confirm which office holds the specific record you need based on the year of death.

Springfield City Clerk: Records from 1985 to Present

An important detail specific to Sangamon County: death records from 1985 to the present are managed and distributed by the Springfield City Clerk's Office, not the county clerk. This applies to all Sangamon County death records from that year forward, not just deaths that occurred in the city of Springfield.

The Springfield City Clerk serves as the Local Registrar for these records. The office is at 300 S. Seventh Street, Room 106, Springfield, IL 62701. You can reach them at 217-789-2180 or by email at Vital.Records@Springfield.IL.US. The fee at the city clerk's office is $17.00 for the first copy and $7.00 for each additional copy ordered at the same time.

If you need a death certificate for a death that occurred in Sangamon County in 1985 or later, start with the Springfield City Clerk rather than the county clerk. Going to the wrong office will add time to your request. Full information about birth and death records from the city clerk is available at cityclerk.springfield.il.us.

The Springfield City Clerk birth and death records page explains how to request Sangamon County death certificates for deaths from 1985 to the present.

The Springfield City Clerk page confirms the fee schedule, what ID is required, and how to submit a request for more recent death records in Sangamon County.

Who Can Request Sangamon County Death Records

Access to death records in Sangamon County follows state law. Under 410 ILCS 535/24, only certain people can legally receive a certified copy. The applicant must be immediate family (mother, father, brother, sister, spouse, or child) or must be the informant listed on the death record. No information will be given over the telephone.

Genealogical researchers can request uncertified copies for records that are at least 20 years old. All applicants must provide valid government-issued photo ID. Anyone who does not meet the eligibility criteria will not receive a certified copy, regardless of their reason for requesting it.

Note: If you are unsure which office holds the record or whether you qualify, call the Sangamon County Clerk at (217) 753-6700 before submitting.

Fees and Payment

Fees differ between the two offices. The Sangamon County Clerk charges $29.00 for the first certified copy and $11.00 for each additional copy requested at the same time. The Springfield City Clerk charges $17.00 for the first copy and $7.00 for additional copies. Make sure you are contacting the right office for the year of death before you submit payment.

For mail requests to either office, pay by check or money order. Do not send cash. Online orders can be placed through VitalChek, which adds a vendor service fee on top of the certificate cost. Save your payment confirmation in case you need to follow up.

The Sangamon County Clerk contact page provides direct contact details for the vital records staff and the Director of Vital Records.

Contacting the vital records staff directly before submitting your request can save you time and help you confirm the correct office and fee for the record you need.

Illinois Department of Public Health

IDPH maintains statewide death records for all deaths that occurred in Illinois. If neither the Sangamon County Clerk nor the Springfield City Clerk can find the record you need, IDPH is your next option. IDPH Vital Records is at 925 E. Ridgely Avenue, Springfield, IL 62702-2737, phone (217) 782-6554, available 10am to 3pm weekdays. See the IDPH death records page for full details.

Standard mail orders through IDPH take around 12 weeks. Urgent requests with proof of need take 5 to 7 business days.

Cities in Sangamon County

The city of Springfield is both the county seat of Sangamon County and the capital of Illinois. It is the largest city in the county and the one that qualifies for a dedicated city page on this site. Other communities in the county file records through the same county and city clerk system described above.

Nearby Counties

If the death you are researching occurred in a neighboring county, contact that county's clerk directly. Each office is independent from Sangamon County's system.