Monroe County Death Index Search

Monroe County death index records are managed through a dedicated Office of Vital Records, making this county one of the better-organized in New York for death record searches. The office holds records from 1880 to the present and operates by appointment only. Monroe County is home to Rochester, the third largest city in New York State, and its vital records office serves a large population across many towns and villages. Unlike most New York counties where you must contact individual town clerks, Monroe County centralizes vital records access through one office, which simplifies the death index search process considerably.

Monroe County Office of Vital Records

The Monroe County Office of Vital Records is at 740 East Henrietta Road, Rochester, NY 14623. Phone is (585) 753-5141. Fax is (585) 753-5961. The office is open Monday through Friday, 9am to 3pm. Walk-ins are not accepted. You must book an appointment.

Schedule your appointment through Monroe County Vital Records Setmore. Appointments fill up fast, so book as far in advance as you can. The office handles birth, death, and marriage records for all of Monroe County.

The office holds death records from 1880 to the present. Pre-1928 records are transcriptions only. For full images of records from before 1928, you need to contact the NYS Department of Health. Records from 1928 forward are available as full certified copies at the county level.

Death Index Records and Fees

The fee for a certified death record copy from Monroe County is $30. Payment methods include cash, check, money order, and credit cards (Mastercard, Visa, and Discover). If you visit in person with an appointment, certified copies can be issued while you wait. That is much faster than the state office.

Genealogy requests take longer. Expect 8 to 10 weeks for genealogy copy processing at the Monroe County level. This is still far better than the 8-plus months the state takes.

You need valid ID to pick up records in person. Accepted forms include a driver's license, state ID card, passport, or military ID. If you cannot show one of these, you can bring two pieces of official mail with your name and address. Third-party pickups are discouraged. The office prefers that the person who requested the record pick it up themselves.

Online Ordering for Monroe County Death Records

Monroe County offers online ordering through vr.monroecounty.gov. This portal lets you request death certificates without visiting the office. You will need to create an account and provide details about the record you are looking for.

Online orders are processed and mailed to you. Processing time varies depending on the type of request. Certified copies are generally faster than genealogy requests. The $30 fee applies to online orders as well, plus any credit card processing charges.

This online system sets Monroe County apart from most other counties in New York. Very few counties offer web-based ordering for vital records. It makes the Monroe County death index more accessible to researchers who cannot visit in person.

State Death Index Access

The NYS Department of Health also holds Monroe County death records from 1880 forward. You can request copies by writing to PO Box 2602, Albany, NY 12220-2602 or calling (855) 322-1022. Genealogy fees range from $22 for 1 to 3 years up to $202 for 81 to 90 years.

The NYS Archives has free microfiche death indexes. These are useful when you do not have an exact date. The indexes list name, date, place of death, and certificate number. You can use the certificate number to order a copy from either the county or the state.

Under 10 NYCRR 35.4, death records follow specific filing and access rules. Vital records are not available through FOIL. Death indexes become public after 50 years. Direct-line descendants can request records regardless of age with proof of relationship.

Death Index Search Tips for Monroe County

Monroe County's centralized system makes searching easier than in most New York counties. You do not need to figure out which town clerk to contact. The Office of Vital Records covers the entire county.

For deaths before 1880, records are sparse. Church records, cemetery records, and newspaper obituaries are your best sources for this period. The Rochester Public Library and the Rochester Museum and Science Center have local history collections that may help.

If you need a record for dual citizenship purposes, the Monroe County office notes that pre-1928 records are transcriptions only. For those, contact the NYS DOH directly. They hold the full original images for the entire state.

Under 10 NYCRR 35.4, New York governs how death records are filed and who can access them. Vital records are not subject to FOIL requests. Direct-line descendants can request records regardless of age if they provide proof of their relationship to the deceased.

Pre-Adoption Birth Certificates

While not directly related to death index records, Monroe County notes that adult adoptees aged 18 and older can access pre-adoption birth certificates since January 15, 2020. This can be relevant when tracing family members through death records, as the birth certificate may identify biological parents whose death records you then want to find.

Cities in Monroe County

Rochester is the county seat and largest city. Greece is the largest town by population. Irondequoit is another large town north of Rochester. All three have pages on this site. Death records for residents of these areas are handled through the Monroe County Office of Vital Records.

Nearby Counties

Monroe County borders Wayne County to the east, Ontario County to the southeast, Livingston County to the south, Genesee County to the southwest, and Orleans County to the west. Lake Ontario forms the northern border. Death records in neighboring counties use the standard town clerk system, unlike Monroe County's centralized approach.