How to Obtain Vital Records

Vital records document life events. Know exactly what you're requesting:

Types of Vital Records:

• Birth certificates

• Death certificates

• Marriage certificates/licenses

• Divorce decrees/certificates

• Domestic partnership records

Certificate Types:

• Certified copy: Official document with state seal

• Informational copy: Marked 'not valid for legal purposes'

• Long form: Contains all recorded information

• Short form: Summary/abstract version

Most official purposes (passport, SSN, benefits) require certified long-form copies.

Vital records are typically maintained by the state or county where the event occurred:

Where Records Are Kept:

• Birth: State of birth (city/county may have copies)

• Death: State where death occurred

• Marriage: County where license was issued

• Divorce: County where divorce was finalized

Important Notes:

• Event location matters, not where you live now

• Some states have statewide vital records offices

• Others require requests to specific counties

• Records before ~1900 may be with county clerks only

If you don't know where an event occurred, you may need to search multiple jurisdictions.

Not everyone can obtain every vital record. Access rules vary by state:

Generally Eligible Requesters:

• Person named on the record (for birth/marriage)

• Parents of the person named

• Immediate family members

• Legal guardians or representatives

• Attorneys with written authorization

• Government agencies for official purposes

Death Certificate Access:

• Often more broadly available

• Some states sell informational copies to anyone

• Cause of death may be restricted

You'll need to prove your relationship and may need to provide:

• Valid government ID

• Proof of relationship (your birth certificate)

• Power of attorney or court order

Each vital records office has its own application form:

Information Typically Required:

• Full name on the record

• Date of the event (or range if unknown)

• Place of the event (city, county, state)

• Parents' names (for birth certificates)

• Your relationship to the person

• Purpose of the request

• Number of copies needed

For Birth Certificates, Also Include:

• Birth name (if different from current)

• Hospital name (if known)

• Mother's maiden name

Complete all fields accurately. Incomplete applications cause delays.

Multiple methods exist for requesting vital records:

Request Methods:

• Online: Fastest for many states (VitalChek, state portals)

• Mail: Complete form, include payment and ID copies

• In-person: Visit vital records office during business hours

• Phone: Some states allow phone orders with credit card

Typical Fees (vary by state):

• Birth certificate: $15-35

• Death certificate: $15-30

• Marriage certificate: $10-25

• Additional copies: $5-15 each

• Rush processing: $10-30 extra

Acceptable Payment:

• Credit/debit cards (online/phone)

• Money orders (mail requests)

• Personal checks (some states)

• Cash (in-person only)

Processing times depend on the state and request method:

Typical Processing Times:

• Online with rush: 3-7 business days

• Standard online: 2-4 weeks

• Mail requests: 4-8 weeks

• In-person: Same day to 1 week

Delivery Options:

• Standard mail (included in base fee)

• Expedited shipping (additional fee)

• Express/overnight (highest cost)

When You Receive Documents:

• Verify all information is correct

• Check for required seals and signatures

• Request corrections immediately if errors found

• Store safely—replacements take time

Some states now offer electronic certified copies for certain uses.