Whether you’re applying for a passport, changing your name, researching your family tree, or just trying to get your paperwork in order, having the right vital records, like a birth certificate, is essential.
But figuring out how (and where) to request these documents can feel like a nightmare, especially if it’s your first time dealing with government forms. Each state has its own system, and what works in one place might be completely different in another.
We put together this official government vital records guide to help you understand exactly what to do, no matter where in the United States you’re requesting from. From how to find the right office to whether you should order online or go in person, this article will walk you through every step of the process.
What are Vital Records?
In a nutshell, vital records are official government documents that record life’s major milestones. These include birth certificates, death certificates, marriage certificates, and divorce records.
These vital records serve as legal proof of identity, relationships, and important life events. That’s not all — they’re also one of the first things you’ll need for things like applying for a passport, requesting Social Security benefits, school enrollment, insurance claims, and even genealogy research!
However, there is a small catch: there’s no nationwide database or “central hub” for vital records in the United States. Instead, each state (and in some cases, each city or county) maintains its own vital records system. That’s why it is also important to understand where to request your vital records.
Many people mistakenly think that they can get documents at their nearest office, but that’s not true. In other words, you must request the document from the state or county where the event (i.e. marriage or birth) actually took place.
How to Get Vital Records
At the moment, there are two ways to get vital records: request them directly through the vital records office, or order online through an authorized service. We’ll break it down step by step here:
Step 1: Identify the Correct Jurisdiction
Before you fill out any forms, you need to figure out where the event was recorded.
Was the birth in a small rural town like Truth or Consequences, New Mexico (yes, it’s a real place)? Did the marriage take place in Nevada, or was it a courthouse wedding in New York? Was the divorce finalized in San Francisco, even though neither parties lived there anymore?
For example, let’s say your grandmother was born in Staten Island, New York City. Even though New York State has a vital records office, births that happen within NYC’s five boroughs are handled by the New York City Department of Health (and not the state).
If you accidentally send your request to the wrong office, you could be facing major delays. It’s best to always double-check whether the record is held by the local city or county office, or the state registrar.
Step 2: Choose Whether to Apply In-Person vs Online
Once you know where to apply, your next step is deciding how to make your request.
While going in person might seem like the straightforward option, it can also mean long lines, limited office hours, and the occasional “sorry, we only take checks” surprise.
That’s one of the reasons why more and more people are choosing to apply online. Trusted services like USBirthcertificates handle everything securely and send your request to the correct government office.
The online application typically takes less than 10 minutes and allows you to upload the necessary files, pay securely, and track your order status. It’s fast, convenient, and especially helpful if you live out of state.
Step 3: Fill out the Application Form
Whether you apply online or in-person, you’ll need to provide a few pieces of information about the person whose record you’re requesting.
This includes their full legal name, date and place of birth (or death or marriage, depending on which vital record is requested), and in some cases, the names of their parents or spouse.
If you’re applying on someone else’s behalf (such as a parent requesting their child’s birth certificate, or an adult child handling paperwork for a deceased parent) you may be asked to show proof of your relationship or provide a signed authorization form. Each state has slightly different rules about who can request which records, so be sure to check before you apply.
At the end, you’ll be asked to pay the vital record fee, as well as any service fee.
Step 4: Wait
After that, all that’s left to do is wait for your documents to arrive. Processing times vary depending on the state and how you applied.
For example, the waiting time to receive a birth certificate from California (the most populous state!) is anywhere from 12 to 14 weeks, compared to 2 to 5 weeks in South Dakota (the 46th most populous state).
Many services offer expedited shipping or priority processing for an extra fee, which can be helpful if you’re in a rush.
The New Jersey Digest is a new jersey magazine that has chronicled daily life in the Garden State for over 10 years.