Getting a birth certificate might seem straightforward until you actually need one. Whether you’re applying for a passport, enrolling a child in school, or proving your identity for a new job, understanding how to request this essential document can save you significant time and frustration.
This guide walks you through everything you need to know about obtaining a birth certificate—from online ordering to in-person pickup, and from typical costs to special situations like adoptions and foreign births.
Key Takeaways
- A birth certificate is an official government record of your birth that serves as foundational proof of identity, citizenship, age, and family relationships for legal purposes throughout your life.
- You can request a birth certificate through three main methods: online through your state’s vital records office or an authorized online vendor, by mail with a completed application and payment, or in person at a local or state vital records office.
- Only authorized individuals can obtain a certified copy—typically the registrant (if an adult), parents, legal guardians, grandparents, adult children, spouses, and attorneys with proper documentation.
- There’s a critical difference between an authorized certified copy (valid for passports, IDs, and legal transactions) and an informational copy (marked “INFORMATIONAL, NOT A VALID DOCUMENT TO ESTABLISH IDENTITY” and useful only for genealogy or personal records).
- Processing times range from 5 to 30 business days depending on your state and the method you choose, with rush options and overnight delivery available for urgent needs at additional cost.
How Online Birth Certificate Ordering Typically Works
Many US vital records offices now accept online orders directly through their official websites or through authorized vendors. The processing itself is still handled by the state or local government agency where your birth certificate occurred, ensuring your certificate remains an official government document.
Here’s how the typical online ordering process works:
- Step 1: Fill out a secure online form with your personal information, including your full name at birth, date and place of birth, parents’ names, and the reason for your request. This usually takes about 5 to 15 minutes to complete.
- Step 2: Complete identity validation through electronic checks, knowledge-based security questions, or by uploading a copy of your government-issued ID. All data is protected through encryption.
- Step 3: The official state or local vital records office prints your certified birth certificate on security paper with a raised seal or embossed seal.
- Step 4: The finished certificate is mailed directly from the government office to your address using standard, priority, or overnight shipping, with tracking available for most delivery options.
Filling Out the Online Request Form
Accurate information on the application form prevents delays or rejections from the vital records office. Even small errors in spelling or dates can cause your request to be flagged for manual review.
- Enter your full legal name exactly as it appears on the original birth record, including any middle names
- Provide your complete date of birth in the format requested (for example, “July 12, 1994”)
- Include your place of birth with city, county, and state details
- List both parents’ full legal names, including your mother’s maiden name if requested
- Select the type of copy you need—an authorized certified copy for passports and legal identification, or an informational copy for genealogy research
- Indicate your relationship to the person named on the certificate and sign the digital statement under penalty of perjury. If you’re also looking for information on obtaining a death certificate apostille for Iran, consult this helpful guide.
Most forms take around 10 minutes to complete, and the fees should be displayed clearly before you submit payment with no hidden charges.
Verification of Identity and Eligibility
States must confirm both who you are and whether you’re legally allowed to obtain the certificate. This dual verification protects against identity theft and unauthorized access to vital statistics.
- Most systems accept a government-issued photo ID such as a driver’s license, US passport, or military ID
- Some applications require proof of your current address through a utility bill, lease, or bank statement
- Electronic identity checks may use third-party databases and ask security questions based on your credit history or public records
- Only authorized staff at the vital records office or vendor can access your personal data, following strict security standards
- Legal guardians or attorneys may need to submit supporting documents like court orders or signed authorization letters
Government Agency Processing and Printing
Even when you order a birth certificate online, the actual document is issued by the state or local vital records office where the birth occurred. The online system simply transmits your verified request to that agency.
- Staff at the agency locate your birth record in their database using your name, date of birth, place of birth, and parent details
- The record is verified against your application before printing
- Modern US birth certificates are printed on security paper featuring watermarks, micro-printing, and an official raised or embossed seal
- Standard processing times range from 5 to 30 business days depending on the state and current demand
- Rush processing may be available for an additional fee
- If the record cannot be found—for example, for births before statewide registration or unreported home births—the office will contact you and suggest alternative steps such as filing for a delayed birth record
Shipping and Delivery of Your Birth Certificate
Finished certificates are mailed directly from the issuing government office or its contracted service provider to the mailing address on your application. For more information on Oklahoma apostille services, click here.
- Regular first-class mail: The most economical option, typically included in the base fee
- Priority mail with tracking: Faster delivery with the ability to monitor your shipment status
- Overnight carriers: Available for urgent requests at higher fees, often recommended when you need documents for passport or immigration deadlines
Many services send tracking numbers by email or text so you can follow the delivery in real time, including those offering Missouri apostille services for document authentication.
When your certificate arrives, check the envelope for damage. Verify that all names, dates, and other details are spelled correctly. If you find any errors, contact the issuing office quickly to request corrections—most offices have procedures for amending mistakes without requiring you to pay the full fee again.
What a Birth Certificate Is and Why It Matters
A birth certificate is the official legal record created by a government—usually at the state or local level—at the time of your birth. It documents your identity, the circumstances of your birth, and your parentage, serving as the foundational document for proving who you are throughout your life.
- Common elements on a US birth certificate: full name, date and time of birth, place of birth (hospital, city, county, state), sex, and parents’ names and birthplaces
- Typical uses include:
- Obtaining a first US passport
- Applying for a Social Security card
- Enrolling in school or college
- Applying for government benefits
- Proving age or citizenship for employment (I-9 verification)
- Establishing eligibility for dual citizenship
Most agencies require a certified copy with an original raised or embossed seal printed on security paper. Photocopies, scans, or hospital keepsake certificates are generally not accepted for legal purposes.
Each US state and territory—California, Pennsylvania, New York, New Jersey, Puerto Rico, and others—issues its own birth certificates with slightly different formats and security features. This decentralized system means you must request your certificate from the vital records office in the state where you were born, not where you currently live.
Authorized Certified Copies vs. Informational Copies
When ordering a birth certificate, you’ll often see two types of copies available. Choosing the right one matters depending on what you need the document for.
| Feature | Authorized Certified Copy | Informational Copy |
| Legal validity | Full legal document | Not valid for legal purposes |
| Accepted for passports | Yes | No |
| Accepted for REAL ID | Yes | No |
| Accepted for Social Security | Yes | No |
| Typical marking | Official seal, registrar signature | “INFORMATIONAL, NOT A VALID DOCUMENT TO ESTABLISH IDENTITY” |
| Common uses | Passports, IDs, employment, benefits | Genealogy, family history research, personal records |
| Who can obtain | Restricted to authorized parties | Often available to broader range of requesters |
Authorized certified copies are full legal documents accepted for passports, state IDs, REAL ID driver’s licenses, Social Security cards, and immigration cases. They feature the registrar’s signature and an official seal.
Informational copies typically carry printed wording such as “INFORMATIONAL, NOT A VALID DOCUMENT TO ESTABLISH IDENTITY.” These copies work for family history research, genealogy projects, or personal record-keeping—but they won’t be accepted for any legal transaction requiring proof of identity or citizenship.
Some states restrict who may receive authorized certified copies but allow broader access to informational versions, making them useful for distant relatives researching family trees.
Who Can Obtain a Certified Birth Certificate
For privacy and security reasons, states limit who can obtain a certified birth certificate, especially for recent births within the last 100 years.
- Typically eligible parties include:
- The person named on the certificate (the registrant), if an adult
- Parents listed on the certificate
- Legal guardians with documentation
- Grandparents
- Adult children
- Spouses
- Legal representatives such as attorneys with proper authorization
Many states have minimum age rules. For example, applicants may need to be at least 16 or 18 years old to order their own certificate, depending on state law.
Third parties must generally provide proof of legal interest—a court order, power of attorney, or documented property or estate claim—before the vital records office will process their request.
For instance, Pennsylvania requires the requester to be an eligible family member or legal representative, with age verification required for both in-person and mail orders.
Special Cases: Deceased Persons, Adoptions, and Attorneys
Special rules often apply for birth certificates of deceased individuals, adopted persons, and cases handled by legal professionals.
- Deceased persons: Close relatives such as surviving spouses, adult children, or estate executors may request a deceased person’s birth certificate. Most offices require proof of relationship and sometimes a death certificate to verify the request.
- Adoptions: In many US states, an amended birth certificate is created after adoption, replacing the original parents’ names with the adoptive parents’ information. Access to the original “pre-adoption” record is tightly regulated and may require court permission, a court order, or completion of specific state forms.
- Attorneys: Lawyers can often request copies on behalf of clients if they provide evidence of representation—typically a signed authorization letter and their bar number along with the application.
Nonprofit organizations and social service agencies working on behalf of clients may have special procedures available through the vital records office to help individuals obtain necessary documents.
Identification and Documents You Need to Apply
Most vital records offices will not process a request without proper identification and supporting documentation. Having your documents ready before you submit your application saves time and prevents rejection.
Primary identification typically includes:
- Unexpired state driver’s license
- State ID card
- US passport
- US military ID
- Permanent resident card (green card)
For mail orders, you may also need:
- A photocopy of your primary ID
- A document showing your current address, such as a recent utility bill, lease, or bank statement
Some offices accept two secondary documents in place of one primary ID when necessary. Secondary documents might include:
- Work ID or college ID
- Pay stub or W-2 form
- Medical insurance card
- High school yearbook photo page
Make sure the names and addresses on your application match your ID documents. Mismatches can trigger manual review or outright rejection of your request.
Proving Relationship and Legal Interest
Beyond confirming your identity, many applicants must prove they have a legal right to obtain the certificate.
- Parents can usually demonstrate their relationship by showing their own names listed on the child’s birth certificate, along with their ID
- Spouses, children, or other relatives may need documents such as a marriage certificate, their own birth certificates, or court orders to demonstrate the connection
- Legal guardians commonly need certified copies of guardianship papers or custody orders signed by a court
- Attorneys must provide a signed authorization from their client or submit the request on official letterhead with their bar number
Be aware that submitting forged or altered documents can lead to denial of your request, and potentially serious legal penalties. Vital records offices verify documents carefully to protect the integrity of these foundational identity records.
How to Request a Birth Certificate: Online, Mail, and In‑Person
Each US state and city offers multiple methods to request a birth certificate, with slightly different fees and timelines. The NYC Health Department, Pennsylvania Department of Health, and New Jersey Office of Vital Statistics and Registry each maintain their own procedures.
| Method | Typical Timeline | Convenience | Cost |
| Online | 5-15 business days | Highest—complete from home | Base fee + service/shipping fees |
| 2-6 weeks | Moderate—requires printing forms | Base fee + postage (check or money order) | |
| In person | Same day to 3 days | Requires visit but fastest | Base fee only |
Online process: Visit the official state or city vital records website or its authorized online vendor. Complete the secure form, upload ID if required, pay fees by credit or debit card, and wait for processing and shipment.
Mail requests: Download and print the application form from the vital records website. Complete it by hand, enclose photocopies of your ID and payment (typically a check or money order payable to the agency), and mail everything to the address listed on the form.
In-person requests: Visit the vital records office with your original ID, a completed application, and payment. Some offices require appointments while others accept walk-ins during business hours. This method typically provides the fastest turnaround.
Online orders in some states can be processed in 5-10 business days with rush options, while mail orders may take several weeks depending on volume and season.
State and Local Examples (NYC, Pennsylvania, New Jersey)
Procedures vary by jurisdiction, so always confirm details with the official website for your place of birth before submitting your application.
New York City: The NYC Health Department issues birth certificates only for births that occurred in the five boroughs—Manhattan, Brooklyn, Queens, the Bronx, and Staten Island. You can order online, by mail, or in person at a walk-in center. Online ordering is generally the fastest option.
Pennsylvania: Pennsylvania birth certificates are printed on security paper with a raised seal. Eligible applicants must be 16 or older for both in-person and mail orders, and must provide acceptable ID. The Pennsylvania Department of Health handles all requests for births occurring anywhere in the state.
New Jersey: The New Jersey Office of Vital Statistics and Registry processes all birth certificate requests for New Jersey births. Applicants must select the type of certified copy they need and indicate on the application whether an Apostille Seal is needed for international use.
If you were born in a different state from where you currently live, use resources from the National Center for Health Statistics (NCHS) website to locate the correct vital records office for your birth record.
Costs, Processing Times, and Apostille Seals
Fees and processing times vary widely between states. Additional services like rush processing, overnight delivery, and apostille certification add to the total cost.
Typical costs:
- State fees for a certified birth certificate generally range from $15 to $35 per copy
- Online vendor service fees may add $5 to $15 on top of the state fee
- Additional certified copies are often discounted when ordered at the same time
Processing times:
- Standard processing: 5-30 business days
- Factors that slow things down: peak travel seasons (spring and summer), incomplete applications, older records requiring manual verification
Expedited options:
- Same-day issuance may be available for in-person requests at some offices
- Rush online orders with overnight shipping typically cost an extra $25-$50 or more
An apostille is a special certification needed when you plan to use a US birth certificate in another country that is part of the Hague Apostille Convention. The apostille process usually involves obtaining a certified copy first, then sending it to the designated state authority (often the Secretary of State’s office) for apostille certification.
When You Need an Apostille on a Birth Certificate
An apostille confirms the authenticity of your birth certificate for foreign governments. You may need one for international marriage, establishing residence abroad, claiming dual citizenship, or international adoption proceedings.
Typical apostille process:
- Request a certified birth certificate from the vital records office
- Indicate on your application if an apostille may be needed (some states offer a combined service)
- Submit the certified certificate to the state authority that issues apostilles
- Receive the certificate back with the apostille attached
Not all countries require an apostille. Some nations outside the Hague Convention require consular legalization instead—a different process involving your destination country’s embassy or consulate. Always verify requirements with the foreign government before you begin.
Plan for extra time—often several additional weeks—for apostille processing. If your document must go through both state and federal steps, the timeline extends further.
Important: Apostilles are attached directly to the certified copy. Do not laminate or permanently alter the document after receiving it, as this may invalidate the apostille.
FAQ
What if my birth was never officially recorded or the record cannot be found?
Some older births or home births may never have been registered with the state. If the vital records office cannot locate your record, you may need to file for a delayed birth record. This typically requires alternative documentation such as early school records, baptismal certificates, census entries, or affidavits from family members. In complex cases, a court order may be necessary to establish your birth record legally.
Can I use a hospital souvenir birth certificate instead of a certified government copy?
No. Hospital “baby” certificates, decorative keepsake documents, and footprint cards are not legal vital records. They are almost never accepted for passports, driver’s licenses, Social Security applications, or any government purposes. Only a certified birth certificate from a state or local vital records office—with an official seal—is valid for legal purposes.
How do I replace a lost or damaged birth certificate?
You request a new certified copy from the vital records office in the state or city where you were born. Follow the same application steps as you would for a first-time request: provide ID, pay the required fees, and prove your relationship if ordering on behalf of someone else. Vital records offices don’t “renew” old certificates—they issue fresh certified copies from the original record.
What if my name was changed after birth?
If a court changed your legal name through marriage, divorce, or other legal action, you typically have two options. You can present both your original birth certificate and the court order as proof of your identity, or you can request an amended birth certificate from the vital records office that adds your new legal name to the record. State laws vary on amendment procedures, so contact the office where you were born for specific instructions.
I was born outside the United States—do I still get a US birth certificate?
People born abroad to US citizen parents do not receive a US state birth certificate. Instead, the US Department of State may have issued a Consular Report of Birth Abroad (CRBA) at the time of your birth. To obtain copies or replacement documents, contact the US Department of State or the US embassy or consulate that issued the original document. If you became a citizen through your parents after birth, you may have a USCIS Certificate of Citizenship instead.
