Apostille USA

Replacing a Birth Certificate

Key Takeaways

You can replace a lost, damaged, or incorrect birth certificate through the vital records office in the state or city where the birth occurred—for example, the NYC Department of Health for births in the five boroughs, or the NYS Department of Health for other New York counties.
The fastest replacement method in most U.S. jurisdictions is an authorized online service such as VitalChek, but mail and in-person options are usually cheaper.
Typical costs range from $15–$30 per certified copy plus online or expedite fees, with standard processing taking 2–8 weeks and express shipping options available for faster delivery.
Only certain people can request a replacement: the person named on the certificate (if 18+), parents listed on the certificate, legal guardians, or others with court orders or legal interest—and valid ID is always required.
Corrections to name spelling, parents’ details, or gender markers often require supporting documents or a court order, and may involve a separate process from simple replacement.

Your birth certificate is one of the most important documents you’ll ever need. It’s the foundation for getting a passport, applying for a driver’s license, enrolling in school, and proving your identity for countless legal and administrative purposes.

But what happens when that document goes missing, gets damaged beyond recognition, or contains an error that needs fixing?

The good news is that replacing a birth certificate is a straightforward process once you understand how it works. The less convenient news is that the U.S. doesn’t have a single federal agency that issues these records. Instead, each state, territory, and major city maintains its own vital records system with its own rules, fees, and timelines.

This guide walks you through everything you need to know—from determining eligibility and finding the right government agency to understanding costs, gathering documents, and handling special situations like corrections or records for deceased relatives.

Who Can Replace a Birth Certificate and When You Need One

Before diving into the replacement process, it helps to understand who’s eligible to request a new certified birth certificate and the common situations that trigger this need.

Common Reasons for Replacement

People typically need to replace a birth certificate when using it for international purposes that require authentication. In such cases, Connecticut apostille services can help expedite the document authentication process.

The original was lost, stolen, or destroyed
The document has become damaged, faded, or illegible over time
They’re applying for a U.S. passport or Real ID–compliant driver’s license
Immigration paperwork requires proof of citizenship or identity
School enrollment or employment verification requires a certified copy
They need to apply for or correct a Social Security card
A name change (through marriage, divorce, or court order) requires updated documentation
A gender marker update is needed

Carrying your original birth certificate is discouraged for everyday use. Store it securely at home and use certified copies when needed to minimize the risk of loss or theft.

Who Can Request a Replacement

Eligibility rules are fairly consistent across U.S. jurisdictions, though specific requirements vary:

The person named on the certificate (typically must be at least 18 years old in many states, including Washington DC)
A parent listed on the certificate (mother or father whose name appears on the record)
A legal guardian with official guardianship papers
A legal representative with notarized authorization or a court order
A surviving spouse or court-appointed personal representative for deceased individuals

Many U.S. states treat birth certificates as confidential records for 75–100 years after the date of birth. This means unrelated third parties generally cannot request a copy without specific legal authority, such as a court order demonstrating a legitimate need.

Born Outside the U.S.?

If the person was born in a foreign country to U.S. citizen parents, they may need to replace a Consular Report of Birth Abroad (CRBA) through the U.S. Department of State rather than a state vital records office. Those born abroad without U.S. citizen parents would need to contact the civil registry of the country where birth occurred or that country’s consulate for replacement records.

Where to Request a Replacement Birth Certificate

The most important rule when replacing a birth certificate is simple: you must request it from the jurisdiction where the birth occurred, not where you currently live.

This section outlines how to identify the correct government agency based on place of birth.

Finding the Right Office

The office you contact depends entirely on where you were born:

Born in New York City (any of the five boroughs): Contact the NYC Department of Health and Mental Hygiene
Born elsewhere in New York State (Nassau, Suffolk, upstate counties, etc.): Contact the New York State Department of Health Vital Records Section
Born in a major Texas city like San Antonio: Contact the Bexar County Clerk’s office or Texas Vital Statistics Unit
Born in other states: Contact that state’s vital records office or the county registrar where birth occurred

State vs. County Options

Many states offer both state-level and county or city-level ordering options:

State offices often have standardized online systems but may have longer processing times
County or city offices may offer faster in-person service but could have more limited hours
Fees and processing times can differ between these options, so check both if speed or cost matters to you

Some jurisdictions distinguish between “short form” (abstract) and “long form” (full) birth certificates. The long form typically includes more detailed information like parents’ birthplaces, hospital name, and time of birth. For passports and most official purposes, the certified copy must show your full name, date of birth, place of birth, and parents’ names.

Using Official Online Portals

Most U.S. state and city vital records offices partner with an authorized online vendor (often VitalChek) for official online orders. When you order online through these services:

Always navigate to the ordering portal through links on the government’s official .gov website
Avoid third-party sites that charge excessive fees for the same service
Look for security indicators like HTTPS and official seals

International Births

For people born in another country, the replacement is typically obtained from:

That country’s civil registry office
The country’s consulate or embassy in the U.S.
Some countries issue multilingual “international” birth extracts suitable for use abroad

How to Replace a Birth Certificate Online, by Mail, or In Person

Once you’ve identified the correct office, you have three main methods for submitting your request. Each has trade-offs between convenience, cost, and speed.

Online Requests

Online ordering is typically the fastest and most convenient option:

Visit the state or city vital records website
Follow links to the official online ordering portal (often VitalChek or a similar authorized vendor)
Complete the secure application form—usually takes 5–10 minutes
Provide identifying information including full name at birth, date of birth, and parents’ names
Pay by credit or debit card
Upload or fax copies of your ID if required by that jurisdiction

Expect to pay: State fees plus vendor convenience fees (often $10–$20 additional). The trade-off is speed and the ability to submit from anywhere.

Mail Requests

Mail requests are usually cheaper but take longer to process:

Download and print the official application form from the vital records website
Fill in all required fields completely:
- Full legal name at birth
- Date and place of birth (city, county, state)
- Parents’ full names (including mother’s maiden name)
- Your mailing address
- Reason for request
Enclose payment by check or money order for the exact fee—never send cash
Include clear photocopies of acceptable identification
Use certified or trackable mail to protect your documents during delivery

Processing times for mail requests typically range from 2–8 weeks depending on the office’s current volume.

In-Person Requests

Walk-in service offers the potential for same-day or next-day pickup:

Visit the vital records office or county clerk during business hours
Bring original identification documents (not just copies)
Bring payment in an accepted form (check, money order, or sometimes cash or card)
Complete the application form on site
Wait for processing or return on a specified pickup date

Some offices now require appointments for in-person visits—check the office’s website before traveling.

Emergency and Urgent Situations

If you have imminent travel, urgent medical treatment, or court deadlines, some offices offer expedited processing. You may need to provide:

Proof of travel (flight confirmations, itinerary)
USCIS notices or immigration appointment letters
Court summonses or legal filing deadlines
Medical documentation

Even when using an online vendor, remember that the certificate itself is always printed and mailed (or handed over) by the government agency. The vendor simply transmits your request and payment.

Information and Documents You Need to Provide

Regardless of which method you choose, you’ll need to provide specific personal details and identification. Gathering these in advance makes the process smoother.

Core Personal Details

Most applications require:

Full legal name at birth (exactly as it appears on the original record)
Any known name changes since birth
Complete date of birth (month, day, year)
City or county and state where birth occurred
Sex or gender marker as originally recorded
Full names of both parents as listed on the original certificate
Mother’s maiden name (last name before marriage)
Your current mailing address

Identification Requirements

ID requirements form a critical barrier to prevent identity fraud. Most offices require:

Primary ID (one of the following):

Valid driver’s license or state ID
U.S. passport (current or expired within 5 years in some jurisdictions)
Foreign passport with visa
Military ID (DD-214 accepted in some states)
Permanent resident card (green card)

If you lack a primary photo ID, many states accept two secondary forms of identification:

Social Security card
Bank statement (recent, within 60 days)
Utility bill (within 30–60 days)
Pay stub (within 30–60 days)
Vehicle registration
W-2 or tax return
Voter registration card

DC’s system, for example, allows a tiered approach—if kiosk authentication fails with primary ID, applicants can provide three forms of secondary ID instead.

Proof of Relationship

If you’re requesting on behalf of someone else (a child, parent, or deceased relative), you’ll likely need:

Your own valid identification
Proof of relationship (existing birth certificate, certified marriage certificate, guardianship or custody order)
Notarized authorization letter from the person named on the certificate (if applicable)

Requesting from Abroad

If you’re ordering from outside the U.S.:

Include a copy of your passport identification page
Some offices require a completed notarial form
Provide additional contact details for identity verification
Expect longer processing and shipping times

Specialized Requests

For apostilles (for international use), adoption-related copies, long form vs. short form distinctions, or historical records, additional forms and documentation may be required. Check the official instructions for these niche situations.

Costs, Processing Times, and Delivery Options

Understanding fees and timelines helps you plan appropriately, especially if you need the document by a specific date.

Typical Fee Ranges

Birth certificate replacement costs vary by jurisdiction:

Jurisdiction Type	Typical Fee Range
State vital records office	$10–$30 per certified copy
County clerk or registrar	$15–$25 per certified copy
Online vendor (VitalChek, etc.)	State fee + $10–$25 service fee
Additional copies (same order)	Often $5–$15 each

For example:

Maryland charges approximately $10 per copy
Many Texas counties charge around $23 per copy
The national average hovers around $25 per copy

Credit card processing fees and shipping surcharges may add to the total when ordering online or requesting expedited delivery.

Standard Processing Times

Expect the following general timelines for Washington State apostille services:

Online orders: Often processed within 1–3 weeks, plus shipping time
Mail orders: Typically 2–8 weeks from receipt of application
In-person requests: Same day to a few days, depending on the office

Peak seasons (back-to-school periods, before summer travel) or system upgrades can extend processing times significantly.

Expedited Options

If you need your certificate faster:

Priority processing: Many offices offer faster internal processing for an additional $10–$30
Express shipping: Overnight or next-day delivery via UPS or FedEx, typically $20–$40 extra
Combination packages: Some vendors bundle rush processing with express shipping

Make sure you have a secure delivery address—someone should be available to sign for valuable documents.

Important Reminders

Fees are generally non-refundable, even if your application is denied due to incomplete information
The certificate is printed on security paper with official seals and sent directly from the government agency
Some services provide tracking numbers so you can follow shipment progress

Double-check your application before submitting. A small error in your name spelling or date of birth can delay processing or result in a denial.

Correcting or Updating Details When Replacing a Birth Certificate

Simple replacements use the information already on file. But if there’s an error on your original record—or you need to update details like your name or gender marker—you’ll face additional steps.

Minor Corrections

Typographical errors in the child’s name, parents’ names, or birth date can often be corrected administratively:

Many offices allow free or low-cost corrections within a certain window after birth (sometimes 60 days to 12 months)
After that period, you’ll typically need to submit a correction affidavit (often notarized)
Supporting documents may be required—Maryland, for example, requests two proofs for individuals over age seven, such as school records, medical records, or voter registration

Name Changes

Once a child’s name is officially recorded, later changes generally require:

Obtaining a legal name change order from a court
Submitting the certified court order to the vital records office
Paying any applicable amendment fees
Receiving an updated or amended certificate

Name changes due to marriage may follow a slightly different path, often requiring the certified marriage license rather than a court order, depending on state law.

Changes to Parent Information

Adding a second parent: Typically requires an Acknowledgment of Parentage form signed by both parents, or a court order establishing parentage
Removing or replacing a listed parent: Almost always requires court involvement, such as a Complaint for Writ of Mandamus or similar legal action

Gender Marker Updates

Several U.S. jurisdictions now allow gender marker changes on birth certificates:

Some states accept a healthcare practitioner’s certification of gender-affirming treatment
Others allow self-attestation without medical documentation
Some require a certified court order

Processes and proof requirements vary widely—check your state or city’s vital records website for current policies. Maryland, for instance, accepts a health care practitioner’s certification or a certified court order for gender marker changes.

How Amendments Appear

For any correction or amendment:

The office may mark the new certificate as “amended”
The original record is typically sealed or archived
Rules about who can later access the underlying original documents vary by state

Replacing Birth Certificates for Children, Deceased Persons, and Special Cases

Not every replacement request is a straightforward adult seeking their own document. This section covers situations with different requirements.

Children and Minors

Parents listed on the certificate or legal guardians can request replacements for children under 18:

The requesting parent must show their own valid ID
If the requester is not a biological parent, they’ll need certified guardianship or custody papers
Both parents don’t usually need to sign, but requirements vary

Deceased Persons

Immediate family members can often request a certified copy of a deceased relative’s birth certificate:

Typically eligible:

Surviving spouse
Adult children
Parents
Siblings

You may need to provide:

Your own identification
Proof of your relationship to the deceased (your own birth certificate showing shared parent, marriage certificate, etc.)
A copy of the death certificate
An explanation of the legal need (estate administration, pension benefits, genealogy)

Adoption and Pre-Adoption Records

Adopted individuals typically have an amended birth certificate listing their adoptive parents:

This amended certificate functions as the legal record for most purposes
Access to the original pre-adoption record is tightly controlled in most states
Obtaining the original often requires a specific state registry process or court order
Some states have opened historical adoption records to adult adoptees

Apostille for International Use

If you need your birth certificate for use in a country that’s party to the Hague Apostille Convention:

First, obtain a certified copy of your birth certificate (usually the long form from the state level)
Then, request an apostille from your state’s designated authority (often the Secretary of State)
The apostille is a separate certification attached to your document that authenticates it for international use

The apostille process is separate from and follows the certificate replacement process.

Older or Archival Records

Records older than a set cutoff year (typically 75–100 years) may be:

Held in state archives or city historical departments rather than active vital records offices
Available as non-confidential public documents
Subject to different ordering procedures and fee structures
Useful for genealogical research

FAQ

Can I use a photocopy or scanned image instead of a certified replacement birth certificate?

No. Most government agencies, schools, employers, and other institutions require a certified copy printed on official security paper with a raised seal, registrar’s signature, or other authentication features. Plain photocopies or digital scans—even of a certified original—are not accepted for legal purposes like passport applications, Real ID, or employment verification.

What if I don’t know the exact hospital or time of birth?

Knowing the city or county and approximate date of birth is usually sufficient. The vital records office searches its index using the person’s name, date of birth, and parents’ names. The exact hospital name and time of birth (if recorded) will appear on the certificate itself once it’s located and issued.

Can someone else pick up my replacement birth certificate for me?

Some offices allow a trusted person to collect a certificate on your behalf if you provide a signed authorization letter, a copy of your ID, and the proxy presents their own valid identification. However, many offices require the certificate to be mailed directly to the person named on the record or their verified address. Check the specific office’s proxy rules before making plans.

Will replacing my birth certificate change my Social Security number or other records?

No. Obtaining a replacement certificate does not automatically update your Social Security card, passport, driver’s license, or other records. However, once you have the updated or corrected birth certificate in hand, you can use it to request corrections or updates with those other agencies as needed, or to obtain certifications such as an apostille for an FBI background check with realistic timeframes.

How many replacement birth certificates should I order? If you need your birth certificate legalized for use abroad, consider using Oklahoma Apostille Services | Fast & Reliable for expedited document authentication.

Many people find it helpful to order at least two certified copies at once. This allows you to submit one for a lengthy process (like a passport or immigration application) while keeping another for emergencies or unexpected requests. Additional copies ordered at the same time are often discounted—sometimes just $5–$15 per extra copy—making it cost-effective to get multiples.