Key Takeaways
- VitalChek is the authorized online vendor for ordering vital records from multiple state health departments across the United States
- Online orders through VitalChek typically process within 2-10 business days, significantly faster than traditional mail ordering
- Service fees range from $7-40+ depending on the state and delivery method, plus additional state-issued certificate costs
- VitalChek accepts all major credit cards and offers secure online ordering with identity verification
- Available documents include birth certificates, death certificates, marriage certificates, and divorce decrees from participating states
When you need a birth certificate for passport renewal or death certificates for estate settlement, waiting weeks for traditional mail processing isn’t always practical. VitalChek has emerged as the primary online solution for obtaining vital records quickly and securely. As an independent company contracted by state health departments across America, VitalChek processes approximately 4 million documents annually through partnerships with over 450 government agencies.
This comprehensive guide covers everything you need to know about using VitalChek to order your vital records, from understanding the service to navigating state-specific requirements and evaluating alternatives.
What is VitalChek and How It Works
VitalChek operates as an authorized intermediary between consumers and government vital records offices. Founded in 1987 and owned by LexisNexis Risk Solutions, the company serves as the exclusive online partner for most states’ vital records departments. Rather than issuing certificates directly, VitalChek functions as a contracted vendor that streamlines the ordering process for participating government agencies.
The VitalChek network includes partnerships with state departments of health, local health departments, and county vital records offices throughout the United States. When you place an order through VitalChek, your request is processed through secure channels and forwarded directly to the appropriate government agency that has jurisdiction over the records you need.
VitalChek’s role extends beyond simple order processing. The company provides identity verification services, handles customer support inquiries, and manages the technical infrastructure that enables online ordering. This arrangement allows government offices to offer modern, convenient services without developing their own online systems or staffing extensive call centers.
The authorization and legitimacy of VitalChek comes directly from its contracts with state and local governments. Most states link to VitalChek directly from their official government websites, indicating the official nature of the partnership. This differs significantly from unauthorized third-party services that may charge high fees without providing genuine value or legitimate access to records.
Types of Vital Records Available
VitalChek facilitates orders for four main categories of vital records, though availability varies by state and jurisdiction:
Birth Certificates
Birth certificates are the most commonly requested vital records through VitalChek. You can typically order certified copies suitable for passport applications, Social Security benefits, school enrollment, and other official purposes. Some states also offer non-certified copies for genealogy research at reduced costs.
Requirements for ordering birth certificates generally include proof of identity and relationship to the person named on the certificate. Most states restrict access to immediate family members, legal representatives, or the individual named on the certificate. For those who need further assistance, authentication services are available.
Death Certificates
Death certificates serve multiple purposes, from settling estates to claiming life insurance benefits. VitalChek can process orders for certified copies that meet legal requirements for financial institutions and government agencies. These documents typically include the deceased person’s personal information, date and cause of death, and vital statistics used for public health purposes.
Access to death certificates varies by state, with some allowing broader access for genealogy purposes after a certain number of years have passed.
Marriage Certificates
Marriage certificates and marriage licenses are available through VitalChek in participating states. These documents serve as legal proof of marriage for benefits claims, name changes, immigration petitions, and other legal matters. The availability of marriage records depends on where the marriage was performed and the specific requirements of that jurisdiction.
Divorce Certificates
Divorce decrees and dissolution documents are available in states where VitalChek has partnerships with the appropriate courts or vital records offices. These records are essential for remarriage, legal proceedings, and updating personal records with various institutions.
State-specific availability varies significantly, as some states maintain divorce records at the county level rather than through state health departments.
How to Order Through VitalChek
VitalChek offers two primary ordering methods: online through their website and phone ordering through state-specific toll-free numbers. Both methods require the same basic information and verification processes.
Online Ordering Process
The online ordering process at vitalchek.com typically takes 5-10 minutes to complete. If you need to use yourbirth certificate apostille services for India, consider learning how to simplify the legalization process.
- Select Your State and Record Type: Begin by choosing the state where the vital event occurred and the type of record you need. VitalChek’s website will display only the options available for your selected jurisdiction.
- Complete the Application Form: Provide detailed information about the person named on the record, including full name, date of birth, place of birth, and parents’ names. For death certificates, you’ll need the date and place of death.
- Verify Your Identity: Upload clear photos of acceptable identification documents, typically including a driver’s license, passport, or state-issued ID card. Some orders may require additional documentation to verify your relationship to the person named on the record.
- Select Delivery Options: Choose between standard mail delivery or expedited shipping via UPS or FedEx. Express delivery options include signature confirmation and tracking.
- Complete Payment: VitalChek accepts all major credit cards including Visa, Mastercard, American Express, and Discover. The total fee includes VitalChek’s service fee plus the state-issued certificate cost.
- Receive Confirmation: After submitting your order, you’ll receive an email confirmation with a reference number for tracking your request.
Phone Ordering Alternative
Phone ordering provides an alternative for those who prefer speaking with customer service representatives or have complex ordering situations. VitalChek operates state-specific phone lines with different numbers for each jurisdiction:
- Virginia Department of Health: 1-877-572-6333
- New York State Department of Health: 1-877-854-4481
- General customer service: 1-877-456-5410
Phone ordering follows the same verification and payment processes as online ordering. Customer service representatives can assist with questions about required documentation, processing times, and delivery options. Phone lines typically operate Monday through Friday during standard business hours, though some states offer extended hours or weekend service.
Same-day processing is available for urgent requests in select jurisdictions, though this service typically requires additional fees and verification steps.
Pricing and Fees Structure
Understanding VitalChek’s pricing structure requires considering multiple fee components that vary by state and service options:
Base Service Fees
VitalChek charges a service fee ranging from $7 to $40 or more, depending on the state and type of record. This fee covers the cost of processing your order, identity verification, secure transmission to the government agency, and customer support services.
State-Issued Certificate Costs
In addition to VitalChek’s service fee, you must pay the government agency’s statutory fee for the actual certificate. These fees typically range from $15 to $25 per copy but can vary significantly by state and record type. For example:
- Birth certificates: $15-$25 per certified copy
- Death certificates: $15-$25 per certified copy
- Marriage certificates: $10-$20 per certified copy
- Divorce certificates: $15-$25 per certified copy
Additional Fees and Options
Several optional services incur additional charges:
- Identity Authentication Quiz: Some states require an additional $3 fee for enhanced identity verification through knowledge-based authentication questions
- Rush Processing: Express processing services can add $20-$50 to your order, depending on the state and urgency level
- Expedited Shipping: UPS and FedEx delivery options range from $15 for standard expedited service to $50+ for next-day delivery with signature confirmation
Cost Comparison with Traditional Methods
While VitalChek’s total costs exceed direct mail ordering to government offices, the convenience and speed often justify the additional expense. Traditional mail ordering typically costs only the state’s statutory fee plus postage, but processing times can extend to several weeks or months, especially during high-demand periods.
Processing Times and Delivery Options
VitalChek’s processing times depend on several factors, including the government agency’s current workload, the completeness of your application, and your chosen delivery method.
Standard Processing Times
Most orders process within 5-10 business days from the date VitalChek receives your complete application. This timeline reflects the processing time at the government agency level, as VitalChek typically forwards completed orders to partner agencies within 24 hours of receipt.
During peak periods or in jurisdictions with limited staffing, processing times may extend beyond the standard timeframe. The COVID-19 pandemic demonstrated how external factors can significantly impact processing times, with some agencies experiencing backlogs of several months.
Expedited Options
Express processing services can reduce processing times to 2-5 business days in participating states. These services typically require additional verification steps and higher fees but provide priority handling at the government agency level.
Rush services for urgent situations, such as international travel or medical emergencies, may offer same-day or next-day processing in select jurisdictions. These services require phone ordering and carry premium fees.
Delivery Methods
VitalChek offers multiple delivery options to meet different timeline and security requirements:
- Standard Mail: USPS delivery typically takes 7-14 business days total, including processing time
- Express Delivery: UPS or FedEx delivery with tracking and signature confirmation, typically 2-5 business days after processing
- Overnight Delivery: Next-day delivery available in most areas, with signature required upon delivery
All delivery methods include tracking information and require signature confirmation to ensure secure delivery of sensitive documents.
Factors Affecting Processing Time
Several factors can extend processing times beyond standard estimates:
- Incomplete Documentation: Missing or unclear identification documents require additional verification steps
- Verification Delays: Complex relationship verification or unusual name variations may require manual review
- Agency Backlogs: High demand periods or staffing limitations at government agencies can create processing delays
- Record Availability: Very old records or records from jurisdictions with limited digitization may require additional research time
State-Specific Requirements and Variations
Each state maintains its own vital records laws and requirements, creating significant variations in VitalChek’s services across different jurisdictions.
Virginia Department of Health Partnership
Virginia’s partnership with VitalChek provides comprehensive vital records services through both online and phone ordering. The Virginia Department of Health authorizes VitalChek to process birth certificates for events occurring in Virginia, with specific requirements for identity verification and relationship documentation.
Virginia residents can order birth certificates for themselves, their children, or their parents with appropriate identification. Genealogy researchers can access older records following Virginia’s specific disclosure laws, which generally allow broader access to records over 100 years old.
New York State Department of Health Procedures
New York’s VitalChek partnership covers vital records for events occurring outside New York City, which maintains its own separate vital records system. The New York State Department of Health works with VitalChek to process birth and death certificates from upstate counties, with specific procedures for identity verification and eligibility requirements.
New York’s requirements include strict relationship verification for accessing other people’s records, with acceptable documentation including birth certificates, marriage certificates, or legal guardianship papers.
Florida Bureau of Vital Statistics Integration
Florida’s integration with VitalChek demonstrates one of the more comprehensive state partnerships, offering online ordering for birth certificates, death certificates, and marriage certificates. The Florida Bureau of Vital Statistics maintains specific requirements for accessing records, including waiting periods for recent deaths and relationship verification requirements.
Florida’s system also includes provisions for genealogy research, with different access rules for records of various ages and specific procedures for out-of-state residents seeking Florida vital records.
NYC Health Department Special Requirements
New York City maintains its own vital records system separate from New York State, with specific procedures for accessing records from the five boroughs. NYC’s partnership with VitalChek includes unique requirements for identity verification and relationship documentation, reflecting the city’s large population and complex record-keeping history.
Orders for NYC vital records require specific forms and documentation that differ from New York State requirements, making it essential to verify the correct jurisdiction before placing your order.
County-Level Variations and Local Health Department Partnerships
Many states delegate vital records authority to county or local health departments, creating additional variations in VitalChek’s services. These partnerships may have different fee structures, processing times, and documentation requirements compared to state-level services.
Local health department partnerships often provide faster processing times due to smaller volumes and more direct communication between VitalChek and the issuing office. However, technology limitations at some local agencies may result in longer processing times or limited online services.
Identification and Eligibility Requirements
VitalChek’s identity verification process serves multiple purposes: preventing fraud, ensuring compliance with state privacy laws, and meeting federal requirements for document security.
Acceptable Forms of Identification
Primary identification documents accepted by VitalChek include:
- Valid driver’s license or state-issued ID card
- U.S. passport or passport card
- Military identification with photo
- Foreign passport with valid U.S. visa
All identification documents must be current and clearly readable in uploaded photos. VitalChek’s verification system checks submitted identification against databases to detect fraudulent or altered documents.
Relationship Requirements for Ordering Others’ Records
State laws generally restrict access to vital records to immediate family members and legal representatives. Acceptable relationships typically include:
- For birth certificates: The person named on the certificate, parents, children, grandparents, grandchildren, siblings, and spouses
- For death certificates: Family members, legal representatives, and individuals with legal interest in the estate
- For marriage and divorce certificates: The individuals named on the certificate and their legal representatives
Documentation proving relationship may be required, such as birth certificates showing parent-child relationships or marriage certificates demonstrating spousal relationships.
Legal Authority Documentation for Third-Party Requests
Legal representatives, including attorneys, guardians, and estate executors, can order vital records with appropriate documentation:
- Power of attorney documents for living individuals
- Letters of administration or testamentary for deceased persons
- Guardianship papers for incapacitated individuals
- Court orders authorizing access to specific records
Legal authority documentation must be current and clearly establish the representative’s authority to access the requested records.
Special Circumstances for Adoptees and Pre-1910 Records
Adoptees face unique challenges in accessing vital records, as many states maintain sealed adoption records. VitalChek can process orders for amended birth certificates issued after adoption, but accessing original birth certificates typically requires court orders or compliance with state-specific adoption disclosure laws.
Pre-1910 records present different challenges, as many states did not maintain comprehensive vital records systems before the early 20th century. VitalChek’s ability to provide these records depends on the specific state’s record-keeping history and the availability of surviving documents.
Security and Authorization
VitalChek’s security measures address both technical and legal requirements for handling sensitive personal information and official government documents.
Identity Verification and Fraud Prevention
VitalChek employs multiple layers of identity verification to prevent fraudulent orders:
- Document Authentication: Uploaded identification undergoes automated verification against government databases and fraud detection systems
- Knowledge-Based Authentication: Some orders require answering questions derived from public records and credit databases
- Biometric Verification: Advanced systems may compare uploaded photos with database records to verify identity
- Risk Scoring: Orders are evaluated using algorithms that assess fraud risk based on multiple data points
These verification systems leverage LexisNexis Risk Solutions’ extensive identity and fraud detection capabilities, providing government-grade security for vital records transactions.
Encryption and Data Protection Measures
VitalChek maintains PCI compliance for credit card processing and employs comprehensive data security measures:
- Encryption: All data transmission uses TLS encryption to protect information in transit
- Secure Storage: Personal information and documents are stored using industry-standard encryption
- Access Controls: Employee access to customer data is limited and monitored
- External Audits: Regular security audits verify compliance with industry standards
Customer data is retained only as long as necessary to complete orders and comply with legal requirements, with secure deletion procedures for expired information.
Warning About Unauthorized Vendors and Scam Prevention
Numerous unauthorized websites attempt to capitalize on VitalChek’s legitimate services by offering similar-sounding services at inflated prices. These scam sites often:
- Use confusing domain names that mimic official government or VitalChek branding
- Charge excessive fees for services available at lower cost through legitimate channels
- Provide unofficial copies that may not be accepted for legal purposes
- Collect personal information for identity theft purposes
To verify you’re using the legitimate VitalChek service, ensure you’re accessing the official website through links from state government websites or by typing the URL directly.
Complaints Process Through State Consumer Protection Agencies
VitalChek operates under the oversight of state agencies that contract for its services. Customers with complaints about service quality, processing times, or billing issues can contact:
- The state vital records office that partners with VitalChek
- State consumer protection agencies
- VitalChek’s customer service department
- Attorney general offices in states where VitalChek operates
Formal complaint processes provide recourse for customers who experience problems with their orders or believe they have received inadequate service.
Alternatives to VitalChek
While VitalChek offers convenience and speed, several alternatives may be more appropriate for certain situations or budgets.
Direct Mail Ordering Through State Health Departments
Traditional mail ordering directly to state and local vital records offices typically offers the lowest cost option for obtaining vital records. This method requires:
- Downloading and completing paper applications from government websites
- Including certified copies of identification and relationship documentation
- Payment by check or money order made out to the appropriate government agency
- Mailing to the correct address for the jurisdiction that issued the record
Processing times for mail orders typically range from 2-8 weeks, depending on the agency’s current workload and staffing levels. During peak periods or staffing shortages, mail processing can extend to several months.
In-Person Visits to Local Vital Records Offices
Visiting vital records offices in person often provides the fastest service for urgent requests, with many offices offering same-day processing for walk-in customers. Benefits of in-person visits include:
- Immediate processing for most standard requests
- Direct interaction with government employees who can answer questions
- No additional service fees beyond the state’s statutory costs
- Ability to resolve problems immediately if documentation issues arise
However, in-person visits require travel to the appropriate office during business hours, which may not be practical for people living far from their birth state or with limited transportation options.
Processing Time and Cost Comparisons
| Method | Typical Cost | Processing Time | Convenience |
| VitalChek | $25-$75 total | 5-10 days | High |
| Direct Mail | $15-$25 total | 2-8 weeks | Medium |
| In-Person | $15-$25 total | Same day | Low (requires travel) |
When Alternative Methods Might Be Preferable
Consider alternatives to VitalChek when:
- Budget constraints make the additional service fees prohibitive
- Non-urgent timeline allows for slower mail processing
- Local residence makes in-person visits practical
- Multiple copies needed where bulk pricing may be more economical
- Complex situations requiring direct communication with government staff
Each method has distinct advantages depending on your specific circumstances, timeline, and budget considerations. For those needing document authentication, consider Apostille USA services in Maine for fast and reliable assistance.
Special Services and Additional Options
VitalChek offers several specialized services beyond standard vital records ordering to meet specific legal and documentation needs.
Apostille Services for International Document Use
An apostille is a special certification that makes U.S. vital records acceptable in foreign countries that participate in the Hague Apostille Convention. VitalChek can coordinate apostille services through partnerships with state secretary of state offices, which typically involves:
- Obtaining a certified copy of the vital record through standard VitalChek processing
- Forwarding the certificate to the appropriate state office for apostille attachment
- Additional processing time of 1-2 weeks beyond standard vital records processing
- Higher total costs reflecting both the certificate fee and apostille fee
Apostille services are essential for using U.S. vital records for marriage abroad, international adoption, immigration purposes, or establishing residency in foreign countries.
Attorney and Legal Professional Ordering Procedures
Legal professionals often require multiple copies of vital records for estate proceedings, litigation, or other legal matters. VitalChek provides streamlined ordering for attorneys through:
- Bulk ordering discounts for multiple copies of the same record
- Priority processing for court-ordered deadlines
- Special billing arrangements for law firms with regular ordering needs
- Enhanced customer support for complex legal requirements
Attorney ordering typically requires additional documentation proving legal representation and may involve different privacy and disclosure rules compared to family member requests.
Genealogy Research Support and Multiple Copy Discounts
Genealogy researchers often need multiple records from different time periods and jurisdictions. VitalChek supports genealogy research through:
- Access to historical records following each state’s disclosure laws
- Multiple copy pricing that reduces per-certificate costs for large orders
- Research assistance for locating records across different jurisdictions
- Coordination with local health departments that maintain historical records
Genealogy ordering may have different eligibility requirements, with many states allowing broader access to records after specific time periods have elapsed.
Correction and Amendment Services for Existing Records
VitalChek can facilitate requests for correcting errors on existing vital records, though the specific procedures vary significantly by state. Common correction services include:
- Name spelling corrections for typographical errors
- Date corrections when records contain incorrect information
- Parental information updates following paternity establishment
- Gender marker changes in states that allow such modifications
Correction services typically require additional documentation proving the error and supporting the requested change, with processing times that may be longer than standard certificate orders.
FAQ
Is VitalChek legitimate and safe to use for ordering vital records?
Yes, VitalChek is a legitimate service contracted by over 450 state and local government agencies to provide online vital records ordering. The company has operated since 1987 and is owned by LexisNexis Risk Solutions, a major provider of identity verification services. VitalChek maintains PCI compliance for payment processing and uses government-grade security measures. You can verify VitalChek’s legitimacy by checking if your state’s official vital records website links directly to VitalChek for online ordering.
Can I cancel or get a refund for my VitalChek order?
Cancellation and refund policies depend on the processing status of your order. Orders can typically be cancelled within a short window before they’re transmitted to the government agency, usually within 24-48 hours of placement. Once an order has been sent to the vital records office for processing, cancellation becomes more difficult as the government agency begins work on your request. Refund eligibility varies by state and circumstance, with some fees being non-refundable due to processing costs. Contact VitalChek customer service immediately if you need to cancel an order.
What should I do if my VitalChek order is delayed or incorrect?
If your order experiences unexpected delays, first check the tracking information provided in your confirmation email. Processing times can vary due to government agency backlogs, verification requirements, or incomplete documentation. For orders that exceed estimated processing times, contact VitalChek customer service with your order reference number. If you receive an incorrect document, VitalChek will work with the issuing agency to resolve the error, though resolution time depends on the nature of the mistake and state-specific correction procedures.
Are there any states that don’t work with VitalChek for online ordering?
While VitalChek partners with most states, coverage is not universal. Some states maintain their own online ordering systems or contract with different vendors. Additionally, certain jurisdictions like New York City operate separate systems from their state governments. Before placing an order, verify that VitalChek serves the specific jurisdiction where your vital event occurred by checking the availability on VitalChek’s website or your state’s official vital records webpage.
How can I verify that I’m using the real VitalChek website and not a scam site?
To ensure you’re using the legitimate VitalChek service, access the website through official government links from your state’s vital records office or type the URL directly into your browser. The official VitalChek website uses secure HTTPS encryption and displays proper security certificates. Avoid sites with confusing domain names or those that require payment before showing available services. Scam sites often charge excessive fees and may not have official partnerships with government agencies. When in doubt, contact your state’s vital records office directly to verify authorized online ordering options.
