Key Takeaways
- A birth record is an official vital record created by a government agency documenting your birth, while a birth certificate is the certified copy you use for passports, driver’s licenses, school enrollment, and other identity-based services, or for obtaining an apostille in Texas if you need to use your birth certificate in a foreign country.
- Only certain individuals can obtain an authorized certified copy—typically the person named on the record, parents, legal guardians, close relatives, and legal representatives—while others may only receive informational copies unsuitable for legal purposes.
- You can order birth records through three main channels: online (often the fastest), by mail (required for complex requests), and in person (best for same-day needs), with processing times, fees, and requirements varying by state and city.
- Correcting or amending birth records requires formal documentation and sometimes court orders, with specific processes for name errors, parentage changes, adoption, surrogacy (including New York’s Child Parent Security Act), and gender marker updates.
- Historical birth records serve genealogical research, but coverage varies significantly—Virginia began statewide registration in April 1853, New York State generally from 1881 (excluding NYC), with some states having significant gaps in older records.
What Is a Birth Record?
A birth record is an official vital record created by a government agency—usually a state or city registrar—documenting the time, place, and circumstances of a person’s birth. This foundational document captures essential information provided by healthcare professionals, hospitals, or parents themselves, then gets formally registered in government systems.
When most people say “birth certificate,” they’re referring to a certified copy or extract of this underlying birth record. This certified document serves as proof of identity and citizenship, required for obtaining U.S. passports, REAL ID-compliant driver’s licenses, Social Security cards, and completing school or employment forms.
In the United States, birth and death records are managed at the state or local level rather than by a federal office. For example:
| State/City | Managing Agency |
| Texas | Department of State Health Services – Vital Statistics Unit |
| Virginia | Division of Vital Records |
| New York State | Department of Health (excludes NYC) |
| New York City | Department of Health and Mental Hygiene |
Not all jurisdictions began systematic birth registration at the same time. Virginia’s statewide registration began in April 1853, while New York State’s generally complete records date from 1881 (excluding New York City, which maintained separate systems). These dates matter significantly for genealogical research and when attempting to locate historical records.
Birth records are typically confidential for several decades after the event occurs. Over time, they may become more accessible as historical or genealogical records, though specific accessibility rules depend on state law. Some states restrict full access for 75 to 125 years before opening records to the general public.
Who Can Obtain a Birth Record?
Most U.S. states restrict access to recent birth records to protect privacy and prevent identity theft. When you submit a request for a certified copy, you must demonstrate what’s called a “direct and tangible interest” in the record.
The typical categories of people who can receive an authorized certified copy include:
- The person named on the record (if an adult)
- Parents listed on the certificate
- Legal guardians with court documentation
- Legal representatives such as attorneys acting on behalf of clients
- Certain close relatives (spouse, adult child, or sibling), depending on state law
- Government agencies for official purposes
Some states make clear distinctions between different types of requesters. Texas, for instance, separates “authorized” copies for those with a direct relationship from “informational” copies available to others. Informational copies are stamped with language like “INFORMATIONAL, NOT A VALID DOCUMENT TO ESTABLISH IDENTITY.”
Informational certified copies work well for genealogy, background research, or personal records. However, they cannot be used to obtain a passport, REAL ID driver’s license, or other identity-based government services.
Note: If you’re a grandparent seeking a grandchild’s birth certificate, you may not qualify as an “authorized” requester in some states unless you have legal guardianship. Similarly, adult adoptees trying to obtain their original birth record may face additional restrictions depending on state adoption disclosure laws.
Authorized vs. Informational Certified Copies
Both authorized and informational copies are produced by the vital records office, but they serve very different purposes and carry different legal weight.
Authorized certified copies can be used to establish identity or legal status. You’ll need one when:
- Applying for a U.S. passport
- Obtaining a REAL ID-compliant driver’s license
- Enrolling in school
- Applying for certain government benefits
- Completing immigration processes
Informational certified copies contain the same birth details but are conspicuously marked to prevent use for identity or legal purposes. In Texas, these copies bear the statement “INFORMATIONAL, NOT A VALID DOCUMENT TO ESTABLISH IDENTITY.”
Common uses for informational copies include:
- Ancestry and historical research
- Compiling family medical histories
- Confirming details without needing full legal access
- Personal records and documentation
The exact naming and rules vary by jurisdiction. In Texas, the distinction between authorized and informational copies is clearly stated in the application process. New York State has different policies regarding who qualifies for certified copies, generally limiting access to the registrant, parents, or individuals with a lawful order. Researchers working on ancestry projects often find informational copies sufficient for their needs.
Where Are Birth Records Kept? (State and Local Examples)
In the United States, birth records are not held by a single federal agency. Instead, state or local vital records agencies maintain these documents, with some cities operating separately from their surrounding states.
Texas
The Texas Department of State Health Services – Vital Statistics Unit maintains birth records for the entire state. Texas offers several formats:
| Format Type | Description |
| Long form | Complete copy with full details |
| Short form | Abbreviated version |
| Heirloom certificate | Decorative commemorative copy |
| Election ID certificate | For voter identification purposes |
| Birth verification | Letter confirming birth registration |
You can order certified copies or request changes directly through the Texas vital statistics office or website.
Virginia
Virginia’s vital records history follows a distinctive timeline:
- April 1853: Statewide recording of births and deaths began
- 1853-1896: County and city clerks kept registers and sent yearly copies to the state
- 1897-1911: Almost complete gap in birth registrations
- 1912-present: Continuous state-level registration resumed
This gap presents challenges for individuals searching for ancestors born during that 14-year period. If you need official documents from New Mexico for international use, fast and reliable apostille services can help ensure your paperwork is properly legalized.
New York State
New York State’s Vital Records office in Albany holds birth records generally from 1881 onward for all counties except the five New York City boroughs:
- Manhattan
- Brooklyn (Kings County)
- Queens
- Bronx
- Staten Island (Richmond County)
If a birth occurred in one of these boroughs, the record is maintained separately by local registrars.
New York City
New York City’s Department of Health and Mental Hygiene manages birth records specifically for people born in the five boroughs. This office does not issue certificates for Nassau, Suffolk, or other counties outside the city.
Important: Processing delays and backlogs are common in large jurisdictions such as New York State and New York City. Check for current advisories on wait times before ordering. The New York State Vital Records office has noted “significant delays” in processing requests due to high demand.
How to Order a Birth Certificate
The fastest way to obtain most U.S. birth certificates is often online through an official state portal, but mail and in-person options remain important alternatives depending on your situation and location.
When ordering, you typically need to provide:
- Full name at birth
- Date of birth
- Place of birth (city/county and state)
- Full names of parents as listed on the record (including father’s name)
- Your relationship to the person
- A copy of acceptable identification
Fees vary by jurisdiction and copy type. Processing times also differ significantly, with some states experiencing multi-week delays due to high demand, staffing issues, or mail backlogs.
General Ordering Process
- Choose your ordering method (online, mail, or in person)
- Complete the official application form from the appropriate vital records office
- Submit required identification (photocopy for mail, original for in person)
- Pay the applicable fee (credit card online, check/money order by mail, varies in person)
- Wait for processing (times range from same-day to several weeks)
- Track status if available through official portals
Ordering Online
Many states offer 24/7 online ordering through official websites. Texas, for example, allows ordering certified copies or birth verifications via Texas.gov with credit or debit card payment.
Online orders typically require:
- Scanning and uploading identification documents
- Being one of the authorized individuals listed on the record
- Providing notarized forms in some cases
Online ordering is frequently marketed as the “fastest way” to get a birth certificate. However, in jurisdictions like New York State, there may still be multi-week delays due to high volumes despite the electronic submission.
New York City offers the ability to track the status of online or mailed orders through its Office of Vital Records tracking system. You can contact the office if processing times have been exceeded.
Warning: Use only official state or city websites or authorized vendors when ordering online. Be cautious about third-party sites that charge extra fees without being part of the government’s system.
Ordering by Mail
Mail-in ordering remains common, especially when online ordering isn’t available or when notarized documents are required. It’s often the only method accepted for complex requests or corrections.
To order by mail:
- Download or request the official birth certificate application form
- Fill it out completely with accurate information
- Enclose a photocopy of acceptable ID
- Include payment in an approved form (check or money order typically)
- Mail to the correct address for your state or regional office
Some states like Texas offer both standard and expedited service for mail orders. Expedited service costs more but moves your request ahead in the queue.
Note: Mail delivery itself can add up to two weeks beyond the official processing time, as stated by offices such as New York City’s Office of Vital Records. Consider using certified mail for important requests so you can track delivery.
Ordering In Person
Many jurisdictions allow in-person ordering at local vital records or county clerk offices. This may be the quickest method for people who live nearby and need same-day or next-day service.
Texas example: Certified copies can be ordered at local offices or at the Vital Statistics headquarters in Austin. Most straightforward records are issued the same day, though some may require 24 hours or longer.
New York City example: You can visit the Office of Vital Records in person for births that occurred in the five boroughs. Confirm office hours and any appointment or scheduling requirements before traveling.
In-person applications still require:
- Valid identification
- Completed application forms
- Payment of the standard fee (some offices don’t accept cash or personal checks)
Call or check the local office’s website ahead of time for exact location, business hours, acceptable IDs, and current processing conditions.
Making Changes or Corrections to Birth Records
Errors on birth certificates—such as misspelled names, incorrect dates, or wrong parent information—can often be corrected. However, the process is formal and typically requires documentation, sometimes including a court order. Similarly, for documents like marriage certificates that need to be recognized abroad, understanding the importance of an apostille stamp for marriage certificates is essential for ensuring international validity.
Many states require correction requests to be submitted by mail with original or certified supporting documents such as:
- Hospital records
- Early school records
- Court orders
- Affidavits from individuals with personal knowledge
Texas requires all changes or corrections to be submitted by mail only to its Vital Statistics office. The state provides guidelines and instructions that applicants should follow closely.
New York State provides detailed guidance in a separate “Birth Certificate Corrections” document explaining forms, evidence requirements, and different correction paths. If parents of a child under 12 months discover a hospital-made error, they should contact the hospital first before going through the state correction process.
Common correction categories include:
| Correction Type | Typical Requirements |
| Spelling/typographical errors | Supporting documents showing correct spelling |
| Parent information updates | Court orders, marriage certificates, or acknowledgments |
| Adoption amendments | Court adoption decree |
| Surrogacy-related changes | Court orders under applicable state law |
| Gender designation | Varies by state—form, affidavit, or court order |
Corrections for Adoption, Surrogacy, and Parentage
When a child is adopted, many states issue a new birth certificate listing the adoptive parents while sealing the original record. Adoptive parents typically work through a court, then submit the court order to the vital records office.
New York’s Child Parent Security Act provides a concrete example of how states handle surrogacy and parentage issues. This act governs topics including the establishment of parentage and the issuance of birth certificates.
- Surrogacy agreements
- Acknowledgments of parentage
- Orders of parentage
Birth certificates can be amended using documents created under this act. For instance, a non-gestational parent can be added to a child’s birth certificate after a court issues an order of parentage under state law.
People involved in surrogacy, second-parent adoption, or assisted reproduction should expect a more documentation-heavy process than a simple spelling correction. Some states publish detailed guides or checklists for adoption- and surrogacy-related amendments—consult these official resources before submitting requests.
Gender Designation and Name Changes
Many U.S. states now allow individuals to change the gender marker and/or name on their birth certificate, though specific requirements differ significantly.
New York State provides dedicated “Gender Designation Corrections” guidance with a specific process and documentation requirements. Many states no longer require surgical proof for gender marker changes.
Requirements may include:
- Self-attestation affidavits from the person seeking the change
- A physician’s letter confirming gender identity
- Court order for legal name change
- Completed application forms specific to gender designation
Name changes are often processed together with gender marker changes when someone has a court order for a legal name change. The court order typically must be sent to the same vital records office that issued the original certificate.
Processing times for gender and name changes can be longer than for simple copy requests. Plan for several weeks or more, depending on the state’s current workload.
Foreign-Born Children and U.S. Birth Records
U.S. state vital records offices generally only issue birth certificates for events that actually occurred within their state or city. They do not create foreign country birth records retroactively.
However, states provide options for documenting foreign-born children who become residents through adoption. New York State’s DOH-2538 process, for example, allows residents who adopt a child born outside the United States to obtain a “Certificate of Birth Data” or similar document reflecting the adoption.
Key points about foreign-born children and U.S. birth documentation:
- The original foreign birth certificate continues to exist and may be required for immigration or international processes
- State-issued documents often serve for local identity and school registration needs
- Different states use different terminology (“Certificate of Foreign Birth,” “Delayed Registration of Birth”)
- Adoptive parents should consult their state health department or vital records office for specific procedures
Families considering international adoption should discuss birth documentation early with their adoption agency and immigration attorney. Understanding how state-issued documents interact with federal immigration records helps prevent complications later.
Historical and Genealogical Research Using Birth Records
Older birth records serve as valuable sources for family history, genealogical research, and historical population studies. However, access rules and completeness vary significantly by time and place.
Virginia’s historical pattern illustrates common challenges for researchers:
| Time Period | Registration Status |
| April 1853-1896 | Statewide registration (relatively complete) |
| 1897-1911 | Almost complete gap in registrations |
| 1912-present | Continuous systematic recording |
Many states make indexes or older registers available in archives, libraries, or online databases, sometimes with less restrictive access than for modern confidential records. Informational certified copies are often used for genealogy where full authorized access isn’t needed.
Typical data found in historical birth records:
- Child’s full name
- Date of birth
- Place of birth (city, county, state)
- Parents’ names
- Father’s occupation
- Mother’s birthplace
- Sometimes race or nationality designations
Practical tips for genealogical research:
- Check the correct jurisdiction based on historical boundaries (locations may have been in different counties or cities at the time of birth)
- Be aware of record gaps like Virginia’s 1897-1911 period
- Use supplementary sources when no civil birth record exists:
- Church registers
- Census data
- Family bibles
- Microfilm collections at archives
- Contact county offices for records predating statewide registration
- Consider hiring professional researchers familiar with specific regional archives
Frequently Asked Questions (FAQ)
How far back do state birth records usually go, and what if my ancestor was born before statewide registration?
Coverage varies significantly by state. Virginia’s systematic records begin in April 1853 with a gap from 1897-1911. New York State (outside NYC) generally has records from 1881. For births predating statewide registration, alternatives include church records, family bibles, county-level registers, and census data. Some counties maintained their own birth registers before states mandated reporting.
Are very old birth records public, or do I still need to prove a relationship?
Many states gradually relax access restrictions after a set number of years—often 75 to 125 years from the date of birth. At that point, records may become open or significantly easier to access for research purposes. However, policies differ by state, so check specific age thresholds and archival rules for the jurisdiction where the birth occurred.
What can I do if the vital records office says no birth record exists for me or my relative?
Start by checking alternate spellings of names and verifying the exact place and date. Search neighboring counties or cities—distinguishing, for example, between New York City boroughs and the rest of New York State. Contact hospitals or churches for alternative documentation. Some states allow “delayed registration of birth” using affidavits and early records like school enrollment forms, baptismal certificates, or census entries.
Can I use an informational certified copy to apply for a passport or REAL ID driver’s license?
No. Informational copies marked with language like “INFORMATIONAL, NOT A VALID DOCUMENT TO ESTABLISH IDENTITY” cannot be used for passports, REAL ID, or most official ID purposes. You must obtain an authorized certified copy from the appropriate vital records office, which requires demonstrating your legal relationship to the person named on the record.
How can I check the status of my birth certificate order if it seems delayed?
Use official tracking tools where available, such as the New York City Office of Vital Records online status system. Allow extra time for mail delivery—often up to two additional weeks beyond processing. If processing times have clearly been exceeded, contact the indicated phone numbers or email addresses. New York City’s Office of Vital Records can be reached at nycdohvr@health.nyc.gov. The New York State Vital Records Call Center also handles inquiries for orders placed through that office.
