Category Archives: Vital Records

Obtaining a Death Record

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Obtaining a Death Record

A record of death is a certificate that establishes the death of an individual.  Details given can vary from state to state.  Depending on the age of the record in question, these details can vary wildly.  As an example, older records might have any number of details recorded, such as relatives, religion, and even items that were in the immediate possession of the deceased.  As a rule, the certificate will at least list the full name of the deceased, recorded time of death, and the person who reported the death (commonly referred to as the informant).

With the advent of modern technology, procedures, and general medical protocol, records are more standard since the mid-part of the last century.  Modern records will typically consist of a document issued by a medical professional certifying that the named person is indeed deceased, followed by any related documents specific to the case.  In the case of a murder, for example, there will be significantly more documents.

In the United States, these records are considered to be public domain, and therefore can be requested by anyone.  In certain cases the cause of death might be blocked to third parties (particularly in the case of death due to specific illnesses), but as a general rule full disclosure is made to immediate family members, medical personnel, and law enforcement.  The exception to this rule are certificates dealing with the death of a minor, in which case the information can be sealed from general public view.

Depending on the state in which the certificate is issued, it can contain any combination of the following information:

  • Full name of the deceased
  • Full name of spouse (if applicable)
  • Names of any children (additional specifics such as age, birthplace, or occupation may also be recorded for children)
  • Mother and Father’s name if applicable
  • Date and time of birth
  • Date and time of death
  • Physical address
  • Age
  • Sex (male or female)
  • Occupation
  • Cause of death
  • When and where the death was registered
  • Who the informant was, and any relationship to the deceased
  • Name of the medical attendant pronouncing death
  • Burial place and name of the undertaker

Death certificates are no different than any other vital record in terms of what is required to retrieve one.  Either an in person visit to the state vital records office, or an application by mail is required.  Standard protocols must be observed, to include display of an acceptable form of identification.  Unlike marriage and divorce certificates, there may be a requirement on part of the requesting party to have a certified copy, in which case the standard fees will be increased.

Generally speaking, the fees are around $15 per copy, though the fee can be a little more or a little less, depending on what is being requested.  For example, a standard copy from the state of Maine is $10, while a certified copy costs an additional $5.  In some cases, older records are available, but will not be kept in the general state records office.  This is due to the fact that it is unusual for someone to request a certificate that is more than a hundred years old.  Again, in the case of Maine, the state office keeps records from 1923 forward, while older records are stored in the state archives.

To purchase any copy of these records, a copy of the requesting person’s identification is a minimum requirement, and additionally proof of lineage is also required if it is not an immediate family member.  Additionally, the following is recommended:

  • A summary letter of the request
  • Proof of your relationship to the deceased
  • The exact, or at least general time of death
  • Any and all names the deceased may have used
  • Any supporting information of the deceased (spouse, profession, date of birth, etc.)
  • Signature of the requesting person
  • A self-addressed stamped envelope, postage advance paid

Further information can be obtained in “Vital Records Department”.

“How to Get a Copy of Your Birth Certificate“

How to Get a Copy of Your Birth Certificate

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Obtaining a Birth Certificate

Since the early 1900’s, most states have kept records of birth.  While this is not true for every state, as a general rule, if you were born after 1960, there is a state record of your birth.  If you were born before, then there is still a good chance you will find a document, but the farther back you look, the more difficult documents will be to find.

Birth certificates are different than many other documents, as they contain a wide range of information.  In fact, generally speaking, they contain a virtual treasure trove of information if you are attempting to trace family lineage or genealogy to a particular point.  As an example, the following information is often found on birth certificates:

  • The full name, birth date, and birth place of the father
  • The full name, birth date, and birth place of the mother
  • The occupations of the father and mother
  • The ethnicity of the parents (in some cases)
  • The occupation of the parents (in some cases)
  • Any other children the parents may have (in some cases)
  • The date and time of the birth
  • The weight of the baby
  • The full name of the baby

Birth certificates are typically registered in the hospital where the baby is delivered, and from there are recorded and sent to the state offices for archive and storage.  A birth certificate is also unique among other certificate documents in the United States as it is one of the few countries in the world that still observes the practice of Jus Soli (Latin, for right of the soil).  This literally means that anyone born in the United States is considered a citizen at birth, and therefore will have a US birth certificate record for the state they were born in.

Things are a little different for persons born abroad.  This is because the US Consul or Embassy nearest them will issue their birth certificate.  This is known as a Consular Report of Birth Abroad.  It is still a birth certificate, but it is different in that a domestic birth certificate does not cost anything to receive, while a Consular report can cost several hundred dollars by the time all documents have been notarized, fees paid, and papers are completed.

With that in mind, it is no surprise that the cost for receiving a copy of your birth record can vary wildly.  Generally speaking, the cost is about $15 for state copies.  They are easy to obtain, particularly those after 1960, and can typically be printed on the spot by most state records facilities.  In the case of persons born outside of the United States, the fee is $50.

To receive a copy of a birth certificate, it is important that you are able to present an acceptable form of identification to the state records office.  This can be done in person or through the mail, but the preferred form of identification is either a state issued driver’s license or ID card.  Other forms of identification are acceptable, such as Government Issued ID, Military ID, Police ID, and similar types of official ID.  To keep things simple it is strongly recommended that you use a driver’s license.  This will expedite the process and not cause added questions, undue time, and possible delays or refusal to issue documents.  The following steps are recommended whether appearing in person or mailing your request in:

  • A letter describing your request
  • Your full name
  • The name of the certificate holder
  • Your relation to the certificate holder
  • A signature, in blue ink
  • A self-addressed stamped envelope with your return address on it

To help, we have included a list of external links to state resources, each of which will provide you with the information you need for your state or territory. List is found on, “Vital Records Department”.

How to obtain death certificate

How to Get a Copy of Your Divorce Certificate

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How to Get a Copy of Your Divorce Certificate And Decree

If you’re married and living in the United States, then you have about a 50% chance to end up divorced.  This means that at some point five out of every ten Americans will need a copy of their divorce certificate to establish that their marriage was indeed legally dissolved.  The certificate is a state maintained record of the actual divorce decree, which is a different document entirely, and one people often confuse.

A divorce decree is issued when two parties are separated for the legally required period of time, their case is heard in court, and decided by a judge.  The decision of that judge is what results in the decree.  It not only lists the legal separation of two parties, but also the division of assets, child custody arrangements, maintenance payments, and anything else that might have been decreed by the judge as a result of the proceedings.  This document is only kept by the actual court where the decree was issued, and is not forwarded to the state archives.

The divorce certificate is a record of the decree.  This makes it an entirely different document.  There is no mention of the final arrangements decided on as a result of the divorce decree.  In most cases a person looking for one of these two documents is looking for the certificate, which is also the less expensive of the two to obtain.

A certificate of divorce is typically costs from $15 and upwards, depending on the state and whether you require a certified copy.  The actual document will generally contain at least the following information:

  • The full name of the husband
  • The full name of the wife
  • The date their divorce was recognized by the state

In the event you have children, there may be additional information included, but that can vary from state to state.  For most purposes the certificate is simply used to publicly establish that a private matter has been settled.  This is done to address situations where a separation and divorce have been particularly unpleasant.  In this case, the finer points are confined to the divorce decree, while the certificate simply establishes that a decree was issued and recognized by the state.

To apply for your certificate or that of a person you are representing, the first and most important step will be establishing your identification.  If you are not one of the parties named in the certificate, then you will additionally be required to furnish proof of either your relationship or ability to represent them.  Once this standard has been met, you will be able to retrieve a copy of the certificate.

This is done by either writing or visiting the vital statistics office in the state where the certificate was issued.  If visiting in person, be prepared to wait, as there can be long lines and lengthy delays.  In some cases, certificates may also not be immediately located, in which case they will generally be mailed to you at a later date when they are located.  Additionally, bear in mind that cash and check payments remain the most commonly accepted form of payment in most offices.  As such, credit cards might not be accepted.

If you are instead mailing in your application, it is advised to send in all of the following in addition to proof of identification:

  • Full name of the husband, with the last name in uppercase letters
  • Full name of the wife, with the last name in uppercase letters
  • Date of the divorce decree, or date range if unsure of the exact date
  • Date of the marriage
  • Your relationship to the parties if not named in the certificate or decree
  • The reason for requesting the certificate
  • A self-addressed stamped envelope with your return address on it.

Having followed the steps above, you should expect to receive your certificate in two to eight weeks, depending on the back log of previous applicants and the age of your certificate.  To locate the mailing address of the office specific to you and your location, please locate your state or territory in the “Vital Records Department” article.

Check this article,

1. How to Get a Copy of Your Birth Certificate

How to Get a Copy of Your Marriage License

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How to Get a Copy of Your Marriage License

A marriage license is a record of the union between two consenting adults.  In most cases it is between two United States citizens, although there are exceptions to this rule.  These exceptions generally involve both a US citizen and a non-citizen, or two non-citizens.  Examples of this include cases of a US citizen marrying someone from another country, or two persons from another country being married in the US.  In addition to these examples, there are other marriage ceremonies that can be performed outside of the United States, such as military weddings, or marriage abroad.  As long as one of the parties is a US citizen, there will be a record of the ceremony in the United States.

Contrary to what many people believe, a marriage certificate is a state document.  It is required for any marriage in the United States to be officially recognized.  This means that certificates provided by religious organizations or other third party services are not acceptable to the state and are not considered a record of marriage.  The only exception to this is when the marriage ceremony is performed by an individual licensed by the state to perform such ceremonies.

In general, a marriage certificate will always contain the following information, and may also contain additional details:

  • The date of the marriage ceremony
  • The full name of the bride and groom
  • The county and state in which the marriage was recorded

Obtaining a copy of any marriage certificate will require the person requesting the information to establish proof of identification.  In some states records can be immediately released, but in others it takes time.

While the person does not need to appear in person to retrieve these records, if their state supports it, they can often appear and may receive their record or a certified copy on the same day.  Note, however, that same day service may not be possible in some cases, as records may not be easily accessible, or might require accessing off site archives.  These and other factors can increase the time it takes state workers to retrieve records.

Fees to retrieve marriage records are generally around $15, but can be up to $100, depending on how the records are requested, and whether the person making the request is doing it themselves or paying a third party.  In all cases, cash and checks are the preferred forms of payment.  Some locations will accept credit and debit card payments, but that is the exception and not the rule.

The most time efficient method to receive documents is by mail, and the process by which marriage certificates are requested and provided are relatively straightforward.  When applying by mail, it is extremely important that all information is legibly and clearly printed or typewritten.  Additionally, the preferred text for documents is black and white, with any signatures or additional notes appearing in blue ink.  All last names should appear in caps.

These are the recommended items to include with every request to retrieve a marriage record:

  1. A letter detailing the request and attached documents
  2. Proof of identification
  3. The date of the request (date you are making the request)
  4. Full name of the husband
  5. Full name and wife (maiden name)
  6. The date of the marriage (or a range of dates if you are unsure of the exact date)
  7. Any other names, nick names, or aliases that may have been used
  8. The town and county where the wedding took place
  9. Proof of your relationship
  10. Why you are requesting the document
  11. Your signature
  12. A self-addressed stamped envelope

It is important to note that some states have additional requirements for the retrieval of documents, and that this list does not include everything required by every state.  For this reason, we have provided lings to further information specific to the state or territory you will be requesting documents from.  Please reference the , “Vital Records Department” article for the information specific to your state.

Related Queries:
“How to Get a Copy of Your Divorce Certificate“

Vital Records Department

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An Overview of Vital Records in the United States

Vital records consist of historical documents considered essential to establishing identity, familial relationships, or citizenship.  All records contain at least the individual’s full name, the date on which the event occurred, and the state.  Often records will contain additional information, depending on the type of record, but this can vary depending on the state.  It should be noted that in the United States the Federal Government has no responsibility for the maintenance or storage of these records.  Therefore they are unique to the state in which the event occurred.

Unfortunately, many of these records were not kept or maintained by states until the early 1900s.  Even then there were a number of states that did not keep them until well after this period.  For this reason, certain records are difficult to locate, or in some cases simply do not exist.

In general this is because archived records only go back so far.  In many cases original certificates were given to the respective owners of those documents at the time of the event, and the state did not keep a copy.  This is particularly true of the states Alaska and Hawaii, which were not officially accepted into the Union until 1959, but there are other states and territories where the retrieval of records may also be difficult depending on the age of the document requested.

As a general rule, records are available to authorized persons requesting them according to an established procedure.  While the procedure varies from state to state, there are general guidelines that are consistent across all states.  The most important of these is the requirement of the applicant to prove their identity.  Acceptable forms of identification must be valid, and include the following:

  • State Issued Driver’s License (this is generally the preferred form of ID)
  • United States Passport
  • Other Government Photo Identification

In the case of a relative or organization applying for records on behalf of an authorized party, proof of their relationship with the person for whom they are attempting to retrieve records will need to be established.  In this case, they will need to provide at least the following documents:

Once proof of identification and any required proof of relationship have been established, the remaining steps are relatively straightforward.  Perhaps the most important thing to consider with any of these steps is that the offices housing these documents are usually overwhelmed by the volume of paperwork they receive.  Requests take time, particularly in the case of older records.  Being polite and considerate can go a long way towards smoothing any difficulties or complications that may arise.

Additionally, any required fees should be included by check or money order.  As a rule, the following items are required by states for the retrieval of records, with additional requirements specific to each type of record:

  • The date of the request
  • The full name of the person, with the last name in caps
  • The sex of the person
  • Their date of birth
  • Their place of birth
  • The requesting party’s name & address
  • The requesting party’s driver’s license number & state
  • The requesting party’s signature

All requests should be made one at a time, or at most not more than two per request.  This is because there is a process by which each state archives these records, and each has a system used to retrieve them.  Large groups of requests take longer for personnel to manage and track, and can easily become separated or lost, requiring additional steps or repeat requests for information.

Finally, if your request is more complicated or deals with information other than your own personal information, it is best to include a very brief typewritten paragraph detailing exactly what you are looking for.  This paragraph should include information on your relationship to the request, and how that information is supported by the documents you have included, and what records you hope to locate.

Following these steps will make the process easier for everyone involved, and ultimately result in copies of requested documents being received sooner rather than later.  Specific information on each state and territory has been listed below through links to external resources.

External Links to Vital Records Information

Department of State Records:

  • http://travel.state.gov/law/family_issues/family_issues_601.html

National Records:

  • http://www.cdc.gov/nchs/w2w.htm

State Records:

  • Alabama: http://www.cdc.gov/nchs/w2w/alabama.htm
  • Alaska: http://www.cdc.gov/nchs/w2w/alaska.htm
  • American Samoa: http://www.cdc.gov/nchs/w2w/american_samoa.htm
  • Arizona: http://www.cdc.gov/nchs/w2w/arizona.htm
  • Arkansas: http://www.cdc.gov/nchs/w2w/arkansas.htm
  • California: http://www.cdc.gov/nchs/w2w/california.htm
  • Canal Zone: http://www.cdc.gov/nchs/w2w/canal_zone.htm
  • Colorado: http://www.cdc.gov/nchs/w2w/colorado.htm
  • Connecticut: http://www.cdc.gov/nchs/w2w/connecticut.htm
  • Delaware: http://www.cdc.gov/nchs/w2w/delaware.htm
  • District of Columbia: http://www.cdc.gov/nchs/w2w/dc.htm
  • Florida: http://www.cdc.gov/nchs/w2w/florida.htm
  • Foreign or High-Seas Events: http://www.cdc.gov/nchs/w2w/foreign.htm
  • Georgia: http://www.cdc.gov/nchs/w2w/georgia.htm
  • Guam: http://www.cdc.gov/nchs/w2w/guam.htm
  • Hawaii: http://www.cdc.gov/nchs/w2w/hawaii.htm
  • Idaho: http://www.cdc.gov/nchs/w2w/idaho.htm
  • Illinois: http://www.cdc.gov/nchs/w2w/illinois.htm
  • Indiana: http://www.cdc.gov/nchs/w2w/indiana.htm
  • Iowa: http://www.cdc.gov/nchs/w2w/iowa.htm
  • Kansas: http://www.cdc.gov/nchs/w2w/kansas.htm
  • Kentucky: http://www.cdc.gov/nchs/w2w/kentucky.htm
  • Louisiana: http://www.cdc.gov/nchs/w2w/louisiana.htm
  • Maine: http://www.cdc.gov/nchs/w2w/maine.htm
  • Maryland: http://www.cdc.gov/nchs/w2w/maryland.htm
  • Massachusetts: http://www.cdc.gov/nchs/w2w/massachusetts.htm
  • Michigan: http://www.cdc.gov/nchs/w2w/michigan.htm
  • Minnesota: http://www.cdc.gov/nchs/w2w/minnesota.htm
  • Mississippi: http://www.cdc.gov/nchs/w2w/mississippi.htm
  • Missouri: http://www.cdc.gov/nchs/w2w/missouri.htm
  • Montana: http://www.cdc.gov/nchs/w2w/montana.htm
  • Nebraska: http://www.cdc.gov/nchs/w2w/nebraska.htm
  • Nevada: http://www.cdc.gov/nchs/w2w/nevada.htm
  • New Hampshire: http://www.cdc.gov/nchs/w2w/new_hampshire.htm
  • New Jersey: http://www.cdc.gov/nchs/w2w/new_jersey.htm
  • New Mexico: http://www.cdc.gov/nchs/w2w/new_mexico.htm
  • New York City: http://www.cdc.gov/nchs/w2w/new_york_city.htm
  • New York State: http://www.cdc.gov/nchs/w2w/new_york.htm
  • North Carolina: http://www.cdc.gov/nchs/w2w/north_carolina.htm
  • North Dakota: http://www.cdc.gov/nchs/w2w/north_dakota.htm
  • Northern Mariana Islands: http://www.cdc.gov/nchs/w2w/northern_mariana_islands.htm
  • Ohio: http://www.cdc.gov/nchs/w2w/ohio.htm
  • Oklahoma: http://www.cdc.gov/nchs/w2w/oklahoma.htm
  • Oregon: http://www.cdc.gov/nchs/w2w/oregon.htm
  • Pennsylvania: http://www.cdc.gov/nchs/w2w/pennsylvania.htm
  • Puerto Rico: http://www.cdc.gov/nchs/w2w/puerto_rico.htm
  • Rhode Island: http://www.cdc.gov/nchs/w2w/rhode_island.htm
  • South Carolina: http://www.cdc.gov/nchs/w2w/south_carolina.htm
  • South Dakota: http://www.cdc.gov/nchs/w2w/south_dakota.htm
  • Tennessee: http://www.cdc.gov/nchs/w2w/tennessee.htm
  • Texas: http://www.cdc.gov/nchs/w2w/texas.htm
  • Utah: http://www.cdc.gov/nchs/w2w/utah.htm
  • Vermont: http://www.cdc.gov/nchs/w2w/vermont.htm
  • Virginia: http://www.cdc.gov/nchs/w2w/virginia.htm
  • Virgin Islands: http://www.cdc.gov/nchs/w2w/virgin_islands.htm
  • Washington: http://www.cdc.gov/nchs/w2w/washington.htm
  • West Virginia: http://www.cdc.gov/nchs/w2w/west_virginia.htm
  • Wisconsin: http://www.cdc.gov/nchs/w2w/wisconsin.htm
  • Wyoming: http://www.cdc.gov/nchs/w2w/wyoming.htm