Guide to Obtaining Vital Records

Guide to Obtaining Vital Records

Births, Deaths, Marriages, and Divorces

Introduction

As part of its mission to provide access to data and information relating to the health of the Nation, the National Center for Health Statistics produces a number of publications containing reference and statistical materials. The purpose of this publication is solely to provide information about individual vital records maintained only on file in State or local vital statistics' offices.

An official certificate of every birth, death, marriage, and divorce should be on file in the locality where the event occurred. The Federal Government does not maintain files or indexes of these records. These records are filed permanently either in a State vital statistics office or in a city, county, or other local office.

To obtain a certified copy of any of the certificates, write or go to the vital statistics office in the State or area where the event occurred. Addresses and fees are given for each event in the State or area concerned.

To ensure that you receive an accurate record for your request and that your request is filled expeditiously, please follow the steps outlined below for the information in which you are interested:

Write to the appropriate office to have your request filled.

Under the appropriate office, information has been included for birth and death recordsconcerning whether the State will accept checks or money orders and to whom they should be made payable. This same information would apply when marriage and divorce records are available from the State office. However, it is impossible for us to list fees and addresses for all county offices where marriage and divorce records may be obtained.

For all certified copies requested, make check or money order payable for the correct amount for the number of copies you want to obtain. Cash is not recommended because the office cannot refund cash lost in transit.

Because all fees are subject to change, a telephone number has been included in the information for each State for use in verifying the current fee.

Type or print all names and addresses in the letter. Give the following facts when writing for birth or death records:

1.Full name of person whose record is being requested.

2.Sex.

3.Parents' names, including maiden name of mother.

4.Month, day, and year of birth or death.

5.Place of birth or death (city or town, county, and State; and name of hospital, if known).

6.Purpose for which copy is needed.

7.Relationship to person whose record is being requested.

Give the following facts when writing for marriage records:

1.Full names of bride and groom.

2.Month, day, and year of marriage.

3.Place of marriage (city or town, county, and State).

4.Purpose for which copy is needed.

5.Relationship to persons whose record is being requested.

Give the following facts when writing for divorce records:

1.Full names of husband and wife.

2.Date of divorce or annulment.

3.Place of divorce or annulment.

4.Type of final decree.

5.Purpose for which copy is needed.

6.Relationship to persons whose record is being requested.

[Table Omitted]

Foreign or high-seas births and deaths and certificates of citizenship

Birth records of persons born in foreign countries who are U.S. citizens at birth

The birth of a child abroad to U.S. citizen parent(s) should be reported to the nearest U.S.

Consulate or Embassy as soon after the birth as possible. To do this, the child's parent or legal guardian should file an Application for Consular Report of Birth Abroad of a Citizen of the United States of America (Form FS-579/SS-5). This form may also be used to apply for a Social Security Number for the child. A $10.00 fee is charged for reporting the birth.

The application must be supported by evidence to establish the child's U.S. citizenship. Usually, the following documents are needed:

1.the child's foreign birth certificate;

2.evidence of the U.S. citizenship of the parent(s) such as a certified copy of a birth certificate, U.S. passport, or Certificate of Naturalization or Citizenship;

3.evidence of the parents' marriage, if applicable; and

4.affidavit(s) of the physical presence of the parent(s) in the United States.

Each document should be certified as a true copy of the original by the registrar of the office that issued the document. Other documents may be needed in some cases. Contact the nearest U.S.

Embassy or Consulate for details on what evidence is needed.

When the application is approved, a Consular Report of Birth Abroad of a Citizen of the United States of America (Form FS-240) is given to the applicant. This document, known as the Consular Report of Birth, has the same value as proof of citizenship as the Certificate of Citizenship issued by the Immigration and Naturalization Service.

A Consular Report of Birth can be prepared only at a U.S. Embassy or Consulate overseas, and only if the person who is the subject of the report is under 18 years of age when the application is made. A person residing abroad who is now 18 years of age or over, and whose claim to U.S. citizenship has never been documented, should contact the nearest U.S. Embassy or Consulate for assistance in registering as a U.S. citizen.

As of November 1, 1990, the U.S. Department of State no longer issues multiple copies of the Consular Report of Birth. However, a replacement Consular Report of Birth may be issued if the original document is lost or mutilated. The U.S. Department of State also issues certified copies of the Certification of Report of Birth (DS-1350), which contains the same information as on the Consular Report of Birth. The DS-1350 serves most needs and can be issued in multiple copies. Documents are issued only to the subject of the Consular Report of Birth, the subject's parents or legal guardian, or a person who submits written authorization from the subject.

To request copies of the DS-1350 or a replacement FS-240, write to Passport Services, Correspondence Branch, U.S. Department of State, 1425 K St. NW, Room 386, Washington, DC 20522-1705. Please include the following items:

1.the full name of the child at birth (and any adoptive name);

2.the date and place of birth;

3.the names of the parents;

4.the serial number of the FS-240 (if the FS-240 was issued after November 1, 1990);

5.any available passport information;

6.the signature of the requestor and the requestor's relationship to the subject;

7.a check or money order for $10.00 per document requested, made payable to the U.S. Department of State; and

8.if applying for a replacement FS-240, a notarized affidavit by the subject, parent, or legal representative that states the name, date and place of birth of the subject, and the whereabouts of the original FS-240.

To obtain a Consular Report of Birth in a new name, send a written request and fees as noted above, the original (or replacement) Consular Report of Birth, or if not available, a notarized affidavit about its whereabouts. Also, send a certified copy of the court order or final adoption decree which identifies the child and shows the change of name with the request. If the name has been changed informally, submit public records and affidavits that show the change of name.

Birth records of alien children adopted by U.S. citizens

Birth certifications for alien children adopted by U.S. citizens and lawfully admitted to the United States may be obtained from the Immigration and Naturalization Service (INS) if the birth information is on file.

Certification may be issued for children under 21 years of age who were born in a foreign country. Requests must be submitted on INS Form G-641, which can be obtained from any INS office. (Address can be found in a telephone directory.) For Certification of Birth Data (INS Form G-350), a $15.00 search fee, paid by check or money order, should accompany INS Form G-641.

Certification can be issued in the new name of an adopted or legitimated child after proof of an adoption or legitimation is submitted to INS. Because it may be issued for a child who has not yet become a U.S. citizen, this certification (Form G-350) is not proof of U.S. nationality.

Certificate of citizenship

Persons who were born abroad and later naturalized as U.S. citizens or who were born in a foreign country to a U.S. citizen (parent or parents) may apply for a certificate of citizenship pursuant to the provisions of Section 341 of the Immigration and Nationality Act. Application can be made for this document in the United States at the nearest office of the Immigration and Naturalization Service (INS). The INS will issue a certification of citizenship for the person if proof of citizenship is submitted and the person is within the United States. The decision whether to apply for a certificate of citizenship is optional; its possession is not mandatory because a valid U.S. passport or a Form FS-240 has the same evidentiary status.

Death records of U.S. citizens who die in foreign countries

The death of a U.S. citizen in a foreign country may be reported to the nearest U.S. consular office. If reported, and a copy of the local death certificate and evidence of U.S. citizenship are presented, the consul prepares the official "Report of the Death of an American Citizen Abroad" (Form OF-180). A copy of the Report of Death is then filed permanently in the U.S. Department of State (see exceptions below).

To obtain a copy of a report filed in 1960 or after, write to Passport Services, Correspondence Branch, U.S. Department of State, Washington, DC 20522-1705. The fee for a copy is $10.00. Fee may be subject to change.

Reports of Death filed before 1960 are maintained by the National Archives and Records Service, Diplomatic Records Branch, Washington, DC 20408. Requests for such records should be sent directly to that office.

Reports of deaths of persons serving in the Armed Forces of the United States (Army, Navy, Marines, Air Force, or Coast Guard) or civilian employees of the Department of Defense are not maintained by the U.S. Department of State. In these cases, requests for copies of records should be sent to the National Personnel Records Center (Military Personnel Records), 9700 Page Ave., St. Louis, Missouri 63132-5100.

Records of birth and death occurring on vessels or aircraft on the high seas When a birth or death occurs on the high seas, whether in an aircraft or on a vessel, the record is usually filed at the next port of call.

1.If the vessel or aircraft docked or landed at a foreign port, requests for copies of the record may be made to the U.S. Department of State, Washington, DC 20522-1705.

2.If the first port of entry was in the United States, write to the registration authority in the city where the vessel or aircraft docked or landed in the United States.

3.If the vessel was of U.S. registry, contact the local authorities at the port of entry and/or search the vessel logs at the U.S. Coast Guard Facility at the vessel's final port of call for that voyage.

Records maintained by foreign countries

Most, but not all, foreign countries record births and deaths. It is not possible to list in this publication all foreign vital records offices, the charges they make for copies of records, or the information they may require to locate a record. However, most foreign countries will provide certifications of births and deaths occurring within their boundaries.

Persons who need a copy of a foreign birth or death record should contact the Embassy or the nearest Consulate in the U.S. of the country in which the death occurred. Addresses and telephone numbers for these offices are listed in the U.S. Department of State Publication 7846, "Foreign Consular Offices in the United States," which is available in many local libraries. Copies of this publication may also be purchased from the U.S. Government Printing Office, Washington, DC 20402.

If the Embassy or Consulate is unable to provide assistance, U.S. citizens may obtain assistance by writing to the Office of Overseas Citizens Services, U.S. Department of State, Washington, DC 20520-4818. Aliens residing in the United States may be able to obtain assistance through the Embassy or Consulate of their country of nationality.