Certified copies are one of those things that sound more complicated than they need to be.
The good news is that the process is much simpler than it sounds, and once you know what to expect, ordering these documents is fairly straightforward.
In this guide, we’ll talk about what you need to know before ordering vital records so that you can get started with confidence. If you’re going the online route, reading a VitalFormsDirect review can give you a clearer idea of what to expect from start to finish.
What are Certified Copies of Vital Records?
In simple terms, certified copies are the official versions of documents that record major life events. These usually include birth certificates, marriage certificates, and death certificates.
What makes certified copies different from any old regular photocopy is that they’re legally recognized. These copies typically include a seal, stamp, or signature from the issuing office, which allows them to be used for official purposes like applying for a passport or handling legal matters.
When Might You Need a Certified Copy?
Speaking of official purposes, you might be wondering in which situations you’ll actually need a certified copy. We’ve listed some of the most common ones below, along with the type of vital record required in parentheses:
How to Order Certified Copies of Your Vital Records
There are generally two ways to order certified copies: in person or online. The best option often depends on your timeline and where the record was issued.
Ordering in person usually means visiting a local or state vital records office. This can be a good option if you want to handle everything yourself. That said, it’s not always practical, especially if you’re no longer living in the same state where the record was originally filed.
For many people, ordering online is a much more convenient route. Some websites allow you to submit a request digitally, upload your identification, and have the document mailed to you. The process is typically much easier to manage from home.
What You’ll Need Before Ordering
Before ordering your vital records, it’s a good idea to set aside some time and gather a few things that you’ll need during the process.
You’ll first need to provide details about yourself (the applicant), including your full name, contact information, and delivery address. You’ll also be asked to confirm your relationship to the person listed on the record. For example, if you’re ordering a certified copy of your child’s birth certificate for school enrollment, you would typically select an option like “I am the mother” or “I am the father.”
Next, you’ll need to fill out information about the person named on the record. Depending on the type of document, this may include their full name, date of birth, place of birth, and gender. For birth certificates, you’ll usually also be asked to include the full names of both parents.
Finally, you’ll be asked to choose a reason for your request, confirm that you are authorized to request the record, and pay before submitting your application.
Processing Times
Processing times can vary quite a bit depending on which state you’re requesting the record from. In general, states with larger populations will naturally tend to have longer wait times due to higher demand.
For example, a birth certificate request in California can take around 12 to 14 weeks through standard processing times. Compare that to Wyoming, the least populous state in the USA (with a population of less than 600,000 people), where similar requests are processed in as little as 3 to 5 business days.
Many states also offer expedited or premium processing options for an additional fee, which can significantly shorten the waiting time if you’re working with a deadline.
Since timelines can differ so much, it’s always a good idea to apply earlier than you think you’ll need to.
Common Mistakes to Avoid
Even though ordering the documents is fairly straightforward, a few small mistakes can slow things down more than you’d expect.
One of the most common issues is ordering the wrong type of document. Not all copies are considered “certified,” and using the wrong version can lead to delays if it’s rejected for official use. Be sure to check and make sure that you’re ordering the correct version.
Another typical mistake is ordering from the wrong issuing office. Vital records are usually held in the state or county where the event originally took place and not where you currently live. For example, if you were born in Ohio but now live in New York, you would need to request your birth certificate from Ohio (and not New York).
Finally, be sure to double-check the details you enter during the application. Something as simple as a misspelled name or incorrect date can hold up your request.
