The city clerk is the official record-keeper for your city or town, and they hold the vital records you need

A city clerk is an elected or appointed official who maintains official records for a city or town government. They keep birth certificates, death certificates, marriage licenses, and divorce decrees — the same vital records you came here to find. The city clerk's office is where you go to request copies of these documents, and they are usually the only place in your city that can issue certified copies that government agencies and employers will accept.

The city clerk also records business licenses, property transfers, and council meeting minutes. But for your purposes, they are the vital records custodian. Every city and town has one, though the title sometimes varies — in some places the role is called the town clerk, municipal clerk, or registrar of vital records.

Key Takeaways

  • The city clerk's office holds birth, death, marriage, and divorce records for your city or town and issues certified copies.
  • You can usually request vital records in person, by mail, by phone, or through the city's website, depending on the office.
  • Certified copies cost money — typically $10 to $30 per document — and take anywhere from same-day to several weeks depending on how you order.
  • If you do not know which city clerk to contact, start with your city or county health department, which can direct you to the right office.
  • Some city clerks now offer online ordering through a state vital records portal, which is faster than mailing in a form.

How to find your city clerk's office

Start by searching "[your city name] city clerk" or "[your town name] town clerk" in a search engine. The office website will list their address, phone number, and hours. If you cannot find it that way, call your city or county health department — they know which office holds vital records for your area and can give you the direct contact information.

If you live in an unincorporated area (not part of a city or town), your county clerk or county health department holds vital records instead. Ask your county government office which department to contact.

What information you need to request a vital record

When you contact the city clerk to request a birth, death, marriage, or divorce certificate, have the following ready: the full name of the person on the record, the date the event happened (or the year if you do not know the exact date), and the location where it happened. For marriage and divorce records, you may also need the name of the other person involved.

The city clerk will ask you to prove who you are and why you need the record. Different offices have different rules about who can order which records — for example, some will only give you a death certificate if you are a family member or have a legal reason to need it. Ask the clerk what proof they need before you send anything in the mail.

Ways to order from the city clerk

Most city clerk offices offer multiple ways to request vital records. In-person visits are usually the fastest — you can often get a certified copy the same day if the record is on file. Call ahead to confirm their hours and whether you need an appointment.

By mail, you send a completed form (which the city clerk's website will have) along with a check or money order and a copy of your ID. Processing takes one to four weeks depending on the office's workload. By phone, some offices let you order over the phone and pay by credit card, though this is less common. Online ordering through a state vital records portal is now available in many states — check your state health department's website to see if yours offers this.

Cost and processing time

Certified vital records cost money. A single certified copy typically costs $10 to $30, depending on the city and the type of record. Some offices charge extra for rush processing or for multiple copies ordered at once. Ask about the exact fee when you contact them, because prices vary widely.

Processing time depends on how you order. In-person requests are often completed the same day or within a few hours. Mail orders take one to four weeks. Online orders through a state portal usually take three to ten business days. If the record is very old or the office is backlogged, it may take longer.

What to do if the record is not on file

If the city clerk cannot find the record you are looking for, they will tell you. This can happen if the event happened in a different city, if the record was never filed, or if it was filed under a different name (common with marriage records). Ask the clerk whether they can suggest where else to look — they often know if records were transferred to the county or state level.

If you think the record exists but the city clerk cannot find it, you can contact your state vital records office directly. Each state maintains a central database of vital records, and they can search across all cities and towns in the state. Your state health department website will have instructions for ordering from the state level.

City clerk offices and privacy

Vital records are public documents, but access rules vary by state and by record type. Birth certificates are usually restricted — only the person named on the certificate, their parents, or someone with a court order can get a copy. Death certificates are usually public. Marriage and divorce records are typically public but may have some restrictions depending on the state.

The city clerk's office will tell you whether they can issue a copy based on who you are and what you need it for. If they refuse, ask them to explain which law or rule prevents them from releasing it. If you believe you have a legal right to the record, you can ask for a supervisor or file a records request under your state's public records law.

Frequently Asked Questions

Can I order a vital record from a city clerk if I do not live there anymore?

Yes. You can order by mail, phone, or online from any city clerk's office, no matter where you live now. You do not need to be a current resident. The city clerk will mail the certified copy to your address.

What if I do not know the exact date the event happened?

Tell the city clerk the year or approximate date you remember. They can search a range of years, though this takes longer. Providing the city or town where it happened helps narrow the search. Some offices charge extra for searches that cover multiple years.

Do I need a certified copy, or will an uncertified copy work?

It depends on what you need it for. Government agencies, employers, and schools almost always require a certified copy with the official seal. An uncertified copy is cheaper and faster but usually only works for personal records or genealogy research. Ask whoever is asking for the document whether they need it certified.

How long does a certified vital record stay valid?

A certified copy does not expire, but some organizations have their own rules about how old a copy can be. Employers and government agencies sometimes want a copy issued within the last few months or year. Check with whoever needs the document before you order.

What if the city clerk's office is closed when I need the record?

Most city clerk offices are open during regular business hours Monday through Friday. If you need a record urgently, order online or by mail as soon as possible, or call to ask about rush processing. Some cities have after-hours drop boxes for mail orders. Emergency services like hospitals may have their own ways to access vital records outside normal hours.