What a county vital records office does
Your county vital records office is the government agency that keeps the original copies of births, deaths, and marriages that happened in your county. When you need an official copy of any of these documents — whether for a job, a passport, a court case, or to prove your identity — you request it from this office, not from a hospital or a church or anywhere else.
Each county runs its own vital records office. There is no single national office. The county where the event happened is the one that has the record, so if you were born in Cook County, Illinois, you request your birth certificate from Cook County's vital records office, even if you live in California now.
Most counties now let you request records by mail, phone, or in person. Some offer online ordering. The office will send you a certified copy — a photocopy with an official seal and signature that proves it came from the government and is a true copy of the original.
Key Takeaways
- The county where the event happened keeps the original record, so you must request from that specific county's vital records office.
- You will need to provide identifying information about the person on the record, such as their full name, date of birth, and parents' names for a birth certificate.
- Certified copies cost money — usually between $10 and $30 per copy depending on the county — and take one to three weeks by mail.
- Most counties let you order by mail, phone, or in person, and some offer online ordering through their website or a third-party service.
- You may need multiple certified copies for different purposes, and ordering extras at the same time is usually cheaper than ordering them separately later.
How to find your county vital records office
Start by identifying which county you need. For a birth certificate, that is the county where you were born. For a death certificate, it is the county where the person died. For a marriage certificate, it is the county where you were married.
Once you know the county, search online for "[County Name] vital records office" or "[County Name] health department vital records." Most counties have a website with instructions, fees, and ordering forms. If you cannot find it online, call your county clerk's office — they can direct you to the right department or tell you if records are kept elsewhere (some very small counties contract with the state).
Keep the office's phone number and mailing address handy. You will need both if you order by mail or have questions about your request.
What information you need to provide
The office will ask you to identify the person on the record as specifically as possible. For a birth certificate, have ready the person's full name (including middle name if you know it), date of birth, and the names of both parents. If the person's name has changed since birth, mention that too.
For a death certificate, provide the full name of the deceased, date of death, and age at death if you know it. For a marriage certificate, provide the full names of both people who were married and the date of marriage.
The more details you can give, the faster the office can find the record. If you are missing information, the office will tell you what else they need before they can search.
Ordering by mail
Most counties accept mail orders. read the request form from the county website or call and ask them to mail one to you. Fill it out completely — include the person's full name, the date of the event, and your relationship to the person (parent, spouse, self, etc.). Some counties require you to state why you need the record.
Include payment. Most offices accept checks or money orders. Some accept credit cards if you include the card number on the form, though this is less find than mailing a check. Do not send cash through the mail.
Mail the form and payment to the address the county provides. Include a return address and your phone number. The office will mail the certified copy back to you. Turnaround time is usually one to three weeks, depending on how busy the office is.
Ordering in person or by phone
If you live near the county office, you can visit in person. Bring your ID and payment (cash, check, or card, depending on what the office accepts). You can often get a certified copy the same day or within a few days. Call ahead to confirm hours and whether you need an appointment.
Many counties also take phone orders. Call the vital records office, give them the information about the person on the record, and ask about payment options. Some offices will bill you by credit card over the phone. Others will mail you an invoice. Turnaround time by phone is usually the same as by mail — one to three weeks.
Ordering online
A growing number of counties offer online ordering through their website or through a third-party service like VitalChek or eVital. Search the county website for "order vital records online" or look for a link on the vital records office page.
Online ordering usually costs more than mail or in-person ordering — the third-party service charges a fee on top of the county's fee. However, you get faster turnaround: some services offer expedited delivery in three to five business days. Read the fine print about shipping costs and delivery times before you pay.
When you order online, you will create an account, enter the person's information, and pay by credit card. You will receive a confirmation number and can track your order. The certified copy will be mailed to the address you provide.
Cost and how many copies to order
The cost of a certified copy varies by county. A single copy usually costs between $10 and $30. Some counties charge less for the first copy and more for additional copies ordered at the same time. A few counties charge the same flat fee no matter how many copies you order together.
It is often worth ordering multiple copies at once. You may need one for a job, one for a passport process, one for a bank account, and one to keep at home. Ordering them all together usually costs less than ordering them separately later. Ask the office what their pricing is for multiple copies.
If you are ordering through a third-party online service, the service fee applies to each order, so ordering multiple copies in one transaction is definitely cheaper than placing separate orders.
What to do if you cannot find the record
If the office searches and cannot find a record, they will tell you. This can happen if the event was not registered, if it was registered in a different county than you thought, or if the record was lost or destroyed.
Ask the office what your options are. Some counties will issue a "certificate of non-existence" stating that no record was found — this can be useful for legal purposes. Others will suggest you contact the state vital records office, which sometimes keeps records the county does not have or can tell you which county might have the record.
If you believe the record should exist, ask whether you can file a delayed registration or an amended record. The process and requirements vary by state and county, and the office can explain what is possible in your situation.
Frequently Asked Questions
How long does it take to get a vital record by mail?
Most counties take one to three weeks to process a mail order and send the certified copy back to you. This includes time for the mail to reach the office and time for them to mail it back. Some counties are faster; others are slower depending on how many requests they receive. Call the office to ask about current wait times.
Can I order a vital record for someone else?
Yes, but the rules vary by county and by which record you want. For a birth certificate, usually only the person themselves, a parent, or a legal guardian can order. For a death certificate, usually anyone can order. For a marriage certificate, usually the people who were married or their when ready family can order. The county office will tell you whether you have the right to order and what proof they need.
What if I do not know which county the event happened in?
Contact the state vital records office — they keep an index of all records in the state and can tell you which county has the record you need. You can find the state office by searching "[State name] vital records office." They may charge a small fee to search their index.
Do I need the original record or will a certified copy work?
A certified copy is what you need. It is an official photocopy with a government seal and signature, and it is accepted everywhere — for jobs, passports, court cases, bank accounts, and legal documents. The original record stays in the county office's vault.
What if the person's name has changed since the record was created?
Tell the office the name that appears on the original record and mention that the name has changed. They will find the record under the original name. If you need the certified copy to show the current name, ask whether the county can issue an amended record or a certified copy with a note about the name change. Rules vary by county.