You can obtain a duplicate birth certificate for yourself or your child if you have a valid identification and are ready to pay the fee. In this article, we will detail how to properly apply and receive the necessary document.

Personal Request

Step 1: Determine the Place of Birth.

Step 1

Find out where you or your relative was born. Copies of birth certificates are issued not by the federal government but by local authorities, specifically at the place of birth, not at the applicant's residence. Make sure to review all requirements for your region.

Step 2: Justify Your Request.

Step 2

Ensure you have a valid reason for your request. In some states in the U.S., for example, you may be required to specify a particular reason, and without a valid reason, the certificate will not be issued.

  • Valid reasons may include:
    • Applying for a passport
    • Obtaining a driver's license
    • Enrolling a child in school
    • Applying for social security
    • Job-related requests
    • Obtaining other personal documents, especially legal ones

Step 3: Confirm Your Eligibility.

Step 3

Check if you are eligible to request the birth certificate. Information access laws apply only to public documents, and birth certificates are typically not considered public. Only certain individuals with a connection to the certificate holder can request it:

  • Yourself (if you are over 18)
  • Spouse
  • Parent
  • Stepparent
  • Sibling
  • Son or daughter
  • Grandparent
  • Great-grandparent
  • By power of attorney
  • As a legal representative

Note that these requirements may vary by state. For example, in New York, to obtain a spouse's, child's, or grandparent's birth certificate, a court order is required, while for your own or your parents’ certificates, it is not.

Step 4: Learn About the Costs.

Step 4

Find out how much it will cost to obtain a duplicate. The prices for new birth certificates vary by country and even by region. In Russia, the cost ranges from 200 to 2000 rubles.

  • If you are requesting multiple duplicates, you may need to pay an additional amount. Depending on local laws, you may be offered either a double fee or a discount on the second duplicate.
  • If you apply online, there may be a processing fee of $2 to $10.
  • In addition, there may be extra costs for expedited processing, special delivery, and other services.

Step 5: Prepare Your Identification Documents.

Step 5

Gather documents that prove your identity. You will typically need to present a primary photo ID, along with two forms of secondary identification that include your name and address. The list of acceptable documents may vary (depending on the country). Secondary documents may include:

  • Primary documents:
    • Driver's license
    • Government-issued photo ID
    • Military ID with photo
    • Passport
    • Utility bills
    • Phone bills
    • Recent letters from government agencies
    • Employee ID
    • Bank statement or checkbook
    • Credit card or its statement
    • Health insurance card
    • Transportation ticket
    • Proof of last rent payment

Step 6: Understand the Differences Between Certified and Uncertified Copies.

Step 6

Note that certified copies have specific requirements. A certified copy must include the registrar's seal and signature and be printed on special paper.

  • Only certified copies can be used for legal purposes. Uncertified copies have no legal standing and are more often used for genealogical research and personal needs.
  • In some U.S. states, uncertified copies may be issued to anyone without needing to verify the connection to the individuals listed on the certificate.

Request by Mail or Fax

Step 1: Locate Your Local Vital Records Office.

Step 1

Find out where your local Vital Records Office is located. The address can usually be found online or in the phone directory.

  • If you don't have access to the internet or a directory, you can contact local authorities for the necessary information.
  • Vital Records Offices are often located in major cities, and you may need to travel to the nearest larger town in your area. In the worst-case scenario, you might need to travel to your region's capital.

Step 2: Present Your ID.

Step 2

Show your identification. Find out what identification documents are required in your state. Make sure you have all necessary documents, as the absence of any could lead to your application being denied.

Step 3: Fill Out the Application.

Step 3

Complete the application form. The office should have forms available for requesting vital records, including requests for birth certificates. Ask for a copy and fill it out with the staff at the office.

  • Fill out the form carefully and honestly.
  • If you do not know all the requested information, the staff can assist you with finding it. However, be aware that searching with incomplete information may take longer and does not guarantee results.

Step 4: Pay the Fee.

Step 4

Pay the fee. You can pay it by check or money order.

  • Many Vital Records Offices only accept major credit cards.
  • Some offices may not accept cash.

Step 5: Wait for Your Birth Certificate.

Step 5

Expect your duplicate birth certificate. The delivery time by mail may vary by state, but usually takes between 10 to 12 weeks.

  • Expedited requests may be processed in at least two weeks.

Request Online

Step 1: Find Your State's Vital Records Office Contact Information.

Step 1

Find out the address or fax number of your local Vital Records Office. This information is usually available through an internet search. Fax numbers are also often available online.

  • If you cannot find the information on your own, reach out to local authorities for help. Most city institutions provide this information.
  • Applications typically need to be sent to the central office, which is often located in the state capital. However, in some cases, the request may be sent to the nearest Vital Records Office. Follow local guidelines to determine the correct address for submission.
  • Mail is permitted in most states, but not all states accept fax requests.

Step 2: Fill Out and Print the Application Form.

Step 2

Download the application form from your local Vital Records Office's website. Print it and fill it out in black ink.

  • Ensure that you fill out all fields accurately.
  • In many states, some fields may be left blank, but you need to find out which ones are mandatory.
  • If you do not have a printer, call the Vital Records Office and request that they send the form to you by mail.

Step 3: Make Copies of Your ID Documents.

Step 3

Make copies of your IDs. The application sent by mail or fax must be accompanied by all necessary documents. Don't forget to attach copies to your application.

  • Ensure that the copies are clear and all information is visible.

Step 4: If Required, Include a Notarized Statement.

Step 4

If needed, add a notarized statement. In some states, confirmation that the information and identification documents are correct is required. This statement must be signed and notarized.

  • Find a notary at a local bank or government office.
  • Notary services may come with a fee.

Step 5: Send the Application with ID Documents and Payment.

Step 5

Mail the application, ID documents, and payment. Include a check or money order along with the application and copies of the documents.

  • Do not send cash.
  • For safety, make copies of all documents you send.

Step 6: Wait.

Step 6

Wait for a response. Processing time may vary, but it usually takes between 10 to 12 weeks for your birth certificate to arrive by mail.

  • Expedited requests may take at least two weeks.
  • Delays may occur if the information provided is incomplete or inaccurate.

Other Countries

Step 1: Find the Website of Your Local Vital Records Office.

Step 1

Search for the website of your local Vital Records Office. It can often be found by performing a simple internet search. The website address may also be on your region's official government site.

  • If you cannot find the website, call the local office and request the address.
  • If you live in the U.S., note that 48 states (excluding Vermont and Wyoming) and Washington, D.C., as well as American Samoa and Puerto Rico, have entrusted the issuance of birth certificates to the VitalChek.com service. By filling out a form on this site and paying the fee, you can obtain your certificate.

Step 2: Download and Complete the Form.

Step 2

Download the form and fill it out. Your state's office may provide a downloadable form that you need to complete and send via email. If such a form is not available, they may have a “live” form that needs to be filled out and submitted through a secure server on the site.

  • If your regular signature (not digital) is required, download the form, fill it out, sign it, scan it, and return it on the site.
  • Ensure that all fields are filled out correctly.
  • Mandatory fields are usually indicated in the form. Fill them out and try to complete as many optional fields as possible.

Step 3: Attach Electronic Copies of Your Identification Documents.

Step 3

Attach electronic copies of your documents. Scan the necessary IDs and add them to your application.

  • If you are sending the application via email, attach the documents as separate files.
  • When submitting through a secure server, upload the documents as instructed on the screen.

Step 4: Pay the Fee with a Credit Card.

Step 4

Pay the fee with a credit card. When requesting online, you will need a valid credit card for payment.

  • It will not be possible to send the payment separately.
  • Some websites may require a credit card issued by major banks.

Step 5: Wait for Your Duplicate.

Step 5

Wait for your duplicate to be delivered. The waiting time may vary by state, but online requests are usually processed faster. Expect your new birth certificate to arrive within one to two months.

  • The certificate will be sent by mail.
  • Delays may occur if the information you provided is incomplete or inaccurate.

Part 5

Step 1: How to Request a U.S. Citizen's Birth Certificate Born Abroad?

Step 1

How to obtain a U.S. citizen's birth certificate born outside the country? It's simple - visit the website and follow the instructions.

  • The request can only be made by the citizen themselves, their parents or guardians, as well as authorized government agencies or individuals with written permission.
  • Download the FS-240 form from the State Department's website. You will need to provide the full name given at birth, date and place of birth, parental information, and mailing address.
  • The form must be notarized; it will not be accepted without notarization.
  • Send the request form with a check (or money order) for the fee (approximately $50) and a copy of your passport or other ID to the State Department. You will receive a copy of your birth document by mail. For expedited delivery, you will need to pay about $15.

Step 2: Request a Birth Certificate in Canada.

Step 2

How to request a birth certificate in Canada? You need to visit the website of the province or territory where the person named in the certificate was born.

  • Usually, you can request a birth certificate in person, online using a secure ordering system, or by mail.
  • Additional identification documents will be required, and there may be restrictions. You can apply if you are over 19 years old and are the person named in the certificate. A legal guardian or parent of a person under 19 years of age can also make a request, as well as a government official.
  • There is a processing fee that varies depending on the province and territory.

Step 3: Request a Birth Certificate in the UK.

Step 3

How to request a birth certificate in the UK? The easiest way is to use the General Register Office website.

  • You can also apply by mail or in person at your local registration office.
  • Certificates typically cost £9.25, and urgent issuance costs £23.40.
  • For additional information, you can call the General Register Office at 0300-123-1837. Note that this is a UK domestic number.
  • You will need to provide information about the person named in the certificate on the appropriate request form. You will also need to provide your contact details.

Step 4: Request a Birth Certificate in Australia.

Step 4

How to request a birth certificate in Australia? You can apply in person through a post office.

  • Your application must include at least three identification documents.
  • You can request a birth certificate if you are named in the certificate or as a parent of that person. Otherwise, you will need to provide documents proving the authority of the person named in the certificate. You can also act on behalf of that person with a power of attorney.
  • The standard cost is $48, and urgent requests cost $71.