Plain-language definitions of every term you'll encounter when requesting US vital records — from government offices, attorneys, and agency instructions.
A computer-generated summary of the information on a birth record, printed on security paper and certified by the state. Abstracts contain the essential identifying fields — name, date of birth, place of birth, and file number — but not all fields from the original registration (such as the attending physician or hospital). Most agencies including the US State Department and Social Security Administration accept certified abstracts. When in doubt, request the full certified copy (long form).
See also: Certified copy, Long-form birth certificate
A written statement of facts made under oath and signed before a notary public or other authorized official. Affidavits are required for many vital records processes — delayed birth registration, birth certificate amendments, and some out-of-state requests require notarized affidavits from people with personal knowledge of the facts.
A birth certificate that has been formally changed after its original registration. Common reasons for amendment include: clerical error correction, name change after adoption, parentage changes, and gender marker updates. The amendment is noted on the certificate — a line may say "amended" with the amendment date. An amended certificate is fully legally valid. For adoptees, the amended certificate shows the adoptive parents; the original pre-adoption certificate is a separate document.
See also: Original birth certificate, Delayed registration
An official government certification that authenticates the origin of a public document (including vital records) for use in foreign countries that participate in the Hague Convention. An apostille is attached to or stamped on the document by the state's designated authority (typically the Secretary of State). An apostille is not the same as notarization — it is a higher-level government authentication. Required when submitting US vital records to foreign governments for immigration, citizenship by descent, or international legal proceedings. Not required for domestic US use.
In California and a small number of other states with a two-tier system, an authorized copy is a certified copy issued only to people who have demonstrated a qualifying relationship to the person on the record. Authorized copies are legally valid for all official purposes. Distinguished from an informational copy, which is available to anyone but is not accepted by government agencies.
See also: Informational copy, Certified copy
An official government document recording a live birth, issued by the state or county vital records office where the birth was registered. There are two types commonly confused: (1) the certified copy issued by a government vital records office on security paper with an official seal — this is the legally valid document required for passports, SSA, USCIS, and similar agencies; and (2) the decorative "birth certificate" given by hospitals — a commemorative keepsake with no legal standing. Only the government-issued certified copy is accepted for official purposes.
See also: Complete birth certificate guide →
The state-level government office responsible for maintaining vital records — births, deaths, marriages, and divorces — and issuing certified copies. The name varies by state: some call it the Office of Vital Records, Division of Vital Statistics, Center for Health Statistics, or similar. In most states, this bureau is part of the state Department of Health. See our state directory for each state's office name and contact information.
The disease, injury, or condition that directly caused the death, as certified by a physician, medical examiner, or coroner on the death certificate. The death certificate lists both the immediate cause of death and any underlying conditions that contributed. When a death is under medical examiner investigation, the cause may be listed as "pending" until the investigation concludes. Some life insurance policies have clauses that affect payout based on the certified cause of death.
An official reproduction of a vital record, printed on security paper and authenticated with a government seal, stamp, or registrar's signature. A certified copy is the only form of vital record accepted by government agencies, courts, passport offices, immigration authorities, financial institutions, and employers for official purposes. It is distinguished from an informational copy (which lacks authentication features) and a photocopy (which is not accepted anywhere a certified copy is required). Each use of a certified copy at an institution that retains it consumes one copy — you cannot reuse the same certified copy for multiple agencies.
See also: Certified vs. informational copy guide →
The licensed physician, nurse practitioner (in states where permitted), or other medical professional who completes the medical portion of a death certificate — specifically certifying the cause and manner of death and the date and time of death. The certifying physician must sign the death certificate before it can be registered. When no attending physician is available (unexpected or unattended death), the case transfers to the medical examiner or coroner.
The administrative officer of a court who maintains court records, including divorce decrees, adoption records, and legal name-change orders. Divorce decrees are not held by the state vital records office — they are court records held by the Clerk of the Circuit Court, District Court, Superior Court, or similar county court (the specific name varies by state) in the county where the divorce was filed. To get a certified copy of a divorce decree, contact the Clerk of Court, not the state health department.
See also: Divorce decree guide →
A type of marriage license available in California (and historically in a few other states) that is sealed from public access. Unlike a public marriage license, only the spouses themselves can obtain a copy of a confidential marriage certificate — not family members, attorneys, or government agencies without a court order. Couples sometimes choose this for privacy. If you chose a confidential license and need a copy, you must request it yourself; no one else can do so on your behalf unless they obtain a court order.
An elected or appointed official responsible for investigating deaths that are sudden, unexpected, unattended by a physician, or potentially criminal. The coroner (or medical examiner) must complete the cause-of-death certification on the death certificate in these cases. Some jurisdictions use the title "medical examiner" for a physician who performs the same role. When a coroner is involved, death certificate processing typically takes longer — from a few days to several weeks depending on the investigation.
A county-level government official who maintains official records including property deeds, marriage licenses, and sometimes vital records. In many states, the county clerk or county recorder can issue certified copies of vital records directly — often same-day for in-person walk-in requests — making them faster than the state vital records office. The specific title and responsibilities vary by state and county.
Certificate of Release or Discharge from Active Duty — the primary military service document for US veterans. Required for VA burial benefits, veteran's preference in federal employment, and various survivor benefits. If lost, a DD-214 can be requested from the National Personnel Records Center (NPRC) in St. Louis using Standard Form 180. Next of kin of a deceased veteran are entitled to a copy. Expedited requests are available when a veteran is seriously ill or recently deceased.
See also: Veterans benefits guide →
An official government document recording a death, including the full name of the deceased, date, time, and place of death, cause and manner of death, and biographical information. Required to settle estates, claim life insurance, access bank accounts, transfer property, and close financial accounts. Each institution that requires a death certificate needs its own certified original copy — photocopies are not accepted for most official purposes.
See also: Complete death certificate guide →
The formal government process for creating a birth record for someone whose birth was never registered at the time it occurred. Common in pre-1940 rural births, home births without professional attendance, and religious communities that avoided government registration. The process requires submitting corroborating evidence of the birth (baptismal records, census records, school records, affidavits) to the state vital records office. The resulting certificate is a fully valid legal birth certificate but is typically stamped "registered by delayed registration."
A VA benefit paid to eligible survivors of veterans whose death resulted from a service-connected disability, or who had been totally disabled from a service-connected condition for a certain period before death. Requires a death certificate, DD-214, and marriage certificate (for spousal claims). Administered by the Department of Veterans Affairs.
The final court order that legally dissolves a marriage. Contains the terms of the divorce including property division, custody arrangements (if applicable), and any name restoration. A divorce decree is a court document, not a vital record — it is held by the Clerk of the Court in the county where the divorce was filed, not by the state health department. A divorce certificate (issued by the state vital records office) is a shorter summary document that proves a divorce occurred but does not contain the full terms.
See also: Divorce decree guide →
All property, assets, and financial interests owned by a person at the time of their death. The estate must be settled — debts paid, assets distributed to heirs — through either a probate court process or through non-probate transfers (joint tenancy, beneficiary designations, trusts). Most estate administration tasks require a certified death certificate. A typical estate requires 10–15 certified death certificate copies.
An option offered by most state vital records offices to process a request faster than the standard mail timeline, for an additional fee (typically $5–$25). Expedited requests are prioritized in the processing queue. Note that "expedited" does not mean same-day — it typically means 3–10 business days vs the standard 4–12 weeks. For truly same-day needs, in-person at a county office is almost always faster than any expedited mail option.
A licensed professional who coordinates the disposition of remains and the associated administrative processes after a death. In US law, the funeral director plays a key role in vital records: they collect biographical information from the family, coordinate the medical certification with the attending physician or medical examiner, and file the death certificate with the local registrar. The funeral director also orders the initial certified copies on the family's behalf. For subsequent copies, the family must request directly from the state vital records office.
A form of identification issued by a government agency that includes a photograph of the holder. Accepted forms for vital records requests include: driver's license, state ID card, US passport, military ID, and permanent resident card. Some states also accept tribal ID cards and foreign passports. Required as part of every vital records request — either as a photocopy or, in some states, as a notarized copy.
A decorative certificate given to new parents by the hospital where a birth occurred. Despite being called a "birth certificate," this document has no legal standing and is not accepted by any government agency, court, or financial institution as proof of birth. It is a keepsake, not an official record. The legally valid birth certificate is a certified copy issued by the state vital records office or county health department. This distinction causes enormous confusion and is the single most common reason passport applications and SSA name-change requests are rejected.
A certified copy of a vital record that is stamped with language indicating it is "NOT A VALID DOCUMENT TO ESTABLISH IDENTITY" or similar. Available in California and a few other states as an alternative to authorized certified copies for people who don't meet the eligibility requirements. Contains the same data as an authorized copy but lacks legal standing for official government purposes. Sufficient for genealogy research but not for passports, SSA, USCIS, or court proceedings.
See also: Certified vs. informational copy →
A printed version of a vital record that lacks the security features (raised seal, security paper, registrar's signature) that make it a certified copy. Not accepted for any official purpose. Distinguished from an informational certified copy (California's system) which is printed on security paper but stamped as informational.
Dying without a valid will. When a person dies intestate, the distribution of their estate is governed by the state's intestacy laws, which establish a default hierarchy of heirs (typically spouse first, then children, then parents, then siblings, etc.). Vital records play the same role in intestate estates as in testate (will-based) estates — you still need death certificates, marriage certificates, and birth certificates to establish relationships and settle accounts.
The geographic area over which a government office has legal authority. In vital records, jurisdiction determines which office holds a record. Birth certificates are held by the jurisdiction where the birth occurred — not where the person was a resident at the time or later in life. For example, a person born in Chicago but who lived their entire adult life in Dallas has their birth certificate in Illinois (specifically Cook County/Chicago), not Texas.
Court-issued documents that authorize a person (the executor or administrator) to act on behalf of a deceased person's estate. Letters testamentary are issued when there is a will naming an executor; letters of administration are issued when there is no will. These documents are often required alongside a death certificate when accessing bank accounts, managing property, or dealing with financial institutions as part of estate settlement.
The government official at the most local level responsible for registering vital events — births, deaths, and marriages — as they occur. In some states this is the town or city clerk; in others it is the county clerk or county health department. The local registrar is the first point of registration and often the fastest source of certified copies.
A certified copy of a birth record that includes all information from the original registration: full name, date and time of birth, place of birth, parents' full names and ages, attending physician or midwife, and the registrar's signature and seal. More complete than a short-form abstract. Always accepted wherever a short-form certificate is accepted. Some legal processes — certain adoption proceedings, some immigration applications — specifically require the long form.
See also: Abstract
The classification of a death on a death certificate as natural, accident, suicide, homicide, undetermined, or pending. Distinct from the cause of death (the specific disease or injury). The manner of death has significant legal and insurance implications — life insurance policies may have different payout rules depending on whether the death was natural vs. accidental vs. suicide.
The official government document confirming that a marriage ceremony occurred and the marriage was legally solemnized. Issued after the marriage license has been returned to the issuing county clerk, signed by the officiant. Required for name changes after marriage, immigration petitions, survivor benefit claims, and proof of spousal status. Marriage certificates are held at the county level (by the county clerk or register of deeds) in most US states.
See also: Marriage certificate guide →
The government permit authorizing a couple to marry, issued by the county clerk before the ceremony. The license becomes the marriage certificate once the ceremony is performed and the officiant signs it. The completed, signed license/certificate is returned to the county clerk, who registers it and makes certified copies available. The license alone (before the ceremony) is not proof of marriage.
A physician (typically a forensic pathologist) appointed by the government to investigate deaths that are sudden, unexplained, potentially criminal, or otherwise outside normal medical circumstances. The medical examiner performs autopsies when necessary and certifies the cause and manner of death on the death certificate. Distinguished from a coroner, who may or may not be a physician and is often elected rather than appointed.
A voluntary database where adoptees and birth parents can register their willingness to share identifying information with each other. When both parties register, the state facilitates the connection. Used primarily in states that restrict adoptee access to original birth certificates. The International Soundex Reunion Registry (ISRR) at isrr.org is a free nationwide mutual consent registry.
The process of having a document officially witnessed and authenticated by a licensed notary public. The notary verifies the signer's identity, watches them sign, and applies their seal. Required for some vital records request forms and affidavits. Many states now accept a photocopy of government-issued photo ID in lieu of notarization — check the specific state's requirements before seeking a notary. Notaries are available at banks, UPS stores, libraries, and law offices, typically for $5–$15 per signature.
Latin for "now for then." A court order that applies retroactively to correct or supplement an earlier court action. In vital records context, a nunc pro tunc order can be used to add name restoration language to a divorce decree that was issued without it, or to correct other errors in court records that affect vital records matters.
The birth certificate created at the time of birth, before any adoption. For adopted individuals, the OBC shows the birth parent(s)' names. Upon adoption finalization, most states seal the OBC and issue an amended certificate showing the adoptive parents. Over the past two decades, most US states have passed laws allowing adult adoptees to access their OBC. Open-access states allow direct requests; other states have conditions or restrictions.
See also: Adoptee OBC access by state →
A designation on a death certificate indicating that the cause of death has not yet been determined — typically because a medical examiner investigation is ongoing. A death certificate with a "pending" cause is still a valid certified copy and is accepted by most agencies (banks, probate courts, most insurers) for estate administration purposes. Some life insurance policies require the final cause before paying out. The final amended certificate is issued once the investigation concludes.
The court-supervised process of authenticating a deceased person's will (if any), settling debts, and distributing assets to heirs. Most probate proceedings require at least one certified death certificate to open the estate. The probate court typically retains one certified copy. Some assets transfer outside probate (joint tenancy property, accounts with beneficiary designations, assets in trusts) and do not require probate proceedings.
The court with jurisdiction over estates, wills, guardianships, and conservatorships. In Ohio, the probate court also issues certified copies of vital records — a unique feature of Ohio's legal system. In other states, the probate court is relevant to vital records primarily because it holds divorce records (in some states), adoption records, and legal name-change orders.
An embossed impression on a certified vital record, created by pressing a metal seal into the paper to create a three-dimensional raised pattern. One of the authentication features that distinguishes a certified copy from a photocopy or informational copy. Not all certified copies have raised seals — older records may use an inked stamp or colored seal, and some modern states use other security features like watermarks or colored security paper.
A county official responsible for recording official documents including property deeds and, in some states (notably North Carolina and several Midwest states), vital records. In states where the register of deeds holds vital records, they can often issue certified copies faster than the state vital records office for in-person requests.
The government official responsible for registering vital events and maintaining vital records. At the state level, this is typically the State Registrar of Vital Statistics. At the local level, the registrar may be the town clerk, county clerk, or local health department official. The registrar's signature (or facsimile signature) appears on certified vital records copies and is part of what makes them legally authenticated.
The civil registry in Spanish-speaking countries — the government office responsible for registering births, deaths, marriages, and other vital events. The equivalent of the US vital records office. When US immigration authorities require vital records from Latin American countries, the documents come from the local registro civil. Many US consulates can help facilitate contact with foreign civil registries for US citizens or residents who need foreign vital records.
Specially manufactured paper with embedded security features — colored fibers, watermarks, microprinting, UV-reactive elements, or other patterns — used to print certified vital records. Security paper makes certified copies difficult to forge and easy to verify. The specific security features vary by state and change over time. When a vital records office says a certified copy "will be printed on security paper," this is what they mean.
The senior government official in a state's vital records division, responsible for the overall administration of vital records registration and issuance. The State Registrar's title or facsimile signature appears on certified vital records copies as part of their legal authentication. Contact information for each state's vital records office (which the State Registrar oversees) is in our state directory.
The person who takes over management of a trust when the original trustee dies or becomes incapacitated. The successor trustee typically needs a certified death certificate to activate their authority over the trust assets. This is one of the often-overlooked reasons estates need extra certified death certificate copies.
Payments or benefits available to a deceased person's eligible survivors — typically a spouse, dependent children, or parents. Sources include Social Security survivor benefits, VA survivor benefits (DIC), life insurance payouts, pension survivor benefits, and 401(k)/IRA beneficiary distributions. Each program requires its own application and set of supporting documents, typically including a certified death certificate and proof of the qualifying relationship (marriage certificate, birth certificate).
The elected or appointed official responsible for maintaining official town records including vital records in states that register at the town level. Connecticut, Vermont, Maine, Massachusetts, New Hampshire, and Rhode Island use the town-clerk model — vital records in these states are registered and held by the town (not county or state) where the event occurred. Contacting the town clerk directly is typically faster than contacting the state office.
Laboratory analysis of biological samples (blood, urine, tissue) to detect drugs, alcohol, poisons, or other substances. When a medical examiner orders toxicology as part of a death investigation, it can delay the final cause-of-death certification on the death certificate by 4–8 weeks. The death certificate may be issued with "pending toxicology" as the cause of death while results are awaited.
Texas Electronic Vital Events Registrar System — the Texas state online portal for ordering certified vital records (txeversweb.dshs.texas.gov). TXEVERs processes orders in approximately 5–10 business days, significantly faster than the standard 8–12 week mail timeline to the DSHS office in Austin. A small convenience fee applies.
A private company (owned by Equifax) that serves as an authorized third-party order processing service for many state vital records offices. VitalChek allows online ordering of vital records for participating states. They charge a convenience fee ($10–$20) on top of the state fee. VitalChek is legitimate and state-authorized, but you can typically order directly from the state for the same price without the service fee. VitalChek is useful for its online ordering convenience and slightly faster processing in some states.
Official government records documenting significant life events. In the United States, the four primary vital records are birth certificates, death certificates, marriage certificates, and divorce decrees. Each is held by the state or county government where the event occurred. There is no federal vital records database — all vital records are maintained at the state and county level.
California's standardized vital records request forms: VS 111 (birth certificate request), VS 112 (death certificate request), VS 113 (marriage certificate request), and VS 24 (amendment/correction of a vital record). These forms are available from cdph.ca.gov. Third-party versions of these forms are not accepted by the California Department of Public Health.
A person who observes a marriage ceremony and signs the marriage license as confirmation. Most states require one or two witnesses to sign the marriage license in addition to the officiant. Witnesses must typically be adults (18+) who were present at the ceremony. The witness's signature is part of what makes the marriage license legally valid.