The four core vital records — what they are, where they're held, and how to get a certified copy.
Vital records are official government documents that record major life events. In the United States, vital records are maintained by state and county governments — not by any federal agency. There is no central national vital records database. This decentralized structure is why the process varies so much from state to state, and why you must request a record from the government of the state where the event occurred.
The four primary vital records — and what distinguishes each one:
Held by the state where the birth was registered. The foundational identity document for passports, Social Security, USCIS, employment, and government programs. Certified copies issued by state vital records offices or county health departments. Not to be confused with the hospital keepsake — only the government-issued certified copy has legal standing.
Held by the state where the death occurred. Required for every aspect of estate settlement — bank accounts, life insurance, probate, property transfers, vehicle titles, government benefits. Each institution needs its own certified original. Order 12–15 copies when the funeral home files.
Held at the county level where the marriage license was issued — not by the state health department. Required for name changes, immigration, spousal benefits, and insurance. Marriage records are public in many states. Distinguished from the marriage license (the permit) — you need the certificate (the completed record).
Court documents held by the county court clerk — not the state health department. Needed to remarry, restore a maiden name, document marital history for immigration, and enforce settlement terms. The state vital records office holds a divorce index but not the full decree — you must go to the county court.
The most important thing to understand before requesting any vital record: you need a certified copy — not a photocopy, not an informational copy, not the hospital birth certificate keepsake. A certified copy is printed on government security paper with an official raised seal or stamp and the registrar's signature. It is the only form accepted by passport agencies, SSA, USCIS, courts, insurance companies, and most government agencies.
Each use at an agency that retains the document consumes one certified original — you cannot reuse the same copy. Order one certified copy per intended use, plus a few extras as a buffer.
Full explanation: Certified vs. informational copies →
| Record | Where Held | Who Can Request | Typical Fee | Typical Mail Time |
|---|---|---|---|---|
| Birth Certificate | State vital records office or county health dept (state of birth) | Self, parents, spouse, children, siblings, legal rep | $8–$34 | 4–14 weeks; same day in-person |
| Death Certificate | State vital records office or county registrar (state of death) | Immediate family, funeral director, legal rep, estate executor | $6–$34 | 1–14 weeks; same day in-person |
| Marriage Certificate | County clerk or register of deeds (county of marriage) | Either spouse, immediate family; often publicly accessible | $3–$25 | 1–8 weeks; same day at county |
| Divorce Decree | County court clerk (county where divorce was filed) | Either party, immediate family; public record in most states | $1/page + cert fee (~$25–$75 total) | 1–8 weeks by mail to court |