Newborn Birth Certificate: What Happens and What to Do
After a hospital birth in the US, several things happen automatically — but you have to take specific steps to receive a certified birth certificate, apply for a Social Security number, and get a passport for your child. This guide explains the process from delivery room to having the documents in hand.
What Happens at the Hospital
Within the first day or two after birth, a hospital staff member — typically from the birth registration department — will visit to complete a birth registration worksheet. This is not the birth certificate itself; it's the information gathering step that initiates the registration process. They collect:
- Child's full legal name (first, middle, last)
- Date, time, and place of birth
- Birth weight and length
- Parents' full legal names (both parents, including mother's maiden name)
- Parents' dates of birth, birthplaces, and Social Security numbers
- Father's information (if applicable and if paternity is being established)
- Attending physician or midwife information
Double-check spelling before signing. The name you give on the birth registration worksheet is what goes on the legal birth certificate. A misspelled name requires a formal amendment process — 6–16 weeks, fees, and paperwork. Read every field carefully before signing. "Aidan" vs "Aiden," middle names, hyphenated surnames — verify all of it.
You may also be offered the opportunity to apply for the child's Social Security number at the hospital at the same time — called the Enumeration at Birth (EAB) program. This is strongly recommended — it's faster and easier than applying separately later.
The Decorative Hospital Certificate vs. the Legal Certificate
Before you leave the hospital, you'll likely receive a decorative birth certificate — a nice keepsake with the baby's footprints, birth weight, and name. This is not the legal birth certificate. It has no legal standing for any official purpose. It is a memento.
The legal certified birth certificate comes from the state or county government, typically 4–8 weeks after the birth is registered. It arrives by mail (if you ordered it) or is available for pickup at the county vital records office.
When You'll Receive the Certified Birth Certificate
After the hospital files the birth registration with the local registrar:
- State processes the registration: typically 1–4 weeks depending on the state
- Certified copies: available once registered. Most hospitals offer to order certified copies at registration for a fee. If you declined at the hospital, request from the state or county vital records office.
- Florida exception: Florida does not issue birth certificates for newborns less than 90 days old through the standard process — contact the hospital birth registration department for a very recent birth.
How to order if the hospital didn't: use our checklist generator to find the exact process and fee for your birth state. Most states charge $8–$34 per certified copy.
Social Security Number for a Newborn
If you used the Enumeration at Birth program at the hospital, your child's Social Security card will arrive by mail within 4–6 weeks — no additional action needed. The Social Security number is typically available (but the card not yet arrived) within 2–3 weeks if you need to enroll the child in employer health insurance before the card arrives.
If you did not use EAB at the hospital: Apply at any Social Security Administration office once you have the certified birth certificate in hand. Bring the certified birth certificate and your own government-issued ID. The SSA visit is typically quick — the card arrives in 2–3 weeks.
Passport for a Newborn or Young Child
US citizens can have a passport at any age — including newborns. If you plan international travel, apply for the child's passport as soon as you have the certified birth certificate.
Requirements for a child's passport (under 16):
- Completed Form DS-11 (cannot apply online for minors under 16)
- Certified birth certificate proving US citizenship and relationship to parents
- Passport photo meeting State Dept. specifications (infants need their eyes open; a plain white background is required)
- Both parents must appear in person together — or one parent with Form DS-3053 (Statement of Consent) notarized by the absent parent
- Parental government-issued photo ID
- Fee: $135 for the passport book; $15 execution fee at the acceptance facility
A child's first passport (under 16) is valid for 5 years. Children's passports cannot be expedited online — go to a passport acceptance facility (most US post offices that handle passports, and some libraries and county clerks).
Adding a Father to the Birth Certificate
In a hospital birth, if the parents are married, the husband is automatically listed as the father. If the parents are not married, paternity must be established separately for the father to be listed on the birth certificate.
Voluntary Acknowledgment of Paternity (VAP): The most common method. Both parents sign a form at the hospital (or at the vital records office or through the child support agency later). This is a legal acknowledgment that voluntarily establishes paternity without a court order. The birth certificate is then amended to include the father's information.
If there is any dispute about paternity, DNA testing and a court order may be required before a father can be added. The VAP process is only appropriate when both parents are in agreement.
What If There's an Error on the Birth Certificate?
If you receive the certified birth certificate and find an error — misspelled name, wrong birth date, incorrect parent information — act quickly. The amendment process is easier when initiated close to the time of birth, and some states have a shorter process for corrections within the first year.
Contact the hospital birth registration department first — if the error originated from their worksheet, they can sometimes initiate a correction through administrative channels faster than a standard amendment request. If the error originated after the hospital filed (a clerical error at the registrar's office), contact the state vital records office for the amendment form.
See our complete birth certificate correction guide for the full amendment process.
Checklist: First 90 Days After Birth
| Task | When | How |
|---|---|---|
| Complete birth registration worksheet | At hospital before discharge | Hospital birth registration staff visits you |
| Enroll in Enumeration at Birth (SSN) | At hospital | Part of birth registration — say yes when asked |
| Order certified birth certificate copies | At hospital or shortly after | Hospital offers ordering; or request from state vital records office |
| Receive certified birth certificate | 4–8 weeks after birth | Arrives by mail if ordered; pick up at county office |
| Receive Social Security card (if EAB) | 4–6 weeks after birth | Arrives by mail automatically |
| Add child to health insurance | Within 30 days of birth (most plans) | Contact HR or insurer — SSN often needed; use EAB confirmation if card not yet arrived |
| Apply for child's passport (if needed) | After receiving certified birth cert | Form DS-11 at a passport acceptance facility; both parents must appear |
| Check birth certificate for errors | When it arrives | Verify all names, dates, and parent information immediately |
Frequently Asked Questions
No. The footprint certificate is a commemorative keepsake with no legal standing. It's a gift from the hospital — not an official government document. The legal certified birth certificate comes from the state or county vital records office, typically 4–8 weeks after the birth is registered. It will be printed on security paper with a government seal or stamp. If you haven't received it yet and it's been 8+ weeks, contact your state's vital records office.
Wait until you have the certified birth certificate (not the hospital keepsake). Then visit any Social Security Administration office with: the certified birth certificate, and your own government-issued photo ID. The application takes about 10 minutes. The Social Security card arrives in the mail within 2–3 weeks. You can find the nearest SSA office at ssa.gov/locator.
Contact the hospital birth registration department immediately — before the birth is officially registered with the state, the hospital may be able to correct the worksheet. After registration, a formal amendment process is required. Early corrections are generally easier and sometimes handled with a simple administrative correction rather than the full amendment process. Don't wait — contact the hospital the day you notice the error.
A licensed midwife is legally required to file the birth registration within the state-specified timeframe (typically 5–10 days of the birth). Once filed, the process is the same as a hospital birth — certified copies available from the state or county vital records office within 4–8 weeks. If your midwife was unlicensed or did not file, see our home birth and delayed registration guide.