Vital records

Frequently Asked Questions

1. What is the difference between a certified copy and a certified informational copy?

A certified copy can be used to establish the identity of the person named on the certificate, whereas a certified informational copy CANNOT be used to establish identity. Persons who are not eligible to receive a certified copy can receive a certified informational copy. Both types of documents are certified copies of the original document on file with our office. Depending on the exact year of event, some Certified Informational Copies will have signatures and Social Security numbers removed.

For more information, please refer to the application of the vital record you are seeking, or view the CDPH-VR page, Authorized vs. Informational Copy.

2. How do I apply for a copy of a vital record online?

CDPH-VR does not accept online orders. Customers wishing to use online order services may use independent, third-party companies. Please see list of independent, third-party companies:

3. How do I obtain an application to request a certified copy of a vital record if I do not wish to apply online?

Informational pamphlets and copies of all our applications for certified copies of birth, death, marriage, or divorce certificates can be downloaded online.

Please mail in applications to:

CDPH-Vital Records
MS-5105
PO Box 997410
Sacramento, CA 95899-7410

4. How do I order a long form birth certificate with a raised seal for my passport application?

CDPH-VR no longer issues copies of records with raised seals. Our office issues certified authorized copies of records with all required stamps and signatures, and other security features to meet passport application requirements.

5. Can you email me a copy of my birth certificate?

CDPH-VR does not issue any digital, scanned, or faxed images of vital records.

6. Can you check to see if a record exists before I submit an application?

No, state law requires our office to receive an application with the mandatory fee included before we can perform a search for any record. Our office searches for the record with the information provided on the application. Please provide complete and accurate information. If CDPH-VR cannot locate a record based on the information provided, then our office will retain the fee for the search and issue a Certificate of No Public Record (CNPR).

7. What is a Certificate of No Public Record (CNPR)?

A CNPR is a certified document that is issued by our office, stating that no record could be located with the information provided on an application.

8. How do I obtain a copy of my marriage certificate?

Requests for copies of marriage certificates are not handled in the same manner as requests for birth and death certificates.

Please view our webpage on Obtaining Copies of Marriage Certificates.

9. Can I order a copy of a death certificate if I am not an authorized person?

Yes, you can order a certified informational copy, which contains the cause of death and may be used to show the person is deceased. However, signatures and the social security number are redacted, and the copy is stamped “Informational, Not a Valid Document to Establish Identity”.

For additional information, please view the CDPH-VR webpage on Obtaining Certified Copies of Death Certificates.

10. I am homeless and do not have the funds to obtain a birth certificate. Is there any assistance offered to homeless individuals?

Yes. Effective July 1, 2015, California law allows qualified homeless individuals to receive a copy of his/her birth record without a fee. Applicants must meet the requirements and complete an affidavit to receive a free copy of a birth record.

For more information about this law, see Assembly Bill (AB) 1733.

11. Can I drop off my application in person?

No, CDPH-VR does not have a public counter and cannot accept any in-person requests or applications. However, most county recorder’s offices offer walk-in application services for the general public.

For walk in application services, please view the CDPH-VR webpage for the location of County Registrars and Recorders.

12. Do I have other options for obtaining a certified copy of a record?

Often, the counties may provide a faster processing time than our state office. You may contact the county in which the event (birth, death, marriage, or divorce) occurred, for the record you are seeking.

For more information, please view the CDPH-VR webpage on Obtaining Vital Records from County Offices.

13. How can I check the status of my request?

If you put your email address on the application form, CDPH-VR will send you emails confirming receipt of your request and advising you when the certificate is mailed out. For copy requests, CDPH-VR will return your application if it is incomplete and cannot be processed with the items provided. For amendment requests, if additional items are required, the application will be pended and CDPH-VR will send you a letter with additional instructions. The estimated processing time does not include the length of time when an application is in a pended status.

You may also obtain an update on your application by contacting the Customer Service Team at 916-445-2684 or by sending an email to CHSIVitalRecords@cdph.ca.gov.
Please allow at least 4 weeks before contacting the Customer Service Team to confirm receipt of your application.
The Customer Service Team cannot confirm if an amendment application will be accepted until the request is reviewed by an amendment specialist.
Please allow the processing time to complete before requesting a status of your amendment application.
For current processing times, please view the CDPH-VR Processing Times webpage.

14. How long will it take for my application to be processed and completed?

You may view the CDPH-VR Processing Times webpage.

15. Why does it take so long to receive a copy of my record?

Due to the high volume of incoming applications, it may take some time to receive a copy of a certificate. Older records are not in digital or electronic format, and will require physical searches in order to locate the record. This includes manually searching through rolls of microfiche film for individual records.

16. Can I expedite my application?

CDPH-VR cannot accommodate expedited requests.

17. Are completed certificates mailed out with tracking information?

No. CDPH-VR mails out certificates using standard USPS mail delivery services. There is no tracking number provided with standard USPS delivery.

You may include a prepaid envelope with a tracking number along with your request if you would like to track the delivery of your certificate.

18. I moved after sending CDPH-VR an application. How do I update the mailing address?

You may update the information on an existing application by contacting the Customer Service Team at 916-445-2684 or by sending an email to CHSIVitalRecords@cdph.ca.gov.

Please ensure the contact information in your email matches the contact information provided on your application when requesting an update to your information. CDPH-VR will respond to your email confirming if the address change can be made, or if you must contact the Customer Service Team to complete your request. You must update your address before the request is completed, as CDPH-VR cannot resend certificates mailed to a previous address.

19. I did not receive my certificate. How can I get a replacement?

CDPH-VR cannot replace certificates lost in the mail, if the certificate was mailed to the address provided on the application. You may apply for an additional certificate by submitting another application and include a prepaid envelope to track delivery.

Please view the CDPH-VR webpage on Obtaining Certified Copies of a Birth Certificate.

20. I went to the county and I applied to get a copy of my certificate, but they found no record. Can I use the fee I paid to the county to check if your office has the record I need?

No, CDPH-VR is separate from the local registrars and county recorders. Fees previously paid to these offices cannot be transferred to our office.

21. I ordered my birth certificate from a private third party. Can I get my money refunded?

No, you will need to contact that third party directly. CDPH Vital Records is not affiliated and does not work directly with any third-party entities. We will not have any records or information about your request if you submitted it through a third party.

22. Why didn't I get a refund for my request if no record was found by your office?

If we cannot locate the record based on the information you provide, California Health and Safety Code authorizes our office to retain the fee for the search itself, and we will issue a Certificate of No Public Record (CNPR).

23. Does the sworn statement need to be notarized?

If you are requesting a certified authorized copy of a record via mail, please complete a sworn statement and have it notarized.

Authorized copies of birth certificates are required for identification purposes, including to obtain identification cards, driver’s licenses, and passports.

If you are requesting a certified informational copy, a notarized sworn statement is not required.

If you choose to apply in person for an authorized copy at the county recorder’s office in the county where the event occurred, a notarized sworn statement is not required.

For in person application services, please view the CDPH-VR webpage on Obtaining Vital Records from County Offices.

24. I currently live in a foreign country and need to apply for an authorized copy of a vital record. How can I get the sworn statement notarized?

You may seek notarization from one of the following options:

An Ambassador, Minister, Consul, Vice Consul or Consular Agent of the United States, or from a Judge of a Court of record having a seal in a foreign country; or,
A foreign notary, with an apostille attached for the foreign notarization.
For information on how to obtain an apostille, please see FAQ #25.

25. How do I obtain an apostille?

Complete an application for a certified copy of the vital record you seek, and state “apostille” as the reason for “Purpose of Request”. We will forward you further instructions for obtaining an apostille from the Secretary of State once this application is received. You may also contact the Secretary of State directly for more information about apostilles.

For more information on apostilles, please see the Secretary of State Website.

26. How do I get my birth certificate if I was born overseas but to U.S. citizens?

You will need to contact the Bureau of Consular Affairs for more information. The following contact information is directly from their website and may be helpful:

Bureau of Consular Affairs Website
Phone: 1-877-487-2778, TDD/TTY: 1-888-874-7793
Automated Passport Information is available 24 hours, 7 days a week.
Speak with a representative Monday-Friday, 8 a.m. to 10 p.m., EST, excluding federal holidays.

Specific information about this issue can be found at:

27. What are the requirements to change information on a certificate?

Amendment requirements are based on the type of record that needs correction and the information that needs to be changed. Most amendment requests must include a specific amendment form, supporting documentation and/or court order, a notarized sworn statement form, and a payment. Please review the following information for specific forms and requirements based on amendment type.

28. How do I add/remove the parent's/father's name on a birth certificate?

Please view CDPH-VR page on changing the parentage/paternity on your child’s birth certificate.

29. Why was my amendment application pended and how can I have the application approved?

Your amendment application was pended for missing or incorrect items. Please follow the instructions outlined in the pend letter and return the required items via mail or email as soon as possible. Include the Request Tracking Number (RTN) (which can be found on the return letter) on the envelope if you mail in your items, or on the subject line of your email.

The estimated processing time does not include the length of time when an application is pended. Please review the CDPH-VR Processing Times webpage for current processing times.

Payments and certified copies must be mailed to the following address.

CDPH-Vital Records
MS-5105
PO Box 997410
Sacramento, CA 95899-7410
ATTN: ART, RTN 202XXXXXXXXXX

Completed amendment forms, notarized sworn statements, and photocopies of supporting documentation can be mailed to the address above or emailed to AMENDVR@cdph.ca.gov.

30. How can I confirm CDPH received the additional documents I sent in for my pended amendment application?

Please allow at least 4 weeks from the date you mailed the required items before contacting Customer Service.

If you emailed the required items for a pended request, then CDPH will send you a confirmation email within 3-5 business days.

If you mailed in the required items, then you may contact our Customer Service Team at 916-445-2684 or via email at CHSIVitalRecords@cdph.ca.gov to confirm receipt.

31. How long will it take for me to receive a copy of my amended birth certificate after you receive the items for my pended request?

An amendment specialist will review the pended request once you submit the required items. If the amendment is acceptable for processing, then CDPH-VR will register the amendment and prepare a certified copy of the amended record for mail out (if requested). Depending on processing times, it will take several weeks before you receive the amended copy.

Please view the CDPH-VR Processing Times webpage and deduct the amount of time the request was pended to estimate the date of completion.

You may contact our Customer Service Team at 916-445-2684 or via email at CHSIVitalRecords@cdph.ca.gov for additional information.