California (CA) Vital Records

Ordering Online

Ordering California Vital Records online is quick and effortless and involves two simple steps:

1. Complete the online application and upload your documents, and
2. process your order.

If you meet the eligibility requirements as an authorized person, you can apply for California birth, death, or marriage certificates online. Confirm that you possess the required documents beforehand so you are prepared. You must upload copies of these documents during the secure online application process.

Vital Records Online is a simplified system to help you quickly collect and generate the required documents. It also directs you on how and where to submit the requisite documents efficiently. The application is easy to execute from any device with an internet connection, and you can finish the entire process in as little as five minutes. Vital Records Online’s process ensures your application avoids rejections from common mistakes or missing documents.

✔︎ First-Class mail tracking is included with every online application.

✔︎ Additional copies of your certified vital records can be purchased for the state’s fee during the online application to save future costs.

✔︎ Vital Records Online’s support team manages scanning, printing, and finding a notary for your application and documents. Learn more about how the online ordering and premium handling process works.

Ordering In-Person or By Mail

Applying in person is only feasible for those who live near a state health department office that issues certified copies of their vital records. You may deal with long in-person wait times even if you live near a provider. You can rely on mail ororder online to avoid the hassle.

The requirements are generally the same whether you apply for vital records in person or by mail. However, if you choose to apply in person at the vital records office, prepare to complete the following tasks:

• gathering your documents,
• getting photocopies of your documents,
• completing the correct form, and
• finally, presenting everything to the health department during regular business hours.

Additionally, by mail, you will need the following:

• purchasing an envelope,
• including a physical check or a money order, and
• obtaining a notarized sworn statement (if required),
• issuing it to the California Department of Public Health Office - Vital Records.

❗️ Before receiving approval, you must also get your documents and application notarized with a sworn statement for identity verification purposes.

Alternatively, you can rely on mail or order online if the office is currently closed and you prefer to avoid long wait lines. Mail is ideal if you currently reside in a state other than the issuing state, and ordering online is often the only option if you live overseas.

If you mail your application and documents manually, it is recommended to purchase mail tracking to confirm their arrival at the correct office. Your application may be rejected due to errors or missing information. Be sure to check for unique requirements for each vital record type.

❗️ Ensure that your documents, application, and payment are submitted to the correct health department that issues certified copies of the preserved original record.

Requirements

Understanding the conditions and requirements is essential before gathering the documents for your vital record application.

Proof of Identity for Verifying Authorization

The California Department of Public Health requires all applicants to prove their identity. If you are applying by mail or online, this must be done by obtaining a notarized sworn statement to attest that you are authorized to obtain the record. If you are applying in person, the requirements will depend on which county you apply in. Note: You must provide a government-issued photo ID and sign a sworn statement while at the appointment.

What Documents Are Required to Order Vital Records in California?

The CDPH-VR stipulates that an individual seeking a certified vital record must present the following information to authenticate their request:

• Full legal name of the individual on record;
• Proof of identity of the person requesting the vital record  certificate, such as a notarized sworn statement (required for mail-in and online requests) or a government-issued ID (driver’s license, permanent resident card, or passport);
• A phone number;
• Relationship to the person listed on the certificate;
• The city where the health department recorded the event;
• The county where the health department recorded the event.

The CDPH-VR also defines unique conditions for each type of certificate and personal circumstance. Check the requirement details and eligibility conditions for California birth, death, and marriage replacements.

❗️ When applying in person, you will need to provide one of the accepted IDs.

❗️ The Vital Records processing department of the CDPH-VR can produce an informational copy if your application is not entirely approved. You cannot get a refund in this scenario. Avoiding a rejection can save you from accumulating additional costs and an extended wait time.

Who is Authorized to Order

Who can request vital records in California?

The certificate holder can request a certified copy of their vital records and must prove their identity when obtaining a notarized sworn statement for their application.

If you need to request a vital record on another person’s behalf, can check the eligibility requirements for each birth, death, and marriage certificate to ensure you are authorized. Certain third parties, such as family members and legal representatives of the individual on record, can request authorized copies of the record.

✔︎ If you can provide documentation of legal interest or hold a Power of Attorney from the person on record, you are eligible to request the vital record for that person.

Notarized Sworn Statement

Do I need a notary with my application?

❗️The CDPH-VR requires applicants to prove their identity by notarizing a sworn statement with their application and documents.

✔︎ Vital Records Online includes an online notary service as part of your application packet. Otherwise, you must bring your ID when choosing to use a local public notary to create this document.

✔︎ The California Department of Public Health Office - Vital Records does not require a photocopy of your ID; the notarized application document will be enough proof of identity.

✔︎ A notarized sworn statement is not required when requesting informational copies of California vital records.

Costs and Fees

The costs for vital record replacements depend on the CDPH-VR’s fees for each type of certificate. How you submit your application and whether a notary is required to prove your identity will add to the total cost.

When ordering birth, marriage, divorce, or death records through Vital Records Online, the online Application Assistant fee is $29. CDPH-VR will charge a $29.00 fee for each certified copy of a birth record, a $17.00 fee for each certified marriage certificate copy, and $24.00 for each death certificate copy.

✔︎ Additional copies can be requested in the same order to save future costs from shipping and notary if your vital records are lost, destroyed, or stolen.

VitalRecordsOnline.com processing fee is $29.

Processing and Delivery Times

How long will it take to receive my vital records from California?

Birth, death, or marriage certificate processing and replacement times vary. When processing your order on Vital Records Online, you can include the notarization online as an extra step during the checkout—otherwise, account for additional time to obtain a notary from a local entity.

• You can request birth and death certificates from the CDPH-VR or your County Recorder’s Office within the first three months after they recorded the event.
• If you are requesting a marriage certificate within 6 months after the date of marriage, it is recommended to request it from the county recorder’s office where the marriage license was issued, as the CDPH-VR may not yet have the record available.

❗️ If a record is requested from CDPH-VR during the 3 to 6-month waiting period, then a record may not be available in its database. When that happens, a “Certificate of No Public Record” (CNPR) will be issued, and a fee for this service will be required, as authorized by State law.

❗️ Expect 2-3 additional days in your application process if you choose to obtain a notarized sworn statement from a local notary.

How to Track My CA Vital Record?

If you submit your application through Vital Records Online, you can check the order status to monitor your application and order processing status. First-class mail postage is included when ordering with VRO to provide tracking of your application packet to the CA Department of Public Health. Once your local vital records issuer has processed the application and documents, the CDPH-VR will ship your certified vital records to your home with first-class mail tracking to ensure their secure arrival.

If you manually mail the application packet to the vital records health department, remember to purchase first-class mail tracking to know if and when your application arrives successfully. The CDPH-VR ships all vital records via USPS first-class mail to your home for protection. The CDPH-VR does not claim responsibility for any misdirected or lost certificates. You should immediately file a report if your birth certificate is lost. A simple error, typo, or missing document can multiply your waiting time, repeat shipping costs, or put your personal information in the wrong hands.

❓ Find more frequently asked questions below the California counties office locations directory.