Ordering a U.S.-Born Birth Certificate
There are two primary methods available for requesting abroad: ordering directly through the relevant government office or using a trusted third-party service.
The first and most official route is to contact the vital records office of the U.S. state or county where you were born. Each state has its own process and eligibility requirements, but nearly all of them accept requests by mail.
Alternatively, you can use a third-party online service, such as Vital Records Online (VRO). VRO guides you through the process step by step using an online platform, often offering translation, documentation checks, and international mailing support.
Step-by-Step Guide to Applying for a U.S. Birth Certificate from Abroad
Step 1: Complete the Birth Certificate Application
Start by filling out the birth certificate request form from the state or county where you were born. You can usually download this form from the official state vital records website. Click here for a list of state vital records offices posted on the CDC (U.S. Centers for Disease Control) website.
Step 2: Gather Identification Documents
To verify your identity, you’ll need to provide a photocopy of a valid, government-issued photo ID. This is a critical part of the application and often the cause of delays if omitted or unclear.
Accepted forms of ID typically include a valid U.S. passport, a foreign passport accompanied by proof of U.S. citizenship such as a Certificate of Naturalization, and, when valid and applicable, a driver’s license or state-issued identification card.
Ensure your copy is legible and up-to-date. Some states may require that the ID copy be notarized, especially for applications submitted from outside the country.
Step 3: Prepare Payment
Each state sets its fee schedule for issuing certified birth certificates. The cost depends on both the state and the number of copies requested.
Accepted forms of payment typically include money orders drawn on U.S. banks, certified checks, and credit or debit card payments when applying online. If ordering by mail from abroad, double-check that your payment method is accepted internationally. Some states do not accept personal checks or foreign-issued money orders.
Step 4: Include a Self-Addressed Return Envelope
To ensure your birth certificate is returned to you overseas, enclose a self-addressed envelope with international postage or a prepaid courier label. For faster and more secure delivery, many applicants opt to include a prepaid envelope from an international courier service, such as FedEx, UPS, or DHL. Some states may also offer tracked international mailing options for an additional fee.
Step 5: Notarization (If Required)
In some states, notarization is required when applying for someone else’s birth certificate, especially if additional identity verification is needed or if you are acting as a legal representative or guardian. Check your state’s specific rules. If notarization is required, you’ll likely need to visit a U.S. embassy, consulate, or a local notary abroad to have your documents authenticated before submission.
Step 6: Request an Apostille (Optional but Important for International Use)
Suppose you plan to use the birth certificate in a foreign country that is part of the Hague Convention, for example, for dual citizenship, marriage, visa processing, or residency applications. In that case, you may need an apostille for your birth certificate from the U.S. state office.
An apostille is an official seal that certifies a document’s authenticity for use in countries part of the Hague Apostille Convention; to obtain one, you first request a certified birth certificate from the appropriate state and then submit it to the state’s designated apostille authority, typically the Secretary of State’s office.
Some third-party services, such as Vital Records Online (VRO), can assist with this step. Keep in mind that the apostille process can add a few extra days or weeks to your timeline, so plan ahead.
Step 7: Submit the Application
Once everything is complete, mail your packet to the address listed on your state’s official vital records website. Some states also allow uploads or secure portal submissions for documents when ordering online.
If using a third-party service, follow their specific upload or mailing instructions. They often pre-fill state forms for you, but you’ll still be responsible for uploading identification and payment.
Step 8: Allow Time for Processing and Delivery
Processing times vary depending on the state, time of year, and whether you’re applying by mail or online. International mailing can take additional time, especially if you’re relying on standard mail. Using a courier return envelope can help shorten delays.
Navigating the Process from Abroad
Requesting a U.S. birth certificate while living abroad is entirely possible with the proper preparation and understanding of the process. Whether you were born in a U.S. state or are assisting a U.S.-born child, having access to this document is often necessary for key life events, like renewing a passport, registering for school, applying for dual citizenship, or completing legal and financial paperwork abroad. By identifying the correct issuing authority, gathering your supporting documents, and following your state’s specific application process—whether by mail, online, or through a third-party service—you can secure a certified copy.
