If you’ve recently applied for a copy of your birth certificate and received a rejection letter instead, you’re not alone. Each year, thousands of applications are delayed or denied due to small but critical mistakes – many of which can be easily avoided.
Whether you need your birth certificate for a passport, Real ID, or legal documentation, it’s essential to understand why your request might have been rejected and how to complete the application successfully next time. In this guide, we’ll cover the 10 most common reasons applications are denied and provide practical tips to help you avoid similar issues.
1. Missing or Incomplete Information on the Application
One of the most common reasons for rejection is leaving required sections blank or failing to follow the instructions. A missing signature can lead to an incomplete and delayed application—every field on the form matters. Make sure to complete:
- Full name at birth (including middle name)
- Full names of both parents (including mother’s maiden name)
- Date of birth
- City or county of birth
- Reason for requesting the certificate
- All Signature Fields are complete
Even missing something that seems small—like a middle name or a parent’s full name—can prevent the office from locating the record.
2. Your Name Doesn’t Match the ID on the Record
If the name on your application doesn’t match the name on your ID or doesn’t match what’s in the birth record, your application may be flagged. Examples include:
- Nicknames instead of legal names
- Hyphenated names are used inconsistently
- Name changes due to marriage, divorce, or other legal action
Be sure your application matches the name exactly as it appears on your official identification and the original birth certificate.
3. You Are Not Authorized to Request the Record
Each state has specific restrictions on who is legally allowed to request a birth certificate. Typically, authorized individuals include:
- The person named on the birth certificate (if 18 or older)
- Parents or legal guardians
- Immediate family members (in some states)
- Legal representatives or attorneys with documentation
If you don’t meet your state’s eligibility requirements, your request will be denied. Check the vital records office in the state in which you were born to see if you are authorized to request the record.
4. Missing Payment or Invalid Payment Method
A surprisingly common reason for rejection is submitting your application without the correct payment or using an unacceptable form of payment. Make sure:
- You include the exact fee amount (varies by state)
- Your check or money order is made out to the correct office
- Your check is not expired, unsigned, or from a closed account
Some states also reject personal checks and require payment by money order or credit card instead.
5. The Record Couldn’t Be Found
Just because you were born in a specific city doesn’t always mean your record is there. Why your record might not be found:
- You applied to the wrong state
- You were adopted, and the record is sealed or amended
- The record was never properly filed
- There is a clerical error in the registry
It’s a good idea to confirm your place of birth and verify with your parents or relatives before applying.
6. You Submitted the Application to the Wrong State or Health Office
Birth certificates are stored with the state (and sometimes the county) where the birth occurred. If you submit your request to the wrong jurisdiction, your application will be denied or redirected. Check for the correct state’s vital records office to avoid delays in processing. Tips to avoid this mistake:
- Double-check where the birth took place
- Don’t assume your current state of residence can access your birth certificate from another state
7. Your Application Was Not Readable
Handwritten applications can sometimes be hard to read. If your handwriting is unclear or smudged, your form may be rejected. Avoid this by:
- Typing the form, if possible
- Using black or blue ink
- Printing clearly in block letters
- Sign your name in all required fields.
Using a service like Vital Records Online (VRO) helps avoid mistakes by utilizing a secure and thorough online application system.
8. Your ID Was Expired, Blurry, or Cut Off
The ID you include must be valid, clear, and fully visible. This is especially important when submitting your request by mail or online. Common ID issues:
- Expired driver’s license or passport
- Blurry photo or scanned image
- Cropped or cut-off sections
- Submitting only one side of a double-sided ID
Make sure your ID meets the state’s guidelines and is current, legible, and complete.
9. The Birth Information Provided Doesn’t Match the Record
If your application lists incorrect or mismatched information, your request might be rejected. Mistakes to look for:
- Misspelled names (especially parents’ names)
- Wrong birth date or year
- Wrong birth city or county
- Reversed parent name fields
Always cross-check your information against any relevant documentation you have, such as a hospital birth certificate or family records.
10. State-Specific Requirements Were Not Met
Each U.S. state has its own application process, rules, and accepted forms of ID. What works in California may not be accepted in New York or Texas. State-specific variations include:
- Required notarization for out-of-state requests
- Different ID requirements
- Additional documentation for home births or adopted individuals
Before applying, visit your state’s Department of Health or Vital Records Office website to review their specific requirements.
Final Checklist: Avoid These Common Mistakes
To give your birth certificate application the best chance of being approved, follow this checklist before submitting:
- Double-check all names and dates for accuracy
- Confirm you’re authorized to request the record
- Verify you’re applying to the correct state
- Include all required documentation and a valid form of ID
- Ensure your payment is correct and accepted
- Type or print clearly if filling out by hand
Review your application carefully before sending it.
What to Do If Your Application Was Rejected
If you received a rejection notice, don’t panic. You can usually reapply once you fix the issue. Review the reason for the denial carefully—many offices will include a code or explanation. Steps to take:
- Contact the issuing office for clarification
- Make the necessary corrections
- Resubmit your application with corrected information and documents
Most issues are easy to resolve once you understand what went wrong.
