Minnesota Vital Records

History of Vital Records in Minnesota

Minnesota, also known as “the North Star State,” became the 32nd state to join the union in 1858. It currently has a population of 5.7 million people. The Minnesota Department of Health (MDH) was established in 1977 after the state board of health, which had existed since 1872, was abolished. The MDH is responsible for safeguarding Minnesotans’ public health, including controlling and preventing diseases, managing environmental health, formulating public policies, and regulating healthcare providers.

You can obtain birth, death, or marriage certificates from the Minnesota Department of Health (MDH) Office of Vital Records (VR) registrar’s office in any county in Minnesota for births that occurred during or after 1900 and for deaths that took place during or after 1997. The person named on the birth record, parents, adult child, adult grandchild, grandparent, great-grandparent, great-grandchild, spouse, guardian, legal representative, or one showing cause may order a certified copy. An adult child of the subject, spouse on record, parent of the subject, grandparent or great-grandparent of the subject, legal representative, or one showing cause may order a certified copy of a death certificate. Those mentioned on the marriage certificate may order certified copies.

If you are embarking on a genealogy project, the Office of Vital Records may be able to help you, or you can try many of the public archives. Find out what information they contain, where you can obtain them, how they are used, and how to get certified copies.

Where to Get Minnesota Vital Records

Minnesota vital records can be ordered online, in person (at local county offices), or via mail or fax. Each county certifies and issues vital records that occur within its jurisdiction. You can find your county’s vital record issuing agency through the complete list below, which includes contact information and online applications for requesting birth, death, and marriage certificates.

Minnesota residents can request their birth or death certificate through the state or county that keeps the original vital record. Birth and death certificates are issued centrally by the Minnesota MDH-OVR. In contrast, marriage certificates are issued by the county that recorded the marriage. You can search the complete list of Minnesota’s County Vital Records Offices. The Minnesota MDH-OVR does not accept in-person requests; all orders must be made online, by fax, or by mail. However, you can order all vital records online from any location using VRO.

Ordering Minnesota Vital Records Online

Ordering Minnesota Vital Records online is quick and effortless and involves two easy steps:

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

(Choose additional options if you need to insure, expedite, or obtain premium customer support for your application.)

To order a birth, death, or marriage certificate in Minnesota, you can apply online if you are authorized and meet the eligibility requirements. Before applying, be certain you have all the required documents and upload copies of them during the secure online application process. Vital Records Online is a simplified system that helps you quickly collect and generate the necessary documents and directs you to the correct application. VRO submits your packet to the health department’s vital records office that issues the certified record. The application process is easy to accomplish from any device with an internet connection, and you can complete it in as little as five minutes. Vital Records Online’s service also helps ensure your application avoids rejections due to common mistakes or missing documents. If required by the Minnesota MDH-OVR, the notary of your application can be conducted virtually during the online ordering process.

✔︎ Our $29 processing fee includes your automated document processing and first-class shipping & handling.

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

✔︎ A notarized sworn statement is required when a request is submitted. The notarized sworn statement required by the DPH-SOVR can be conducted virtually during the online application process.

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

Ordering Minnesota Vital Records In Person or By Mail

If you live close enough to a county vital records office that offers in-person services, you can apply for vital records in person. However, Minnesota does not have a physical state office for in-person requests. Therefore, mail, online, or local health department offices are the only option. Before visiting an office, confirm that the local office is open for walk-ins and be prepared to wait in long queues.

If you live abroad, ordering online is the most convenient way to apply for vital records. Ordering through mail or online can be more efficient than applying in person. It can help you avoid difficulties, such as if the local vital records office is closed or if you want to avoid lines. Mail ordering also works well for those who live out of state. However, ordering online is typically the most convenient method for residents living overseas.

The steps to apply for vital records are generally the same whether you choose to apply in person or by mail.

If you choose to apply in person at the vital records office, prepare to complete the following steps:

• gathering your documents,
• getting photocopies of your documents,
• completing the correct form, and;
• (if open to the public) presenting everything to the health department during regular business hours.” — this will depend on the county office’s procedure.

Additionally, when ordering by mail, you will need the following: 

• purchasing an envelope,
• including a physical check or money order,
• obtaining a notarized sworn statement, and
• issuing it to the Minnesota MDH-OVR.

If you need to replace a birth, death, or marriage certificate for yourself or a family member, you can learn more about our services that can help. Each certificate type has specific requirements and restrictions for who can request a certified replacement. VRO assists with simplifying the process and reducing errors, leading to faster processing time.

❗️ To avoid your application being denied due to mistakes or incomplete information, review the requirements for each vital record before mailing it.

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

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

❗️ If you choose to mail your application and documents manually, it is recommended to purchase mail tracking to confirm their arrival at the correct office.

Requirements

Understanding the requirements is crucial before gathering the documents for your vital record application.

Proof of Identity for Verifying Authorization: 

You must provide certain information and documents to order certified copies of Minnesota vital records. The table below lists all the required items. When ordering a birth or death certificate, you must prove your identity by signing the application before a public notary. The notary will attest that you are authorized to obtain the record. However, you generally do not need a notary if you are requesting a marriage certificate.

You must sign your birth or death certificate application in front of a public notary, and this notarization will serve as proof of your identity. Please note that the MDH-OVR does not issue marriage certificates, so identification requirements may vary by county when requesting a marriage certificate.

What Documents Are Required to Order Vital Records in Minnesota?

The Minnesota Department of Health: Office of Vital Records (MDH-OVR) outlines specific conditions for each type of certificate and personal circumstance. Please review Minnesota’s eligibility requirements and details for obtaining certified birth, death, and marriage records.

❗️ Without a fully completed, notarized application, your request will be returned, causing considerable delays in processing your order.

State ID Requirements

What Information is Required to Apply for Vital Records in Minnesota?

When applying for a vital record in Minnesota, applicants must provide key identifying information related to the record type. This may include names, dates, locations, and other relevant details to ensure accurate identification and processing of the request.

Who is Authorized to Order

Who can request vital records in Minnesota?

You must provide proof of your identity when requesting a certified copy of your Minnesota vital records. However, when requesting a birth, death, or marriage certificate on behalf of someone else, you need to confirm that you are eligible to apply. The eligibility of third parties varies depending on the type of certificate and your relationship to the person on record. To determine who is authorized to request the type of certificate you need, refer to the table below for authorized third-party applicants for birth and death certificates.

According to Minnesota law, marriage records are unrestricted and can be requested by anyone who can provide the required information. Certain relatives of the individual on record or legal representatives may lawfully request a copy of a vital record as defined by the MDH-OVR. However, some third-party applicants must provide proof of their authorization to act on behalf of the individual on record. Generally, The Minnesota MDH-OVR allows a third party to make a legal request for a copy of the vital record as long as they have some form of familial or legal relationship to the individual on record, which they will need to provide proof of.

If your relationship with the individual on record does not qualify you as an eligible individual, it may still be possible to obtain the certificate. You may be asked to produce additional documentation proving your eligibility as a third-party applicant. The MDH-OVR does not provide a specific form for authorizations. However, the applicant must have:

• A signed statement from an authorized person that specifies the signer’s relationship to the subject of the record,
• information to identify the vital record,
• identifies the representative by name, and
• grants the representative permission to obtain the certificate.

Legal representatives or family members must provide proof of their authorization to act on behalf of the individual on 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.

✔︎ All requests ordered through Vital Records Online include an online notarization service if necessary, which can be added as an extra step during checkout.

Notarized Statement

Do I need a notary with my application?

A notary is always required When requesting a birth or death certificate from the state health department. A notary is not generally required when requesting a marriage certificate. However, the requirements may vary by county.

When ordering a birth or death certificate from the state through MDH-OVR, you must prove your identity by notarizing a sworn statement with your application and documents. Only those with a “direct, tangible interest,” such as family members or legal representatives, may obtain certified death certificates, and a notarized sworn statement is required.

❗️ A Notarized sworn statement is required when ordering a birth or death certificate online, by fax, or by mail from the state health department.

✔︎ The Minnesota MDH-OVR does not require a photocopy of your ID. The notarized application document will be enough proof of identity.

✔︎ Vital Records Online includes an online notary service in your application packet. Otherwise, you must bring your ID when creating this document using a local public notary.

✔︎ A notarized sworn statement is not required when requesting informational copies of Minnesota vital records unless it is a birth record of a child born to unmarried parents.

If you need more information about unique circumstances requiring a notary with your application, please visit the MDH-OVR website at https://www.health.state.mn.us/people/vitalrecords.

If you decide to use a local public notary, you must bring your ID to create this document.

Notaries may also be required for apostilles, corrections, or amendments to vital records under certain conditions. You can find more information about these conditions in the other FAQs below.

Costs and Fees

Replacing vital records comes with a cost that varies depending on the type of certificate and the fees charged by MDH-OVR. The total cost also depends on how you submit your application and whether a notary is required to prove your identity.

If you order birth, marriage, divorce, or death records through Vital Records Online, the online Application Filing Service starts at $29. Additionally, MDH-OVR charges $26.00 for a certified copy of a birth record and $19.00 for each additional certified copy. For a certified copy of a death record, the MDH-OVR charges $13.00 and $6.00 for each additional certified copy. Local county offices issue marriage certificates, and the price per copy depends on the county. Please note that all fees are non-refundable.

✔︎ Additional copies can be requested during the same order to save future costs in case 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 Minnesota?

The processing and delivery times for birth, death, or marriage certificate replacements may vary. You can check the current processing and delivery times in the table provided below. The total time it takes to receive your vital record in the mail also depends on the method you choose to submit your application and documents.

Ordering through Vital Records Online makes gathering your documents and submitting your application packet straightforward. Additionally, it offers options to expedite your order, which leads to quicker processing of your documents and application packet. Please note that these times may change depending on the volume of requests the MDH-OVR receives.

If you require a notary, you can include the notarization online as an extra step during checkout when processing your order on Vital Records Online. Otherwise, you must account for additional time to obtain a notary from a local notary.

✔︎ All Vital Records Online includes an online notarization service that can be performed virtually during checkout.

❗️ The processing and replacement duration of birth, death, or marriage certificates by the MDH-OVR may increase based on a high volume backlog of orders.

❗️ We also advise allowing 2-3 additional days in your application if you choose to obtain a notary locally (if required).

❗️ A simple error, typo, or missing document can cause wait times to double, repeat shipping costs, or expose personal information.

Other Frequently Asked Questions

Apostille

An apostille is required for vital records submitted to foreign governments. The Minnesota Secretary of State issues apostilles for vital records created by the MDH-OVR.

How can I get an apostille for a vital record?

Vital Records Online is a reliable service that offers apostille services across all 50 US states. It is recognized by various governments and organizations with legal validity in over 100 countries. You can only go through the Secretary of State or Vital Records Online to obtain an Apostille for Minnesota vital records. The service covers apostilles for Birth, Death, Marriage, and Divorce Certificates, all with professional assistance. The entire process can be conveniently completed online in three simple steps, starting at $149 (plus government fees).

1. Complete the Apostille Express online application.
2. Submit the required documents for approval.
3. Receive your apostille document.

In most cases, you don’t need a physical copy of your documents, as you can complete the process online. Once your apostille documentation is complete, it will be sent to you via FedEx or DHL. The delivery will arrive at your doorstep, regardless of your location in the US or anywhere else in the world. We rely on reputable courier services for global delivery.

You will need to provide the following information: 

• Authentication Form
• Certified vital record certificate
• $5.00 per document via check payable to: Minnesota Secretary of State
• Self-addressed envelope with prepaid label, only if expedited delivery is needed

You can submit requests for vital record apostilles to the Secretary of State at the following addresses:

For express shipping (UPS, DHL, or Federal Express), submit the request to the physical address:

Minnesota Secretary of State,
Certification First National Bank Building,
332 Minnesota Street, Suite N201,
Saint Paul, MN 55101

For standard mail, use the following address:

Minnesota Secretary of State,
Certification First National Bank Building,
332 Minnesota Street, Suite N201,
Saint Paul, MN 55101

You can reach the office at 651-296-2803 or 1-877-551-6767 or online at https://www.alabamapublichealth.gov/vitalrecords/apostille-and-exemplified-copies.html.

Corrections and Amendments

The Minnesota Department of Health – Office of Vital Records (MDH-OVR) provides a list of common scenarios to assist individuals in acquiring an amendment to their birth and marriage certificates and a family member’s death certificate, as authorized by law.

The process for correcting or amending a vital record in Minnesota is straightforward. An amendment is required when there is a change in the vital record, and different forms are required depending on the information that needs to be amended. Supplemental changes become addendums to the original vital record, but no entity can alter the original document.

The requirements for requesting changes or amendments vary depending on which vital record needs to be changed. In Minnesota, many amendments require a court order, typically requiring an attorney.

Correcting or amending vital records usually will require the following: 

1. A completed amendment application;
2. Supporting documentation;
3. Appropriate fee(s);
4. A notarized sworn statement completed by an authorized person.

Learn more about correcting or amending birth, death, and marriage certificates.

Searching Public Records

Where can I search for free public records?

Access to Minnesota Vital Records is generally open to the public, except in exceptional cases such as children born to unmarried parents. While finding free public records can be challenging, many vital records in Minnesota are freely and readily available to the public. However, searching through Minnesota’s archives of birth, marriage, and divorce records may require significant time and effort to review the records.

Are Minnesota Vital Records Open to the Public?

Access to these records depends on the type of record and the year when the birth, death, or marriage occurred. Fortunately, some third-party websites make it easy to research specific types of vital records, and they are not limited to your geographic location. Keep in mind that the data on third-party sites may differ from official government records.

To find a record on a third-party website, the person requesting must provide the following information:

• The location of the record you’re looking for, including the city, county, or state where it was recorded.
• The name of the person on record, if it is not a minor.

How Can I Verify That My MN Vital Records Are Official?

Each Minnesota county and municipality creates unique vital records. To ensure that you have the official certified copy of your Birth, Death, or Marriage Certificate, you should check what the documents look like, depending on where it was issued. Informational copies of vital records usually have a stamp or large print across the face of the document that reads “Informational, Not a Valid Document to Establish Identity” or something similar. To confirm that your certificate is a certified copy, you can compare it with the official, certified documents in the county where it was issued.

What Are the Differences Between Authorized Copies of Minnesota Vital Records Versus Informational Copies?

Authorized Copy: 

Authorized (certified) copies of vital records are legal documents that can be used for official identification purposes. Only individuals with a “direct and tangible interest” in the document are eligible to receive certified copies of vital records. Informational copies cannot be used to establish identity.

When requesting an authorized birth or death certificate online, you must complete the Sworn Statement, which includes an acknowledgment of your legal rights to the authorized copy. This requirement only applies when ordering from the state, as in-person services may not require it in some counties.

If you fail to provide the notarized Sworn Statement, your request will be considered incomplete and returned to you without processing, which may cause further delays.

Informational Copy: 

Informational copies, also known as short-form, unofficial (non-certified), “heirloom,” or “commemorative certificates,” are not official legal documents. They are intended only for display or personal reference. They cannot be used for official purposes such as establishing identity, obtaining a passport, or proving eligibility for benefits. These copies are available without any documentation and are printed on plain paper. The cost of an informational copy is $13.

If you need a copy of a birth or death record, you can get a non-certified copy. This copy is printed on plain paper and only for informational use. It cannot be used for legal purposes. Anyone can purchase a non-certified copy of a Minnesota death record. However, only certain people can buy a non-certified copy if the birth record is confidential. The requester must sign the application in front of a notary public.

It’s important to note that even non-certified informational copies of birth certificates of children born to unwed parents are considered confidential and have restricted access. If you request an informative copy, you generally do not need to provide a Sworn Statement.

Informational copies are typically used for personal record-keeping or genealogical research. They are not official legal documents and cannot be used for official purposes. In Minnesota, citizens have the right to inspect or obtain copies of public records in compliance with the Minnesota Government Data Practices Act (MGDPA). Birth and marriage certificates are among the public records that can be obtained in different types of copies.

For more information on birth, death, and marriage certificates, please refer to the resources section.