New York Vital Records

History of Vital Records in New York

New York, also known as the Empire State, is home to 20 million people, of which approximately 18 million reside in New York City’s five boroughs – the Bronx, Brooklyn, Manhattan, Queens, and Staten Island.

In 1866, the state legislature passed the Metropolitan Health Law and established the NYC Metropolitan Board of Health. Also, in 1870, the legislature replaced the Metropolitan Board of Health with the NYC Department of Health. The State Board of Health was created in 1880.

The New York State Department of Health (NYSDH) – Office of Vital Records preserves birth, death, marriage, and divorce records. Only individuals named on the birth certificate are eligible to request certified copies. A spouse, child, or other interested parties must demonstrate cause for the request. A spouse may request a copy of the death certificate. Also, those individuals who possess a New York State Court Order may request a copy of the death certificate.

If you conduct a genealogy search, the Office of Vital Records may access the numerous public archives available. You can discover what these archives contain, where to obtain the information, and how vital records are used.

Where to Get New York Vital Records

Every New York State county is responsible for certifying and issuing vital records within its jurisdiction. Find the complete list of New York County vital record issuing agencies below. By reviewing this information, you can find locations, contact information, and online applications for requesting copies of vital records.

In the United States, all records of life’s most important moments are meticulously kept at both the county and state levels. These precious moments are diligently recorded within local jurisdictions. Vital Records Online is a convenient, trustworthy, and secure service for obtaining New York birth, marriage, and death certificates. You can order with confidence, knowing that your vital records will be delivered with utmost care and confidentiality.

❗️ For ancestry or genealogy research in New York, you can search historical records with various public archives for free.

Ordering New York Vital Records Online

Ordering New York 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.

You can order New York birth, death, or marriage certificates online if you’re eligible as an authorized individual. Vital Records Online provides a step-by-step ordering system that guides you through collecting the required documents and directs you where to submit them. The application takes only five minutes to complete on any device with an internet connection and helps ensure your application is not rejected due to mistakes or missing documents.

✔︎ First-Class mail tracking is available as an add-on during the final checkout process.

✔︎ 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 notarizing your application and documents. Discover how the online ordering and premium handling process works.

Ordering New York Vital Records In Person or By Mail

Obtaining certified copies of vital records in person can be challenging or even impossible for some individuals who do not reside near the state health department office. Even those residing nearby may have to deal with long wait times or delays. You can avoid these issues by using the simple online application or sending your application and documents via mail.

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 New York State Department of Health - Bureau of Vital Records.

You can avoid long lines at the vital records office by sending your application package by mail or online. Mailing your application is convenient if you live in a different state from the office. If you live overseas, then ordering online is usually the easiest method.

We recommend purchasing mail tracking when sending your application and documents to ensure their safe delivery to the correct office. To avoid potential mishaps that may cause your application to be denied, be sure to research and meet all the specific requirements for each type of vital record.

❗️ 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.

Requirements

Knowing the requirements and conditions is imperative before gathering your vital record application documents.

Proof of Identity for Verifying Authorization

Check the table below for a comprehensive list of requirements to order a vital record from New York. If you do not possess a valid form of identification, then secondary identification may be acceptable.

To obtain a vital record from the New York State Department of Health – Bureau of Vital Records, you must present an accepted form of identification, such as a driver’s license or state photo ID, with a photocopy and a notarized sworn statement confirming your identity. For certain types of records, secondary forms of identification may be acceptable; please verify the requirements for the specific form of identification you need.

What Documents Are Required to Order Vital Records in New York?

To authenticate their request for a certified vital record, the New York State Department of Health-Bureau of Vital Records stipulates that an individual present the following information:

State ID Requirements

❗️ The Vital Records processing department of the NYSDOH-BVR can produce an informational copy if your application is not approved. You cannot get a refund in this scenario. Avoiding rejection can save you from incurring additional costs and experiencing extended wait times.

What Information is Required to Apply for Vital Records in New York?

When applying for a vital record in New York, 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 New York?

The certificate holder can request a certified copy of their vital records by confirming their identity when obtaining a notarized sworn statement with the application.

If you request vital records on someone else’s behalf, double-check the eligibility requirements for birth, death, and marriage certificates to ensure you are authorized. The New York State Department of Health-BVR will only issue certified copies of vital records to family members or legal representatives 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 for that person.

Notarized Statement

Do I need a notary with my application?

New York’s Health Department may require applicants to validate their identity by submitting a notarized sworn statement with their vital record application and documents. Vital Records Online agents will review and include this document with your application packet. Remember to bring a valid form of identification to a public notary in order to complete this step.

❗️ A Notarized sworn statement may be required under the following circumstances:

• When ordering an authorized copy of a New York birth, death, or marriage certificate by mail or online;
• When a third-party legal representative is requesting a certified copy of a New York birth, death, or marriage certificate;

✔︎ 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 New York State Department of Health - Bureau of 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 New York vital records.

Costs and Fees

The expenses associated with obtaining a replacement vital record may vary, depending on the fees charged by the NYSDOH-BVR for the respective document. NYSDOH-BVR will charge a $30.00 fee for a certified copy of a birth record, a $30.00 fee for a marriage certificate, and $30.00 for a death certificate. Also, consider the notarization fee as part of the overall cost.

✔︎ You can request additional copies when ordering to have spares in case your vital records are lost, damaged, or stolen.

VitalRecordsOnline.com processing fee is $29.

Processing and Delivery Times

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

Processing and replacement times for birth, death, or marriage certificates may vary. Review the table below for current processing times.

❗️ It is also advised to allow 2-3 additional days for the application process when required to obtain a notary and meet the state’s application submission deadline.

❗️ 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 necessary if you require vital records to be filed with a foreign government. Apostilles are granted for vital records issued by the New York State Department of Health-Bureau of Vital Records, including birth, death, and marriage certificates.

How can I get an apostille for a vital record?

The only way to obtain an apostille for NYSDOH-BVR vital records is through the Department of State. To get an apostille for a vital record in New York, you will need to submit the following documents:

• The authorized copy of the original document
• A photocopy of the document
• Your proof of identification (Driver’s License, State ID, or Passport)
• The Apostille Request Form

You can reach the office at (855) 322-1022 or online at https://dos.ny.gov/apostille-or-certificate-authentication. The fee is $10.00 per apostille or certificate. You can submit requests for vital record apostilles by mail to the NYSDOH-BVR Department of State at the following addresses:

New York State
Department of State
Division of Licensing Services
Apostille and Authentication Unit
PO Box 22001
Albany, NY 12201-2001

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

NYS Department of State,
Division of Licensing Services,
1 Commerce Plaza,
99 Washington Avenue, 6th Floor,
Albany, NY 12231

State Office Phone Number: (518) 474-4429.

Alternatively, you can obtain an apostille in person at the local office (by appointment only):

123 William Street, 2nd Floor (between Fulton and John Streets),
New York, NY 10038,
Business Hours: Monday to Friday, 9 AM to 3:30 PM

Local Office Phone Number: (212) 417-6103.

Corrections and Amendments

To assist, NYSDOH-BVR has provided a list of common scenarios requiring an amendment to the person’s birth or marriage certificate.

The New York State Department of Health – Bureau of Vital Records (NYSDOH-BVR) created an efficient way to amend or correct birth, marriage, or death certificates for family members by law. Different forms exist depending on the details that need to be amended. Supplemental changes become addendums to the original vital record. Nevertheless, the original document remains unaltered by any entity.

The requirements for requesting the changes or amendments vary depending on which vital record needs to be altered.

Typically, requests to correct or amend vital records will require the following:

1. A completed amendment application;
2. Supporting documentation;
3. Appropriate fee(s);

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

Searching Public Records

Where can I search for free public records?

You can sift through New York’s public records of birth, marriage, and divorce certificates to obtain the information you are looking for, but be prepared to dedicate ample time to examine the records.

Are New York Vital Records Open to the Public?

In New York, most state records are generally open to the public; however, access levels vary depending on the record type and the year of birth, death, or marriage. Many vital records in New York are free and readily available to the public after 75 years.

Third-party websites can be a great starting point for your research. These websites offer an extensive range of records, making it easier to find the records you need, though they may differ from official government reports. Generally, to access these records, you will need to provide the following information:

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

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

Each state, county, and municipality keeps specific vital records. Depending on which entity issued your birth, death, or marriage certificate, verify what it should look like to guarantee you possess the official version.

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

To distinguish an informational copy from an authorized copy, look for a stamp or bold print that reads something similar to “Informational, Not a Valid Document to Establish Identity.”

Authorized Copy: 

Certified copies constitute legal documents accepted for official identification, whereas informational copies cannot be used to verify an individual’s identity. Therefore, only those with a “direct and tangible interest” are authorized to receive certified copies of vital records.

If you need an official birth, death, or marriage certificate, you may be required to obtain a notarized sworn statement proving legal entitlement to the authorized copy. Any person requesting an authorized birth, death, or marriage certificate must include a signed and notarized sworn statement, declaring under penalty of perjury that they are legally entitled to receive an authorized copy. Without the notarized sworn statement, the request cannot be accepted and will be returned to you, resulting in further delays.

Informational Copy: 

You do not need to provide a sworn statement if you request an informational copy. The New York State Public Officers Law’s Article 6 Sections 84-90, known as the NY Freedom of Information Law (FOIL), grants the public the right to access records held by government entities, with some exceptions. The Freedom of Information Law does not provide access to birth, death, marriage, and dissolution of marriage certificates. You can find out how to get Birth, Death, Marriage, and Divorce Records by visiting the Vital Records section of the New York State Department of Health.

Please review the resources section to find more references regarding birth, death, and marriage certificates.