Oregon Vital Records

History of Vital Records in Oregon

The history of vital records in Oregon dates back to the early days of the state’s history. Oregon law requires all vital events to be permanently recorded and registered, including birth, marriage, divorce, death, and fetal death. The Oregon Health Authority – Center for Health Statistics (OHA-CHS) manages and maintains these records for a wide range of legal, personal, and historical purposes. Today, Oregon has a population of over 4 million residents, and the demand for vital records remains high. Fortunately, the state’s vital records system is modern, efficient, and accessible, making it easy for residents to obtain the records they need quickly and conveniently.

Find out how to obtain official Oregon vital records, including birth, death, marriage, and divorce certificates. Find out what information they contain, where to obtain them, and how they are used.

Where to Get Oregon Vital Records

Oregon vital records can be ordered online, in person, by phone, or through mail. Birth and death certificates are issued centrally by Oregon HD-VR. Conversely, marriage certificates are issued by the county where the marriage was recorded. Through VRO, you can order all certificates online from any location.

Oregon’s local county offices can only issue birth and death certificates for events that happened within their jurisdiction and up to six months prior to the current date. After six months, birth and death certificates are maintained and issued by the state through the OHA-CHS.

You can find your county’s vital record issuing agency from the list of Oregon’s County vital record issuing agencies. The list includes contact information and access to online applications. Depending on the county, there are different application submission methods, as only some locations accept in-person applications.

Ordering Oregon Vital Records Online

Ordering Oregon vital records online is quick and effortless and involves two simple 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.)

If you are an authorized person who meets the eligibility requirements, you can apply for an Oregon birth, death, or marriage certificate online. Before beginning the application, confirm that you possess the required documents. You will receive a prompt to upload copies of the required documents during the secure online application process.

VRO’s system was developed to help you quickly generate your application and submit it to the appropriate health department’s vital records office, which issues certified copies of the original record. The online application can be finalized from any device with internet access in as little as five minutes. VRO professional assistance reviews applications to avoid rejections from the OHA-CHS due to common errors or missing documents.

✔︎ 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.

✔︎ 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 Oregon Vital Records In Person or By Mail

If you live near the state health department, you may be able to apply for certified copies of vital records in person. Before traveling, please confirm that the office is open for walk-ins and be aware that there may be long queues upon arrival.

The steps for applying for vital records are similar, whether in person or by mail. If the vital records office in your area is closed, it’s best to order certificates for birth, death, or marriage by mail or online. Ordering online is often the most convenient way, especially if you live out of state or abroad, and helps avoid the potential difficulties that may arise when applying in person.

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,
• making an appointment, and;
• presenting everything to the health department during your appointment

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 (if required) and,
• issuing it to the OHA-CHS.

VRO streamlines the application process by reducing mistakes and faster processing time for certified replacement requests since each certificate type has unique requirements.

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

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

❗️ 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

Before collecting documents for your vital record application, it is crucial to understand the conditions and requirements.

Proof of Identity for Verifying Authorization: 

The OHA-CHS mandates all applicants to prove their identity before processing their request. For certified birth certificate replacements, you must provide a valid government-issued ID (such as a driver’s license or passport) or three secondary forms of identity accepted by the OHA-CHS to verify your identity.

If you don’t possess a valid ID or it has expired, you must provide three secondary forms of identification as an alternative. If you are a non-eligible third party, you must obtain a notary attest to your authorization to request the record.

What Documents Are Required to Order Vital Records in Oregon?

OHA-CHS specifies unique conditions for each certificate type and personal situation. Review the eligibility criteria and requirements for obtaining Oregon birth, death, and marriage certificates in the table below.

❗️ Without proper ID and a fully completed 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 Oregon?

When applying for a vital record in Oregon, 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 Oregon?

The person on record must provide proof of identity with the application when requesting certified copies of vital records. Before ordering a certificate on behalf of someone else, it’s essential to review the eligibility requirements for each type of certificate as they vary for third parties. A third party, such as family members or a legal representative of the individual on record, can only legally request a copy of a vital record permitted by the Oregon OHA-CHS.

Generally, The OHA-CHS allows third parties to make lawful requests for vital records, provided they have a familial or legal relationship with the individual on record, which they must provide proof of ID for the person on record and the third party placing the request. You may be asked for additional documentation proving your eligibility as a third-party applicant. If you are not eligible, you may still obtain a certificate with the Vital Records Authorization Form.

✔︎ 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.

❗️Non-authorized third-party requests for Oregon birth certificates must have a notarized letter of consent to release information from the certificate holder or an eligible individual.

Notarized Statement

Do I need a notary with my application?

It is not mandatory for applicants to get notarized statements while requesting certified copies of their birth or marriage certificates from OHA-CHS. However, if a third-party representative who is not an eligible applicant requests a vital record, a notarized statement may be necessary. The same terms apply to death certificates requested by eligible applicants, including immediate family members of the individual on record, regardless of the method of applying.

A notarized sworn statement is necessary when the applicant does not have a “direct, tangible interest” in a death certificate, such as legal representatives. When ordering through VRO, a notary can be conducted online during your order.

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

• When a third party is requesting a certified copy of an Oregon birth certificate (if the third party is not the registrant’s current spouse or domestic partner who is registered by the state, child, parent, current step-parent until the child is age 18, siblings, grandparent, grandchild, legal guardian, legal representative, an authorized representative, or a government agency acting in the conduct of its official duties).
• When a non-authorized third party requests a birth, death, or marriage certificate.
• When amending a vital record.

You can find more information on unique circumstances that require a notary at the OHA-CHS website: https://www.oregon.gov/oha/ph/birthdeathcertificates/pages/index.aspx. If you decide to use a local public notary, you must bring your ID to create the document. There are certain conditions where notaries are necessary for corrections and amendments to vital records.

✔︎ A notary is generally not required to obtain authorized copies of Oregon vital records. A photocopy of your ID is sufficient to verify your 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 may be required when a third party who is not an authorized individual is requesting a birth or death certificate.

Costs and Fees

The cost of obtaining a replacement for vital records depends on the type of certificate, application method, and notary requirements. When ordering vital records through VRO, the starting cost of the online Application Filing Service is $29. The OHA-CHS charges $25.00 for each certified copy of a birth record, a certified marriage certificate copy, and a death certificate copy.

✔︎ 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 Oregon?

Processing and replacement times for birth, death, or marriage certificates vary depending on several factors. The current processing and delivery times are stated in the table below. The method you choose to submit your application and documents can also affect the total amount of time until you receive your vital record in the mail.

Ordering through VRO makes generating the documents and application packet submission streamlined with expedited orders. Please note that processing times may change depending on the volume of backlogged orders received by the OHA-CHS.

If a notary is required, you can include the notarization online during the checkout when processing your order with VRO—otherwise, account for additional time to obtain a notary from a local entity.

✔︎ 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 OHA-CHS may increase based on a high volume backlog of orders.

❗️ We also advise allowing 2-3 additional days in your application process to ensure you obtain a notary (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

When submitting a vital record to a foreign government, generally, you will need an apostille to verify its authenticity. Apostilles are only issued for vital records created by the OHA-CHS.

How can I get an apostille for a vital record?

To obtain an apostille for Oregon vital records, you can request one through the Secretary of State or Vital Records Online. VRO provides reliable apostille services for birth, death, marriage, and divorce certificates from all 50 US states. With legal validity in over 100 countries, VRO’s apostille service provides professional assistance and can be conveniently completed online in just three steps. Fees start 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, physical copies of your documents are unnecessary, and the apostille process can be completed entirely online. Once your apostille application is submitted, it will be shipped to your doorstep via FedEx or DHL, regardless of your location in the world.

You will need to provide the following information: 

• Authentication Submittal Form
• Certified vital record certificate
• $10 per document payable by providing credit card info in form or by check/money order payable to the Corporation Division
• A self-addressed, stamped envelope or prepaid, pre-printed FedEx or UPS label (not required if picking up in person)

You can submit requests for vital record apostilles to the Oregon Secretary of State at the following address. For standard or express shipping (UPS, DHL, or Federal Express), address it to their physical address:

Secretary of State,
Corporation Division,
255 Capitol St. NE, Suite 151,
Salem, OR 97310-1327

You can reach the office at (503) 986-2200 or online at https://sos.oregon.gov/business/pages/how-to-get-authentication-apostille.aspx.

Corrections and Amendments

Amendments are necessary when changes are needed in a vital record. The OHA-CHS provides a simple process to amend birth and marriage certificates in different situations. Supplemental changes made to vital records become addendums to the original document. However, the original document cannot be altered by any entity.

The requirements and forms for requesting changes or amendments depend on the type of vital record and information that needs to be changed. In some cases, amendments for Oregon vital records may require a court order and an attorney.

Correcting or amending vital records usually will require the following: 

1. A completed, notarized 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?

Birth records in Oregon become public after 100 years, while death and marriage records become public after 50 years. Obtaining free public records in Oregon can be challenging despite the availability of many vital records to the public. Be prepared to dedicate substantial time to reviewing the records to find the desired information in Oregon’s vital record archives.

Are Oregon Vital Records Open to the Public?

Most of Oregon’s vital records, including birth, death, and marriage records, are available to the public, although the accessibility of specific records may vary depending on their type and the date of the event. Third-party websites can be a helpful reference point for your research, as they provide easy access to vital records and are not limited to your location. However, be aware 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 OR Vital Records Are Official?

To ensure that your vital record is a certified copy, it’s advisable to check what the official, certified documents look like in the county or municipality where yours was issued, as every county and municipality in Oregon creates its unique vital records.

Sometimes, informational copies of vital records may be mistaken for official copies. Informational copies will commonly display a stamp or large print across the face of the document that reads “Informational, Not a Valid Document to Establish Identity.”

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

Authorized Copy: 

In Oregon, authorized copies of birth certificates were previously known as “full-image” (long-form) certificates, but they have been discontinued since 2008. The “full image” (long-form) birth certificates are only available for births that occurred before 2008. In Oregon, both long-form and short-form certificates are considered authorized (certified/legal copies) and can be used for official identification. “Full image” (certified) copies are issued only to individuals who have a “direct and tangible interest” in the document.

Informational Copy: 

Informational copies of birth or marriage certificates are sometimes referred to as “short-form,” “unofficial” (non-certified), “heirloom,” or “commemorative certificates.” However, Oregon has defined “short-form” certificates as certified and legal since 2008. While informational copies are typically used for personal record-keeping or genealogical research, Oregon short-form copies of vital records can be used for official purposes such as establishing identity, obtaining a passport, or proving eligibility for benefits. The DMV and passport agencies may mistakenly reject Oregon’s short-form birth record as an “informational public record.”

The cost for short-form certificates is $15.00 each, with additional fees for in-person orders, by phone, or online. If you request an informational copy, you do not need to provide a notarized sworn statement. Uncertified copies of Oregon vital records are not available until the records are archived (after 50 years for death and marriage and 100 years for birth). The only form of uncertified copies available is for older, archived records or stillbirths (commemorative, but not available for regular birth certificates). In compliance with the Oregon Public Records Law, citizens have the right to inspect or obtain copies of public records.

Find more references regarding birth, death, and marriage certificates in the resources section.