Certificates and Informational Copies FAQ

To purchase a certified copy of a birth, death, stillbirth, or fetal death record, the following is required for all applications:

1. An application form with required pieces of information
2. Documents proving identity
3. Documents proving qualifying relationship
4. Applicable fee(s)

The required pieces of information to order a birth certificate are:

• First, middle, and last name of the subject of the record
• First and last name of all parents listed on the record
• Date of birth (month, day, year)
• City or county where the birth occurred

The required pieces of information to order a birth certificate are:

• First and last name of the subject of the record
• First and last name of the individual who gave birth
• Date of delivery (month, day, year)
• City or county where the delivery occurred

The required pieces of information to order a certified copy of a death record are:

• First and last name of the decedent
• Approximate date of death (month and year)
• City or county where the death occurred

Noncertified informational copies of birth and death records are available to anyone by filling out an application form with required pieces of information and paying the applicable fees.

Required pieces of information for a noncertified informational birth copy are:

• First, middle, and last name of the subject of the record
• First and last name of all parents listed on the record
• Date of birth (month, day, year)
• City or county where the birth occurred

Required pieces of information for a noncertified informational death copy are:

• First and last name of the decedent
• Approximate date of death (month and year)
• City or county where the death occurred

Ordering marriage and divorce certificates did not change under the new vital records law. Marriage and divorce certificates from 1968 to present can be purchased from Washington State Department of Health Vital Records office. Every request must provide an application form with required pieces of information and applicable fees.

Required pieces of information:

• First and last name of one of the parties on the record
• Approximate date the event occurred (month, day, year)
• City or county where the event was filed

No, requesting a single status letter did not change. Please note the fee increased to $25. For more information, visit the single status letter webpage.

The requirements for requesting a birth certificate with no fee for people experiencing homelessness are the same as the birth certificate but the request is submitted by a government agency or homeless services provider working on behalf of the homeless individual to the Washington State Department of Health.

The requirements are:

• An application form with the required pieces of information
• Identity documentation
• Proof of eligibility - letter on official letterhead asserting the individual meets the definition of homeless and lives in Washington state
• Submitted by mail to the Washington State Department of Health – this is not available online, by phone, or in-person.
• Provide valid government identification or alternate identification of the government agency or homeless service provider submitting the request.

To purchase a birth or death certificate, you must provide the required pieces of information. On your request, please provide all variations that may appear on the certificate due to amendment, legal name change, or establishment of parentage. Check with family members for more information verify if differences exist between the information you will provide and what may actually appear on the certificate.

Qualified applicants for birth certificates are:

• Subject of the record (a person who is buying their own birth certificate)
• Spouse or domestic partner
• Parent, step-parent, or legal guardian
• Child or stepchild
• Sibling
• Grandparent or great grandparent
• Grandchild
• Legal representative
• Authorized representative
• Government agency or the courts if the birth certificate is used to conduct official duties

Only the person who gave birth listed on the fetal death record can order a certificate of birth resulting in stillbirth.

Qualified applicant for long form death certificates are:

• Spouse or domestic partner of the decedent
• Parent, step-parent, or legal guardian immediately prior to death
• Child or stepchild
• Sibling
• Grandparent or great grandparent
• Grandchild
• Legal representative
• Authorized representative
• Next of kin, only if no one else from this list is living
• Funeral director or funeral establishment that is named on the record (up to 12 months from the date of death)
• Government agency or courts if the death certificate will be used for official duties

Qualified applicants for short form death certificates are the same as the long form death certificates, plus these additional qualified applicants:

• A title insurer or title insurance agent handling a transaction involving real property
• A person that demonstrates the certificate is necessary for a determination related to the death or protection of a personal or property right related to the death

Qualified applicants for fetal death certificates are:

• Parent
• Sibling
• Grandparent
• Parent's legal representative
• Authorized representative
• Funeral director or funeral establishment listed on the record (up to 12 months from the date of fetal death)
• Government agency or courts if the fetal death certificate will be used for official duties

An authorized representative is a person permitted to receive a certificate who is:

• Identified in a notarized form signed by a qualified applicant; or
• An agent identified in a power of attorney.

The acceptable documentation to prove qualifying relationship includes:

• Copies of vital records such as birth or marriage certificates from this or another state that links the applicant to the requested record
• Copies of certified court orders linking the applicant to the requested record (e.g. legal guardianship court orders or court orders listing someone as the foster parent)
• Document or letter from a government agency or court stating the certificate will be used for official duties (for government agency or court only)
• Document or letter from title insurer or title insurance agent handling a transaction on behalf of the decedent (for short form death certificates only)

View the Proof of Eligibility (422-178)(PDF) for examples of how to prove qualifying relationship En Español (DOH 422-178)

If you are not listed as a qualified applicant, you may access vital records information in a variety of ways, such as:

• Purchasing a noncertified informational copy of a birth and death record,

• Become an authorized representative through a notarized form signed by a qualified applicant, or an agent identified in a power of attorney, or
• Request historical records directly from State Archives.

To purchase a birth or death certificate, you must provide documentation proving you are a qualified applicant. You may need to purchase certificates from other states to link you to the record you want to request from Washington state.

If you cannot prove you are a qualified applicant, then you may access vital records information in a variety of ways, such as:

• Purchase a noncertified informational copy of a birth and death record.
• Become an authorized representative through a notarized form signed by a qualified applicant, or an agent identified in a power of attorney.
• Request historical records directly from State Archives.

Please note, you will have 30 days from the date the vital records office asks for additional information. To avoid denial and closure of your order without a refund, you must provide the requirements within 30 calendar days.

The acceptable identity documentation includes:

• One government issued identification document that has not expired more than 60 days, or
• If you do not have a government issued identification document, then at least two documents from the alternative list.

View the list of acceptable identity documentation (DOH 422-177)(DOH)

En Español (DOH 422-177)

To purchase a birth or death certificate, you must provide identity documentation. The acceptable identity documentation includes:

• One government issued identification document that has not expired more than 60 days, or

• If you do not have a government issued identification document, then at least two documents from the alternative list. View the list of acceptable identity documentation (DOH 422-177)(DOH)

If you cannot prove your identity, then you may access vital records information other ways such as:

• Check with family members who have a qualifying relationship with the subject of the record and can prove identity about requesting the certificate for you.
• Purchase a noncertified informational copy of a birth or death record.
• Request historical records directly from State Archives.

The certificate and noncertified informational copy fee is $25. Additional service fees may be added depending on order method.

• Base fee for a certificate and noncertified informational copy is $25.00
• Orders placed by telephone or online will have a $7.00 processing fee (when ordered from DOH) and $8.50 VitalChek fee (statewide)
• Orders placed in-person will have a $13.50 processing fee and $2.50 VitalChek fee when ordered from DOH when in-person services resume
• If you order from a local health jurisdiction, fees may vary. Check with the specific local health jurisdiction regarding additional service fees.

Please note, no refunds will be given if a record could not be located or the documentation you provided did not prove you were eligible to receive a birth, stillbirth, death, or fetal death certificate.

The new vital records law authorizes the Department of Health and local health jurisdictions to release specific vital records with no fee in specific circumstances. These circumstances are:

• A vital record for use in connection with a claim for compensation or pension pending before the Veteran's Administration;
• The death of a sex offender, for use by a law enforcement agency in maintaining a registered sex offender database;
• The death of any offender, requested by a county clerk or court in Washington state for purposes of extinguishing the offender's legal financial obligation; and
• A birth certificate for homeless persons living in Washington state (only the Department of Health).

No. The vital records offices in Washington state will not perform a search or verification of a vital record. You must submit a complete application and purchase a vital record.

You can request a certificate or noncertified informational copy by ordering:

• Online or phone through VitalChek, our only authorized vendor.
• In-person at your local public health vital records offices. Check to see what records and service they provide.
• By mail.

New parents complete a Washington State Birth Filing Form (422-010)(PDF) at the hospital or birth center after delivery, not an application to order a birth certificate. The first birth certificate issued for a birth is NOT free and hospitals and birth centers cannot order a birth certificate on your behalf. The hospital may have provided you with your local county health department birth certificate order form, which requires a fee. If you have not submitted a request for a birth certificate by placing an order online, phone, mail, or in-person and submitted identification and proof of eligibility documentation, you will not receive a birth certificate.

It depends on the way you order. The time listed is from when we receive full payment and all required documentation. Orders will be delayed if information or documentation is missing.

• The fastest way to receive an order is in-person when in-person services resume. There is an additional fee for this service. Customers will receive most orders within the same day. Check with your local health department to see if they offer in-person services for birth and death certificates during this time.
• VitalChek online or by phone is processed and shipped within 3 days of the order being placed.
• By mail, the customer will receive the order within 5-6 weeks after payment is received and processed.

On July 28, 2013, a new law (SHB1525) (PDF) took effect changing the requirements for an adoptee to obtain his or her original (pre-adoption) birth certificate. Beginning July 1, 2014, all adoptees 18 and older will have access to their original noncertified birth certificates unless a birth parent files a contact preference form indicating that he or she does not want the information released.

Post-adoption birth certificate lists the adoptive parent(s) and reflects any legal name change after the adoption is finalized and the birth record has been amended.

For more information on adoptions, visits the adoptions page.