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Birth and Marriage Certificate Information

  • The Passport Agency ONLY accepts official copies of these documents.
  • Photocopied forms, even when notarized, are UNACCEPTABLE.
  • Hospital birth certificates or birth records are also UNACCEPTABLE.
  • Official copies contain either a raised or color seal from the issuing authority (either the town, city, county or state governmental office issuing the document).
  • The birth certificate must include your given name and surname, date and place of birth, date the birth record was filed, and seal or other certification of the official custodian of such records.
  • Applicants born in California or Texas MUST submit a Long-Form Birth Certificate; short forms or abstract birth certificates are UNACCEPTABLE.
  • All official copies of documents are returned with the new passports.
  • Step 1 to obtain official copies: call the Town/City Hall directly
    • The first step you should take is to contact the Town or City hall in the place where the birth or marriage took place to find out where these records are stored.
    • Be sure to note in your request that you need an official copy with the government seal as you are applying for a passport.
    • If you are nearby, you may be able to go to pick up a certified copy immediately.
    • Some cities/towns allow you to request a certified copy by mail or express carrier (FedEx, etc.) over the phone with payment via major credit card.
    • Some cities/towns require that your request for official documents be in writing.
    • Be sure to ask "How long will it take to receive the document?"
  • Step 2 to obtain official copies: contact VitalChek
    • If you cannot obtain the required document in a timely manner by contacting the town or city directly, you should try expediting your request through VitalChek.
    • VitalChek.has established relationships with most vital record offices in the US and can often procure official documents faster than you can on your own.
    • VitalChek.has a voice and fax network setup to help people get a certified copy of a birth certificate, death certificate, marriage certificate and other vital records.
    • VitalChek.provides the information on how to obtain vital records from VitalChek's listing of participating vital records agencies.
  • What to do if there is no Birth Record or Certificate on file
    IF NO BIRTH RECORD EXISTS, submit registrar's notice to that effect (Letter of No Record).
    Also submit as many as possible of the following: an early baptismal or circumcision certificate, hospital birth record, early census, school, or family Bible records, newspaper or insurance files, or notarized affidavits of persons having knowledge of your birth. Evidence should include your given name and surname, date and place of birth, and seal or other certification of office (if customary) and signature of issuing official.