Requesting Vital Records

When requesting vital records, provide the most detailed information you can. It helps the person looking for the records and ensures that you’ll get what you’re looking for. Include all names that may have been used, including nicknames and alternate spellings. List dates as completely and accurately as possible. If you don’t know the exact date, specify the years you want searched and be prepared to pay for searches that span several years.

Provide the following information about the person whose record you are requesting when writing for birth or death records:
    1. Full name
    2. Gender
    3. Parents’ names, including maiden name of mother
    4. Month, day, and year of birth or death
    5. Place of birth or death (city or town, county, state, and name of hospital if known)

Provide the following information when writing for marriage records:
    1. Full names of bride and groom
    2. Month, day, and year of marriage
    3. Place of marriage (city or town, county, and state)

Provide the following information when writing for divorce records:
    1. Full names of husband and wife
    2. Date of divorce or annulment
    3. Place of divorce or annulment
    4. Type of final decree

Provide the following information when writing for all vital records:
    1. Purpose for which copy is needed
    2. Relationship to persons whose record you are requesting

Follow these tips when making written requests for copies of documents:

  • Make your letter to the point. Do not include more than two requests in one letter. Do not include confusing details about your family lines.
  • Unless you already know the cost of a document, do not include a check with your letter. Request a statement of charges for copies of the records you need. You can then send a check in that amount in a second letter.
  • Always include a self-addressed, stamped envelope (SASE). Include your signature on the request.
    • Use the following form to request birth records if you know the exact cost of the document you are requesting. Using this form as a template, create forms for requesting death certificates and marriage and divorce records.

    I am conducting genealogical research and would like to request the following birth certificate:

    Last name on birth certificate_____________________________________________

    First name                                                       |  Female/Male_____

    Date of birth: Month                  |  Day_____ |  Year_____

    Place of birth: street address (if at home) or name of hospital:

    ______________________________________________________________________

    City___________________ |  County___________________ |  State_____

    Father’s full name, if known_________________________________________________

    Mother’s full maiden name, if known__________________________________________

    My relationship to person named above________________________________________

    Purpose for which this record will be used______________________________________

    Number of copies requested______

    My name_______________________________________________________________

    Signature_______________________________________________________________

    My mailing address_______________________________________________________

    City                             |  State____ |  Zip code____________
     

    Please use the enclosed self-addressed, stamped envelope to send me a copy of this birth certificate. I have enclosed a check for $________ to cover the cost of the search and copy. Thank you for your assistance in my research.