North Carolina (NC) Vital Records

Ordering In-Person or By Mail

Applying in person is ideal for those who reside within travel distance of the state health department office that issues certified copies of the original vital records. Note that visiting the office is by appointment only. It is also advisable to confirm if the office is open to the public for walk-ins, as there may be long queues.

Ordering via mail can be a reliable option if the local vital records office is closed or for those living out of state. Additionally, residents living abroad can rely on mail or choose to order online, which is often the most convenient method. The requirements for applying for vital records in person or by mail are similar, with only a few additional steps.

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, if necessary (required at the state office, may vary by county office)
• presenting everything to the health department during an appointment or regular business hours.

Additionally, when ordering by mail, you will need to complete the following tasks: 

• purchasing an envelope,
• including a physical check or money order,
• obtaining a notarized sworn statement if required (only required as additional documentation for certain third-party applicants.), and,
• issuing it to the North Carolina NCDHHS-NCOVR.

It’s important to note that each type of certificate has specific requirements for who is eligible to request a certified replacement. However, Vital Records Online can make the process easier and less prone to errors, leading to faster processing times.

❗️ 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.

❗️ Before receiving approval, confirm if you must also have your documents and application notarized with a sworn statement for identity verification. A notarized statement is only required as additional documentation for certain third-party applicants.

❗️ 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

Understanding the conditions and requirements is crucial before gathering the documents for your vital record application. It is of utmost importance to ensure that you clearly understand what is needed to proceed with your application successfully.

Proof of Identity for Verifying Authorization: 

The NCDHHS-NCOVR requires all applicants to provide proof of identity when applying for a certified vital record replacement. Most records can be obtained with a driver’s license or a state-issued photo ID. However, if you do not have a valid form of identification, you must submit two secondary forms of identification. A notarized statement may also be required as additional documentation for certain third-party applicants.

What Documents Are Required to Order Vital Records in North Carolina?

The NCDHHS-NCOVR defines specific conditions for each type of certificate and personal circumstance. Review the table below for acceptable forms of identification and the required information for birth, death, and marriage certificates.

❗️ Without proper ID and a fully completed application, your request will be returned, causing considerable delays in processing your order.

Who is Authorized to Order

Who can request vital records in North Carolina?

Authorized individuals can request certified copies of their own vital records in North Carolina. They are required to provide proof of identity when making the request. If someone is requesting a birth, death, or marriage certificate on behalf of another person, it is important to ensure eligibility by reviewing who is authorized to request the specific type of certificate needed. The eligibility of third parties varies depending on the type of certificate. Relatives of the individual on record or legal representatives may lawfully request a copy of a vital record, but they must provide additional documentation unless they are a parent listed on the certificate.

Confirm the eligibility requirements for each birth, death, and marriage certificate in the table below to ensure you are authorized to request a vital record on behalf of someone else.

✔︎ 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.

Notarized Sworn Statement

Do I need a notary with my application?

The NCDHHS-NCOVR does not require applicants to obtain notarized statements when requesting certified copies of their birth or marriage certificates, regardless of whether the request is ordered online, by mail, by telephone, or in person. However, a notarized statement may be necessary when certain third parties request a vital record. Only those with a “direct, tangible interest,” such as family members or legal representatives, may obtain certified death certificates. In some cases, a notarized sworn statement is required. An online notary is included with your order when ordering through Vital Records Online.

❗️ A notarized sworn statement may be required to prove your relationship to the person named on the certificate or your legal need for the certificate.

You can find more information about unique circumstances that may require one on the NCDHHS-NCOVR website at https://vitalrecords.nc.gov/. If you decide to use a local public notary, you must bring your ID to create the document. Notaries are generally required for apostilles, corrections, or amendments to vital records. You can find more information about these conditions in other FAQs below.

✔︎ A notary is generally not required to obtain authorized copies of North Carolina 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 (if required). Otherwise, you must bring your ID when creating this document using a local public notary.

Costs and Fees

The cost of obtaining vital record replacements varies depending on the type of certificate you need. When you order birth, marriage, divorce, or death records through Vital Records Online, the online Application Assistant starts at $29. The NCDHHS-NCOVR charges a base fee of $24.00 for a certified copy of birth, death, and marriage records. In-person requests have an additional fee of $15.00, mail-in requests cost $6.00, and online or phone orders cost $13.95. If you need additional copies of birth, death, or marriage certificates, there is a $15.00 fee for each extra copy when ordered simultaneously.

❗️ If no record is found or no copy is made, state law requires that the NCDHHS keeps $24.00 for a search fee. The processing fee for online orders is also non-refundable. If no record is found, a letter of no record found will be sent to you.

✔︎ 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 North Carolina?

The time it takes to process and deliver North Carolina birth, death, or marriage certificates can vary depending on several factors. The method you choose when submitting your application and documents can impact the total amount of time until you receive your vital record in the mail.

Ordering through Vital Records Online simplifies the process by providing options to expedite your order for quicker processing. However, please note that these times may change depending on the volume of requests received by the NCDHHS-NCOVR. If a notary is required, you can choose to include the notarization online during the checkout process on Vital Records Online or allocate additional time to obtain a notary locally.

✔︎ 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 the NCDHHS-NCOVR may increase based on a high volume backlog of orders.

❗️ We also advise allowing 2-3 additional days in your application process if you prefer obtaining a notary from a local entity (if required).

❗️ A simple error, typo, or missing document can cause wait times to double, repeat shipping costs, or expose personal information.

How to Track My NC Vital Record?

After you submit your application through Vital Records Online, you can monitor the order and processing status in the support area.

If you choose to mail your application packet manually, it is recommended to purchase first-class mail tracking to ensure that your application arrives successfully. The NCDHHS-NCOVR ships all vital records via USPS first-class mail to your home for protection, but they do not assume responsibility for any misdirected or lost certificates. In the event of a lost birth certificate, it is crucial to file a report promptly. Please exercise caution and ensure the accuracy of the recipient’s address to prevent the exposure of personal information due to a simple error or typo.

❓ Find more frequently asked questions below the North Carolina counties office locations directory.