Hawaii Vital Records

History of Vital Records in Hawaii

Hawaii, “the Aloha State,” entered the union as the 50th state on August 21st, 1959. Hawaii is home to 1.4 million people.

The Hawaii Department of Health(HDOH) is headquartered in Honolulu CDP, Honolulu County, on the island of Oʻahu. The mission of the Department of Health is to protect and improve the health and environment of all people in Hawaii. The Office of Health Status Monitoring is responsible for registering, preserving, amending, and certifying all vital events.

Hawaii’s vital records are made public after 75 years. The state’s eligibility requirements are like most states. When ordering a certified copy of a birth, death, or marriage certificate, the requestor must be named on the record or be a parent, guardian, spouse, descendant, common ancestor, or a person or agency acting on behalf of the registrant.

If you are working on an ancestry project, the Vital Records Office can help you access the many available public archives. Find out what information they contain, where to obtain them, and how they are used.

Where to Get Hawaii Vital Records

Each county is responsible for certifying and issuing vital records of events that occur within its jurisdiction. If you need a replacement, you can use the directory of vital record-issuing agencies in each Hawaiian county. This list provides locations, contact information, and online applications for acquiring copies of birth, death, and marriage certificates.

Ordering Hawaii Vital Records Online

Ordering Hawaii Vital Records online is quick and effortless and involves 2 simple steps:

1. Complete the online application and 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.)

Authorized individuals can apply for Hawaii birth, death, or marriage certificates online. Be sure you possess the required documents before starting the process, as you will need to upload copies of these documents during the secure online application process.

Vital Records Online streamlines the process of collecting and generating the necessary documents and provides clear guidance on how and where to submit these documents. The application can be accessed from any device with an internet connection, allowing you to complete the entire request in as little as five minutes. Vital Records Online’s service also helps ensure your application is not rejected due to common errors or missing documents.

✔︎ First-Class mail tracking is included with every online application.

✔︎ 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, printing, and providing an online notary for your application and documents. Learn more about how the online ordering and premium handling process works.

Ordering Hawaii Vital Records In Person or By Mail

Applying in person is feasible for applicants who reside within travel distance of the Hawaii State Department of Health. However, you may face long queues at the local office. Those who cannot travel to the state health department or prefer to bypass these inconveniences can submit their applications via mail or online.

Whether you are requesting records by mail or in person, the basic requirements are similar, with a few additional steps when ordering by mail:

• gathering your documents,
• getting photocopies of your documents,
• completing the correct form, and,
• presenting everything to the health department during regular business hours.

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

• purchasing an envelope,
• including a physical check or money order,
• obtaining a notarized sworn statement (if required), and,
• issuing it to the DOH-OHSM.

Be sure to carefully check the required criteria for each document before mailing it to avoid errors or incomplete information that could cause your application to be denied.

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

❗️ If you choose to mail your application and documents, we recommend purchasing mail tracking to confirm their arrival at the correct office.

Requirements

Understanding the conditions and requirements is essential before gathering the required documents for your vital records application.

Proof of Identity for Verifying Authorization

As outlined in the table below, certain documents and information are required when ordering certified copies of vital records in Hawaii.

All applicants must provide proof of their identity, as mandated by the Hawaii State Department of Health – Office of Health Status Monitoring (DOH-OHSM). The only accepted form of identification is a valid, government-issued photo ID such as a passport or driver’s license.

What Documents Are Required to Order Vital Records in Hawaii?

The DOH-OHSM defines specific criteria for each type of certificate and unique scenario. Be sure to review the eligibility conditions and requirements for obtaining replacements for birth, death, and marriage certificates in Hawaii.

State ID Requirements

What Information is Required to Apply for Vital Records in Hawaii?

When applying for a vital record in Hawaii, 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 Hawaii?

The person on record can request a certified copy of their vital records. The record holder is required to provide proof of identity with the application.

To request a vital record for someone else, you must first check the eligibility requirements for each birth, death, or marriage certificate to ensure you are authorized to submit an application on their behalf. A third party can legally order a certified copy of a vital record declared by the DOH-OHSM, but they must have a “direct and tangible interest” in the record. A complete list of eligible third parties can be found on the OHSM’s website.

✔︎ 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 for that person.

Notarized Statement

Do I need a notary with my application?

The DOH-OHSM generally does not require applicants to obtain a notarized sworn statement with their application to prove their identity when requesting certified copies of birth, death, or marriage certificates. Whether ordering in person, online, or by mail, you only need to provide a government-issued ID to verify your identity.

❗️A notary is generally not required to obtain authorized copies of Hawaii vital records. A photocopy of your ID is sufficient to verify your identity.

Costs and Fees

The cost of requesting your vital record replacements depends on several factors, including the DOH-OHSM’s fees for each type of certificate and the method you choose to submit your application.

When requesting birth, marriage, divorce, or death records via Vital Records Online, the filing service fee starts at $29. The DOH-OHSM charges a $12.50 fee for each certified copy of a birth, death, and marriage certificate and $4.00 for each additional copy.

✔︎ Additional copies can be requested during the same order at reduced prices 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 Hawaii?

Processing times for birth, death, or marriage certificate replacements vary depending on external factors. The table below lists the current processing and delivery times for each certified vital record replacement. Please note that these times may change depending on the volume of requests received by the DOH-OHSM and the method of application submission.

❗️ A simple error, typo, or missing document can cause prolonged wait times, extra shipping costs, or exposure of personal information.

Other Frequently Asked Questions

Apostille

An Apostille is typically required when filing a vital record with a foreign government. Apostilles are issued by The Office of the Lieutenant Governor for vital records initially filed with the DOH-OHSM Vital Records Issuance Section. They can be requested for birth, death, and marriage certificates.

How can I get an apostille for a vital record?

Apostilles for Delaware vital records can be obtained online through Vital Records Online or through the Hawaii DOH-OHSM.

Vital Records Online provides apostille services for all 50 US states, is recognized by governments and organizations, and is legally valid in over 100 countries. Vital Records Online provides apostille services for Birth, Death, Marriage, and Divorce Certificates, with professional support. The cost for the apostille service starts at $149 (plus government fees) and can be completed entirely online in three steps.

1. Complete the Apostille Express online application.
2. Submit the required documents for approval.
3. Receive your apostille document.

In many cases, we will not need to receive a physical copy of your documents, so you may be able to complete the process 100% online. Once your apostille document is ready, we will mail it to you via FedEx or DHL. Regardless of whether you live in the U.S. or abroad—we use recognized shipping companies to deliver your documents anywhere in the world.

You can request an apostille for your vital record while ordering your new certificate from the DOH-OHSM.

If you are manually sending your certificates, you will need to submit the following items:

1. The DOH’s request form for the certificate you are requesting (birth, death, or marriage). For “Reason for Request,” you must write “apostille” and the country you will be submitting your certificate to.
2. A completed “Lt. Governor’s Apostille or Document Certification Form.”
3. A  money order or cashier’s check of $1, payable to the “Lt. Governor’s Office.”
4. An additional money order or cashier’s check for fees relevant to birth, marriage, or death record requests, payable to the “Hawaii Department of Health.”
5. A photocopy of your valid, government-issued photo ID.
6. A pre-paid, self-addressed stamped envelope.

All requests for vital record apostilles are submitted to the DOH-OHSM Vital Records Issuance Section at the following address:

State Department of Health,
Office of Health Status Monitoring,
Vital Records Issuance Section,
PO Box 3378,
Honolulu, Hawaii 96801

You can reach the office at (808) 586-4539 or online at https://health.hawaii.gov/vitalrecords/apostilles/.

Corrections and Amendments

DOH-OHSM has compiled a list of frequent circumstances that require an amendment to a person’s birth or marriage certificate.

The Hawaii State Department of Health – Office of Health Status Monitoring (DOH-OHSM) provides a simple procedure for when an individual must correct or amend a birth certificate, marriage certificate, or a family member’s death certificate. The forms required depend on the information that needs to be amended. When a vital record is changed, an amendment is necessary. Supplemental changes become addendums to the original vital record; however, it is impossible to alter the original document.

The requirements for requesting changes or amendments vary depending on which vital record needs to be amended and which changes need to be made.

Generally, to correct or amend a vital record, you will need:

1. A completed amendment application
2. Supporting documentation (this may include a court order or notarized statement)
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?

Hawaii’s vital records, including birth, marriage, death, and divorce records, are made public after 75 years. Although finding free public records can be difficult, many vital records in Hawaii are freely and readily available to the public. You can browse Hawaii’s vital record archives to find the necessary information, but thoroughly reviewing these records may require a significant time investment.

Are Hawaii Vital Records Open to the Public?

In Hawaii, the majority of state records are publicly accessible. However, access depends on the record type and the year the birth, death, or marriage occurred.

Various third-party websites can assist you in researching specific types of vital records. Geographical constraints are not limited on these platforms and can serve as excellent reference points for record research. However, the information on these sites may not always align with official government records. To find a record on a third-party website, the requester must provide the following:

• 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 they are not a minor.

Hawaii residents have the right under the Uniform Information Practices Act (UIPA) to inspect or obtain copies of public vital records.

How Can I Verify That My HI Vital Records Are Official?

Every state, county, and municipality maintains unique vital records. Depending on the issuing authority of your birth, death, or marriage certificate, you can verify the appearance of your certificate to confirm you possess the official certified copy. Vital records labeled “Informational, Not a Valid Document to Establish Identity” or words to that effect, distinguished by a stamp or large print, are informational copies, not official documents.

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

Authorized Copy: 

Authorized Copies of vital records are official documents issued by the relevant authority, such as the Department of Health or Office of Vital Records. These certified copies can be used for legal purposes such as establishing identity, applying for passports, registering for school, or settling estates. They typically bear a raised or colored impressed seal to denote their authenticity. Only specific individuals, such as the person named on the record, immediate family members, or their legal representatives, are eligible to request authorized copies.

Authorized vital records are recognized as legal documents exclusively issued to individuals with a direct and tangible interest in the record. Unlike informational copies that cannot validate identity, these copies serve as official identification.

Informational Copy: 

In contrast, informational copies are not considered legal documents and cannot be used to establish identity or for other official purposes. They are typically marked with a phrase similar to “Informational, Not a Valid Document to Establish Identity.” These copies are primarily used for personal records or genealogy research. They are available to anyone who wishes to obtain them and does not have the same access restrictions as authorized copies.

For an informational copy, a Sworn Statement isn’t necessary. You can acquire public vital records without any additional paperwork. Thanks to the Uniform Information Practices Act (UIPA), it’s your legal right to inspect or get copies of public records.

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