Oregon (OR) Vital Records

Ordering In-Person or By Mail

If you live near the state health department, you may be able to apply for certified copies of vital records in person. Before traveling, please confirm that the office is open for walk-ins and be aware that there may be long queues upon arrival.

The steps for applying for vital records are similar, whether in person or by mail. If the vital records office in your area is closed, it’s best to order certificates for birth, death, or marriage by mail or online. Ordering online is often the most convenient way, especially if you live out of state or abroad, and helps avoid the potential difficulties that may arise when applying in person.

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, and;
• presenting everything to the health department during your appointment

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

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

VRO streamlines the application process by reducing mistakes and faster processing time for certified replacement requests since each certificate type has unique requirements.

❗️ 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.

❗️ 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

Before collecting documents for your vital record application, it is crucial to understand the conditions and requirements.

Proof of Identity for Verifying Authorization: 

The OHA-CHS mandates all applicants to prove their identity before processing their request. For certified birth certificate replacements, you must provide a valid government-issued ID (such as a driver’s license or passport) or three secondary forms of identity accepted by the OHA-CHS to verify your identity.

If you don’t possess a valid ID or it has expired, you must provide three secondary forms of identification as an alternative. If you are a non-eligible third party, you must obtain a notary attest to your authorization to request the record.

What Documents Are Required to Order Vital Records in Oregon?

OHA-CHS specifies unique conditions for each certificate type and personal situation. Review the eligibility criteria and requirements for obtaining Oregon birth, death, and marriage certificates in the table below.

❗️ 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 Oregon?

The person on record must provide proof of identity with the application when requesting certified copies of vital records. Before ordering a certificate on behalf of someone else, it’s essential to review the eligibility requirements for each type of certificate as they vary for third parties. A third party, such as family members or a legal representative of the individual on record, can only legally request a copy of a vital record permitted by the Oregon OHA-CHS.

Generally, The OHA-CHS allows third parties to make lawful requests for vital records, provided they have a familial or legal relationship with the individual on record, which they must provide proof of ID for the person on record and the third party placing the request. You may be asked for additional documentation proving your eligibility as a third-party applicant. If you are not eligible, you may still obtain a certificate with the Vital Records Authorization Form.

✔︎ 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.

❗️Non-authorized third-party requests for Oregon birth certificates must have a notarized letter of consent to release information from the certificate holder or an eligible individual.

Notarized Sworn Statement

Do I need a notary with my application?

It is not mandatory for applicants to get notarized statements while requesting certified copies of their birth or marriage certificates from OHA-CHS. However, if a third-party representative who is not an eligible applicant requests a vital record, a notarized statement may be necessary. The same terms apply to death certificates requested by eligible applicants, including immediate family members of the individual on record, regardless of the method of applying.

A notarized sworn statement is necessary when the applicant does not have a “direct, tangible interest” in a death certificate, such as legal representatives. When ordering through VRO, a notary can be conducted online during your order.

❗️ A Notarized sworn statement may be required under the following circumstances:

• When a third party is requesting a certified copy of an Oregon birth certificate (if the third party is not the registrant’s current spouse or domestic partner who is registered by the state, child, parent, current step-parent until the child is age 18, siblings, grandparent, grandchild, legal guardian, legal representative, an authorized representative, or a government agency acting in the conduct of its official duties).
• When a non-authorized third party requests a birth, death, or marriage certificate.
• When amending a vital record.

You can find more information on unique circumstances that require a notary at the OHA-CHS website: https://www.oregon.gov/oha/ph/birthdeathcertificates/pages/index.aspx. If you decide to use a local public notary, you must bring your ID to create the document. There are certain conditions where notaries are necessary for corrections and amendments to vital records.

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

❗️A Notarized sworn statement may be required when a third party who is not an authorized individual is requesting a birth or death certificate.

Costs and Fees

The cost of obtaining a replacement for vital records depends on the type of certificate, application method, and notary requirements. When ordering vital records through VRO, the starting cost of the online Application Assistant is $29. The OHA-CHS charges $25.00 for each certified copy of a birth record, a certified marriage certificate copy, and a death certificate copy.

✔︎ 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 Oregon?

Processing and replacement times for birth, death, or marriage certificates vary depending on several factors. The current processing and delivery times are stated in the table below. The method you choose to submit your application and documents can also affect the total amount of time until you receive your vital record in the mail.

Ordering through VRO makes generating the documents and application packet submission streamlined with expedited orders. Please note that processing times may change depending on the volume of backlogged orders received by the OHA-CHS.

If a notary is required, you can include the notarization online during the checkout when processing your order with VRO—otherwise, account for additional time to obtain a notary from a local entity.

✔︎ 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 OHA-CHS may increase based on a high volume backlog of orders.

❗️ We also advise allowing 2-3 additional days in your application process to ensure you obtain a notary (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 OR Vital Record?

Once you have submitted your application through VRO, you can monitor the processing and order status and track your application packet to the OHA-CHS using the prepaid mail postage that comes with your order.

If you mail your application packet to the Vital Records Health Department manually, it is recommended to purchase first-class mail tracking to ensure that the application arrives successfully.

The OHA-CHS ships all vital records to your home via USPS first-class mail for protection; however, they are not responsible for misdirected or lost certificates. Before submitting your application, double-check all information to avoid errors and typos that may result in sending your vital record to an incorrect address. If your vital record is delivered to the wrong address, it is important to report it immediately.

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