South Dakota (SD) Vital Records

Ordering In-Person or By Mail

Applying for vital records in person is reasonable if you live close to the state health department office that issues certified copies of the original documents. Confirm if the office is open for walk-ins and be prepared for long queues.

Applying via mail or online is an efficient approach to avoid difficulties when applying in person, if the local vital records office is closed, or if you want to avoid long queues. Mail is a suitable option for those living out of state, while online ordering is also convenient for residents living out of state or abroad. The steps are generally the same whether you apply for vital records in person or by mail.

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,
• obtaining a notarized sworn statement (only required under certain circumstances);
• presenting everything to the health department or Register of Deeds during regular business hours (if open to the public).

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

• purchasing an envelope,
• including a physical check or money order,
• issuing it to the SD-DOH – Vital Records Office.

Learn more about our services for replacing birth, death, or marriage certificates for you or a family member. VRO simplifies the process, reducing mistakes and handling documentation and shipping, leading to quicker processing time.

❗️ 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.

❗️ 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

It’s important to understand the conditions and requirements of the vital record application process before gathering the documents you need.

Proof of Identity for Verifying Authorization

You must provide proper identification to obtain a record from the SD-DOH Vital Records Office. A driver’s license or state-issued photo ID is usually sufficient. The table below lists the information, documents, and IDs required to obtain certified copies of South Dakota’s vital records. You can check other acceptable IDs for each certificate type in the same table.

If you do not possess a valid form of identification, you may submit two secondary forms of identification. Please note that if your ID is expired, it will not be accepted, so you must provide two secondary forms of identification.

Depending on the circumstance, two separate sections of the application can be notarized. If you are a third party who is not authorized, then an authorized individual must complete and sign the “designated agent” section of the application in front of a public notary. If you don’t have a copy of your ID when applying by mail, you must sign your application in front of a notary to verify your identity.

❗️ 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 South Dakota?

As the individual on record, you can request a certified copy of your own vital records with proof of identity.

If you need to request a vital record on behalf of someone else, confirm that you are eligible for each birth, death, and marriage certificate. The SD-DOH – Vital Records Office defines which third-party individuals are eligible to request certificates, including certain family members, attorneys, and funeral directors. You may be required to provide additional documentation proving your eligibility as a third-party applicant.

If your relationship with the individual on record does not qualify you as an eligible individual, it may still be possible to obtain the certificate. You must have the record holder or an authorized individual (such as a parent or spouse of the record holder) complete and sign the “designated agents” section of the application form in front of a public notary.

❗️ Third-party requests for South Dakota vital record certificates that are not authorized agents, such as immediate family members or attorneys, must complete the designated agent section of the application, which must be notarized and signed by the record holder or another eligible individual.

✔︎ All requests ordered through VRO include an online notarization service if necessary, which can be added as an extra step during checkout.

Notarized Sworn Statement

Do I need a notary with my application?

You do not need a notarized statement when requesting your own birth or marriage certificate or your immediate family member’s birth, death, or marriage certificate, regardless of how the request is made. However, a notarized statement may be necessary if a third-party representative requests a vital record. A notarized application can also be used as proof of identity when ordering by mail if the applicant is unable to provide a photocopy of a valid ID.

Only those with a “direct, tangible interest,” such as family members or legal representatives, may obtain certified vital record certificates. In some cases, a notarized sworn statement is required. Any third party whom the SD DOH does not designate as an eligible applicant must have a signed and notarized statement of authorization from the record holder or an eligible individual as defined in the “designated agents” section of the application form.

When ordering through VRO, an online notary is included with your order; otherwise, you must bring your ID to create the document if you decide to use a local public notary.

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

• When a third party is requesting a certified copy of a South Dakota birth, death, or marriage certificate (if the third party is not an authorized family member (see list above) or an attorney, physician, or funeral director with supporting documentation.
• When submitting an application online or by mail without a copy of a valid, government-issued ID.
• When requesting a South Dakota birth or death certificate as a genealogist or Power of Attorney.

Notaries may also be necessary for apostilles, corrections, or amendments to vital records under certain conditions. You can find more information regarding these conditions in other FAQs below. Visit the SD-DOH – Vital Records Office website for more details.

✔︎ VRO 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 is not required when requesting informational copies of South Dakota vital records as long as the applicant can provide an accepted form of ID.

Costs and Fees

The total cost for obtaining certified copies of your vital records will depend on the SD-DOH – Vital Records Office’s fees for each type of certificate, how you submit your application, and whether a notary is needed.

When you order birth, marriage, divorce, or death records through VRO, the online Application Assistant fee starts at $29. The SD-DOH – Vital Records Office charges a fee of $15.00 for each certified copy of a birth, death, marriage, or divorce certificate.

❗️ If no record is located, the $15.00 fee is non-refundable, and you will be issued a “Notification of Records Searched.”

✔︎ 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 South Dakota?

Processing times for requesting birth, death, or marriage certificates can vary. Refer to the table below for current processing and delivery times. Be mindful that the method you choose to submit your application can affect the total time to receive your vital record in the mail.

VRO can reduce the total time to receive your vital record by simplifying the process of gathering documents, submitting your application packet, and expediting service.

Please note that the processing times are subject to change based on the volume of requests received by the SD-DOH – Vital Records Office.

If you need a notary for your order, a notarization is available during the checkout process with VRO. Otherwise, account for extra time to obtain a notary from a local entity.

✔︎ All orders with VRO include an online notarization to reduce processing time.

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

❗️ The processing and replacement duration of birth, death, or marriage certificates by the SD-DOH – Vital Records Office may increase based on a high volume backlog of orders.

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

How to Track My SD Vital Record?

Once you’ve submitted your application through VRO, you can monitor your application and order processing status. Prepaid mail postage is included with every order to track your application packet to the SD-DOH – Vital Records Office.

If you prefer to manually send your application packet to the vital records health department, be sure to purchase first-class mail tracking to confirm the successful delivery of your application. The SD-DOH – Vital Records Office ships all vital records via USPS first-class mail for added security. However, they are not liable for any misplaced or lost certificates. Be sure to review your application, as a simple error or typo could expose your personal information if sent to the wrong address. If your birth certificate is lost, it is urgent to report it immediately.

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