Washington (WA) Vital Records

Ordering In-Person or By Mail

Submitting your application in person may be possible if you live within a reasonable travel distance of the health department that issued the original certificate. You must confirm that the office is open for walk-ins, can issue the record you need, and be prepared for long queues. Marriage certificates can be difficult to obtain in person, as they are often only available from the office that filed the original record.

If the local office for vital records is closed or unable to provide the record you need, you can order it through mail or online, eliminating potential inconveniences while applying in person. Ordering by mail is ideal for those living out of state. However, online requests are commonly the most convenient for both out-of-state residents and those living abroad. The steps for applying in person or by mail are similar.

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 if necessary (only required for non-authorized third parties), and
• presenting everything to a local health department during regular business hours

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

• purchasing an envelope,
• including a physical check or money order, and,
• issuing it to the Washington DOH-CHS (or the correct local address.)

When replacing a birth, death, or marriage certificate for yourself or a family member, remember that each certificate type has unique requirements and eligibility criteria. VRO simplifies the ordering process and helps you avoid common errors to obtain your records as quickly as possible.

❗️ 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 prefer mailing your application and documents manually, it is recommended to purchase mail tracking to confirm their arrival at the correct office.

Requirements

It’s essential to clearly understand the conditions and requirements of your vital record application before collecting the necessary documents.

Proof of Identity for Verifying Authorization: 

The Washington DOH-CHS requires all applicants to prove their identity when requesting certified vital record certificates. Accepted forms of ID can be a driver’s license, a state-issued photo ID, a passport, or any other primary ID listed in the table below for the type of certificate you need.

The Washington DOH-CHS will accept primary IDs that have expired less than 60 days prior to the application submission. If your ID has expired more than 60 days ago or you don’t have it, you must submit two secondary forms of identification. Refer to the table below for accepted secondary IDs for each certificate type.

What Documents Are Required to Order Vital Records in Washington?

The Washington DOH-CHS defines specific eligibility conditions and requirements for obtaining certified birth, death, and marriage certificates. Be sure to check the required documents and eligibility details for your personal circumstances. If you are not an authorized third party, a notary is required.

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

❗️ If you are ineligible to receive a certified copy of a birth or death certificate, you can request an informational copy as long as you can provide the required information.

Who is Authorized to Order

Who can request vital records in Washington?

The person on record can request certified copies of their vital records with proof of identity. When requesting on behalf of someone else, check the eligibility requirements for each type of certificate to ensure that you’re authorized. Generally, the Washington DOH-CHS allows third-party requests as long as the requester has some form of familial or legal relationship to the person on record and can provide proof. Refer to the table below for which third-party applicants are authorized to request birth and death certificate replacements. Marriage records are unrestricted, so anyone who can provide the required information can request them.

If you don’t qualify as an eligible individual, it’s still possible to obtain the certificate by having an eligible applicant, such as the individual on record or their parent, fill out and sign the Authorization Representative Form before a notary.

✔︎ 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.

❗️ Third-party requests for Washington birth certificates must have a notarized letter of consent to release information from the certificate holder or legal guardian.

Notarized Sworn Statement

Do I need a notary with my application?

The Washington DOH-CHS does not require notarized statements for applicants requesting a certified copy of their birth certificate.

Third-party applicants requesting birth or death certificates do not need to get notarizations, provided that their relationship to the individual on record qualifies them as eligible applicants (family, representatives, and those with legal interests may access records.) The same notarization requirements apply regardless of whether the request is ordered online, by mail, or in person.

If you are a third-party applicant and your relationship with the record holder does not automatically qualify you as an eligible applicant, you can still apply with a notarized Authorized Representative Form, which must be signed before a notary by both yourself and the record holder or an eligible applicant. In this case, an online notary is included with your order when applying through VRO. If you opt for a local public notary, remember to bring your ID.

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

• When a third party requests a certified copy of a Washington birth or death certificate (if the third party is not an authorized applicant, such as an immediate family member).
• When making certain amendments to a vital record.

See other FAQs below to learn more about obtaining a notarized statement when amending a vital record. For additional information regarding the unique circumstances that may require a notary with your application, you can visit the DOH-CHS website at https://doh.wa.gov/licenses-permits-and-certificates/vital-records.

✔︎ 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 Washington vital records.

Costs and Fees

The total cost of obtaining your vital record replacements will depend on the DOH-CHS’s fees, your preferred order method, and whether or not you need a notary. The DOH-CHS charges a fee of $25.00 per copy, regardless of which type of certificate you need. VRO’s online Application Assistant for ordering birth, marriage, divorce, or death records online starts at $29.

❗️ The DOH-CHS’s $25 fee is nonrefundable, even if no record is found and a certificate cannot be issued.

✔︎ 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 Washington?

Processing and delivery times for obtaining vital record certificates can vary. The current waiting times are shown in the table below. However, these time-frames can fluctuate depending on the volume of backlogged orders DOH-CHS receives.

The method you choose to submit your application will also affect how long it takes to receive your records. Ordering through VRO streamlines the application process and offers expedited options for faster processing and online notarizations (if required) as an extra step during checkout. Otherwise, you must account for additional time to obtain a notary from a local entity.

✔︎ All orders through VRO include an online notarization service that can be performed virtually during checkout.

❗️ The processing and replacement duration of birth, death, or marriage certificates by DOH-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 WA Vital Record?

Once you submit your application through VRO, you can check the order status to monitor your application’s progress. You can also track your application packet to the Washington DOH-CHS using the first-class prepaid mail postage included with your order.

If you manually mail the application packet to the health department, it is recommended to purchase first-class mail tracking to confirm its successful delivery. The Washington DOH-CHS ships all vital record certificates securely using USPS first-class mail but is not liable for any lost or misdirected certificates. If your birth certificate is lost, file a report immediately.

Be sure to review your application carefully to avoid any typos or errors. A small mistake could lead to the exposure of your personal information if sent to the wrong address.

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