How to order a certificate at an American vital records office
Ordering an American certificate is, above all, an exercise in administrative geography: the form, the fee, the access rule and even the counter (state or county) change when you cross a line. The well-made order starts by identifying the exact jurisdiction — and ends with an envelope containing exactly what that state asks.
State or county?
Most states issue through the state vital records office AND through the county clerks/recorders of the county of the event — with different fees and timelines. The county is usually faster (and sometimes cheaper) for local records; the state covers everything. Special cases: New York (the city has its own system, separate from the state), and old records that already migrated to the state archives.
The right envelope
The classic postal order contains:
- THE state's form (downloaded from the official site — each has its own).
- A copy of your photo ID — and, in restrictive states, proof of the connection to the holder.
- The notarised sworn statement, when required (California is the famous example for certified copies).
- Payment in the accepted format: a money order or American check in many states — cards only on the online channels.
- A pre-addressed return envelope, when asked.
Notarisation from Brazil
The sworn statement needs notarisation — and from Brazil that means: a local notary + apostille (expensive and slow), the American consulate (scarce slots), or online notarisation services (RON — remote online notarization), accepted by several states and done by video in minutes. Check whether YOUR state accepts RON for this purpose: when it does, it is the remote order's unlock.
Online, whenever it exists
The state's online channel (or VitalChek) waives the envelope ritual: ID upload, electronic identity verification, international card. Not every state offers it for every record — but when it does, it is the difference between weeks and days. The order of attempts: state portal → VitalChek → postal envelope.
Frequently asked questions
A money order from Brazil: how?+
You can't, in practice — money orders are domestic. From abroad: the online channel with a card, or someone in the USA who issues and sends the envelope. It is the classic bottleneck of the American postal order.
Does the county issue the same as the state?+
The county's certified copy is equally valid — and for the apostille all that matters is that it is certified. Confirm with the Secretary of State that the county official's signature is directly apostillable (as a rule, yes; some flows ask for exemplified copies — ask first).
Informative content about request procedures. We do not cover citizenship or visa eligibility. Rules and amounts may change; always confirm before acting.