Common Vital Records Mistakes and How to Avoid Them

Applying for vital records can be stressful.

Maybe you need:

• a birth certificate for a passport
• a death certificate to settle an estate
• or a certified copy of another record...

You want the process to be fast, clear, and mistake-free when ordering your vital records.

State offices often reject thousands of applications each year because of common errors. These rejections slow down delivery time and often require full resubmission.

The following explains the most common errors people make when requesting birth, death, marriage certificates, etc.

We also show you how you can avoid them.

What are the most common mistakes when applying for vital records online? In person?

Missing or incomplete information

One blank field can delay approval.

Common missing items in an application include the following:

• Middle names
• Full parent names
• Mother's maiden name
• Date of birth
• Place of Birth
• or Applicant Signature

When you apply for a certified copy of your vital records, check every box and section before submitting.

Incorrect or mismatched names

Nicknames, spelling mistakes or name changes from marriage/divorce often create issues as well.

The name on your application must match the name on your identification and the record you are requesting.

Even one letter off can cause a rejection.

Not authorized to request the record

Most states limit access to:

• The person named on the record
• Close family members
• Legal representative

If you do not meet the eligibility rules, the office will deny the request.

Be sure to check your state's vital statistics policies before applying.

Invalid, expired, or blurry ID

Vital statistics offices often reject:

• Unclear ID photos
• Expired IDs
• IDs that do not match the applicant's name

Double-check that your ID image is sharp, readable, and not expired; make sure the photo of your ID follows best practices for quality.

Applying to the wrong state or office

People must request vital records from the state or county where the event happened.

For example, you must request a birth certificate from the state where the birth occurred.

Applying to the wrong place slows the whole application process down.

I

ncorrect payments

Many rejections happen because the payment is missing.

It can even be the wrong amount, or not sent in an accepted payment method.

• Some states accept credit cards
• Some accept a check or a money order
• And some require payments to be payable to the vital records department.

Before you pay, it's best to check the payment method/requirements on the application's state website.

Hard to read handwriting

If you're sending in an application in person and have messy handwriting that's unreadable, there will be delays.

This type of handwriting can also cause errors during processing.

If possible, use typed forms.

State Vital Records offers an online process where they guide you through the form. From there, you can fill out the information digitally, and they will send your application to the state's office for you.

If you must print by hand, write clearly in block letters to avoid confusion.

Not meeting state-specific requirements

To receive a certified copy of a vital record, states may require notarization. Notarization of a sworn statement is sometimes a part of the application process.

Some require extra supporting documentation or a court order for special cases.

If you miss a required item, you will receive a rejection and have to start all over again.

How to Avoid These Mistakes

Use this checklist before submitting your request to obtain your vital records.

• Verify all names, dates and places
• Confirm you have eligibility to request the vital record (family member, legal representative, or person named on certificate)
• Apply to the correct jurisdiction for the event you need
• Upload a valid, clear, readable ID
• Make payment with the correct amount and method, such as credit card, check, or money order
• Use typed forms whenever possible
• Review every state-specific rule, including supporting documentation or court order needs
• Keep copies of your full application and all receipts

How StateVitalRecords.org Can Help

State Vital Records help you avoid mistakes and complete your request with confidence before it's processed.

• Step-by-step state-specific instructions
• Clear guidance on eligibility and required documentation
• Payment options that align with state rules
• Support to verify details and reduce the risk of rejection

Begin by Selecting Your State where you need your vital record.

Here’s how it works:

• Go to StateVitalRecords.org to get your vital records online
• Select a state and begin your online order
• Fill out the form with the required information
• Upload a scan of your government-issued photo ID
• Complete a sworn statement, notarized online via webcam with NotaryLive (if required)
• Pay the fees
• We will send your application for you to the state (After we send it out, it's in the jurisdiction's hands)
• Your certified copy of the birth certificate will be mailed to your home from the jurisdiction

Frequently Asked Questions

• What happens if my application is rejected?

You will receive a notice explaining the error. You must correct the issue and submit a new request. Processing takes a while; that's why it's crucial your application is double-checked.

• Can I request a certified copy of a certificate for someone else?

Yes, but only if you meet the eligibility requirements. Each state has specific rules for who can access vital records.