To find an ancestor’s birth or death record in the United States, identify the state and, ideally, the county where the event happened, then contact that state’s vital records office or the county clerk. The CDC’s “Where to Write for Vital Records” directory links to every state and territory office. Older records are often held by the state archives or county rather than the health department, and many have been indexed or imaged for free on FamilySearch. If no civil record exists, church registers, family Bibles and obituaries can stand in.
This guide covers where to look, the difference between certified and genealogical copies, what to do when a state did not yet register births and deaths, and how to read what you receive.
Who Holds Vital Records
Birth, death, marriage and divorce records in the United States are kept by states and territories, not by the federal government. The CDC’s National Center for Health Statistics maintains the Where to Write for Vital Records directory and states clearly that the federal government does not distribute certificates, files or indexes with identifying information. The directory tells you to determine the state or area where the event occurred, then follow that state’s application guidelines.
Within a state, records can sit in several places:
- The state vital records office, usually part of the health department, for more recent records.
- The state archives, which often takes over older birth and death records once they pass a set age.
- County or city clerks, who may hold records created before statewide registration began.
Check the state’s own website for which office holds which years. Requirements and fees vary from state to state, and they change, so do not rely on old copies of instructions.
Step 1: Narrow Down the Date and Place
You need at least an approximate year and the county. Useful sources include census records (ages and birthplaces), obituaries, gravestones, marriage records, military papers and family Bibles. For a death, knowing where the person was living in their last years is usually enough to identify the county.
Step 2: Search Free Indexes First
Before paying for a certificate, look for an index or image online:
- FamilySearch has indexed and imaged many state and county birth and death collections. Search by name, year range and state.
- State archives websites often host free death indexes or digitised certificates for older years.
- County genealogy pages run by volunteers sometimes transcribe local registers.
An index entry gives you the certificate number, date and county, which makes ordering the full record straightforward.
Step 3: Order the Record
When you apply, have ready:
- The full name, including any maiden name
- Date or approximate date of the event
- County and city or town
- Parents’ names, if known
- Your relationship to the person
- The purpose, such as “genealogy” or “family history”
- Identification, if the state requires it
Certified copy or genealogical copy?
A certified copy is the official version used for legal purposes, and recent records may be restricted to close relatives. Many states also issue an uncertified or “genealogical” copy for older records, which is fine for family history. Ask which type you need; the genealogical version may be easier to obtain.
Access restrictions
States limit access to recent records to protect privacy. The waiting period differs between states and between births and deaths. Births are usually restricted for longer than deaths. If a record is still restricted, a direct descendant can often apply with proof of relationship.
When No Civil Record Exists
Statewide registration of births and deaths began at different times in different states, and early compliance was patchy. Many people born or who died before registration was established have no civil certificate at all. Substitutes include:
- Church records: baptism, marriage and burial registers often predate civil registration.
- Family Bibles: births, marriages and deaths written in by relatives, sometimes close to the time.
- Delayed birth certificates: people born without a record often applied later in life, for example when they needed proof of age for work or benefits. These can contain affidavits from relatives.
- Census records, which give age and birthplace.
- Obituaries and cemetery records for deaths.
- Probate records, which confirm a death date range.
Records for Relatives Born Outside the United States
For ancestors born abroad, you need the civil registry or church records of the country of origin. For U.S. citizens born abroad, the CDC directory points to the State Department, which handles records of births abroad. Immigration and naturalization papers often state a birthplace, which tells you where to look; see finding your ancestors’ immigration records for the next steps.
Marriage and Divorce Records
The same directory covers marriage and divorce records, and they are often just as useful. A marriage record may give both partners’ ages, birthplaces and parents’ names, plus witnesses who were frequently relatives. In many places, marriage licences were issued by the county where the marriage took place, so the county clerk is usually the first office to ask. Divorce records are typically held by the court that granted the divorce. As with births and deaths, check the state’s own website for which office holds which years before sending a request.
Reading the Record You Receive
A death certificate holds more than a date. Look for:
- Parents’ names and birthplaces
- Spouse’s name
- Usual residence and occupation
- Cause of death
- Place of burial and the funeral director
- The informant, who supplied the personal details
The informant matters. A son-in-law reporting a mother-in-law’s birthplace may have been guessing. Weigh each detail by who was likely to know it, and compare with other records. The practice described in verifying dates in a family history story is especially useful when a certificate and a gravestone disagree.
Sharing Records With the Family
Once you have a certificate, share a scanned copy with relatives who are researching the same line, so nobody pays for the same record twice. Be thoughtful about cause-of-death details for recent generations; some relatives may prefer that information is not posted publicly on family tree sites. A short note with each shared file, listing the source office, the date ordered and the certificate number, makes the copy useful to whoever inherits your research.
Storing Certificates Safely
Keep originals flat, in acid-free folders, away from light and damp. The guide to preserving birth, marriage and death certificates covers materials and storage in detail. Scan each one, name the file consistently, and keep the digital copies in more than one place; this plain guide to backing up your photos properly applies equally to scanned documents.
Frequently Asked Questions
Can I get my great-grandparent’s death certificate?
Usually, yes. Older death records are often open to anyone, and many are held by state archives or available as genealogical copies. Contact the office for the state where the death occurred.
Does the federal government keep birth and death certificates?
No. According to the CDC, the federal government does not distribute certificates or identifying indexes. Records are held by the states and territories.
What if my ancestor was born before birth certificates existed?
Use substitutes: church baptism records, family Bibles, census records, delayed birth certificates and other documents that state a birth date or age.
How much does a vital record cost?
Fees vary by state and by type of copy. Check the current fee on the state vital records or archives website before you apply.
Why does the death certificate have the wrong birthplace?
The informant may not have known. Treat personal details on a death certificate as clues and confirm them with records created closer to the person’s birth.