How to Request Vital Records for Apostille: Top 10 U.S. Counties by Population
When preparing documents for international use, obtaining an official certified copy of a vital record—specifically a birth certificate, death certificate, or marriage certificate—is often the critical first step before an Apostille can be issued.
A common question clients ask is: Who can request these vital records, and can a 3rd party agency like Global Notary US Apostille request them on your behalf?
This guide breaks down the legal requirements for obtaining vital records, how authorization varies across the 10 most populous counties in the U.S., and how you can send your records as mail-in documents directly to our California office for Apostille processing once obtained. The request to get the certified copy of the vital record can be accomplished by electronic notarization or e-RON.
Who Can Request Vital Records? Authorized Copies vs. Informational Copies
- Authorized Certified Copies: These establish identity and are legally accepted for passports, legal matters, and Apostille authentication.
- Informational Certified Copies: These contain redactions or have “INFORMATIONAL, NOT A VALID DOCUMENT TO ESTABLISH IDENTITY” stamped across the face. Informational copies cannot receive an Apostille.
Who Qualifies to Request an Authorized Certified Copy?
Generally, only specific individuals are legally entitled to request an Authorized Certified Copy of a birth, death, or marriage certificate:
- The registrant (the person named on the birth/marriage record) or a parent/legal guardian.
- A child, grandparent, grandchild, spouse, domestic partner, or sibling of the registrant.
- A party entitled by court order, or an attorney representing the registrant or estate.
- A designated representative or 3rd party with formal notarized written authorization.
Can Third Parties (Like Us) Request Vital Records on Your Behalf?
Yes, but rules vary strictly by state and county. In many states and counties, a 3rd party service provider cannot pull a vital record simply by asking for it. To authorize a 3rd party agency to act as your agent, most jurisdictions require:
- A completed official application form.
- A signed and notarized Sworn Statement / Certificate of Identity from the eligible applicant under penalty of perjury. We can do e-RON to get it notarized!
- A formal letter or agent authorization form granting permission to the 3rd party representative.
In jurisdictions where direct 3rd-party retrieval is restricted to immediate family or attorneys, the registrant must order the official certified copy directly from their county or state vital statistics registrar and have the government office mail it directly to them or directly to our office. Ultimately, once the certified vital record is secured, you simply ship it by mail to our California office, and we complete the Apostille authentication.
Top 10 Most Populous U.S. Counties
Here is how vital record requests (birth, death, and marriage certificates), 3rd party rules, and ordering procedures operate across the 10 most populous counties in the United States:
| County & State | Primary Local Registrar / Office | Who Can Request Authorized Copies? (Birth, Death, Marriage) | 3rd Party Authorization Rules | How to Submit to Us |
|---|---|---|---|---|
| 1. Los Angeles County, CA | Registrar-Recorder / County Clerk (Norwalk / West Covina) | Registrant, parent, child, spouse, sibling, legal guardian, attorney. | Allowed with a notarized Certificate of Identity (VS 111 Sworn Statement) & agent authorization. | Request online/mail or via agent, then send mail-in hardcopy to our CA address. |
| 2. Cook County, IL | Cook County Clerk’s Office (Vital Records, Chicago) | Registrant (if 18+), parent, legal guardian, or court-authorized representative. | Limited. Requires notarized power of attorney or specific legal authorization letter. | Order directly from Clerk, then send mailed-in certificate to our CA address. |
| 3. Harris County, TX | Harris County Clerk’s Office (Houston) | Registrant, immediate family (parent, child, spouse, sibling), legal guardian. | 3rd party requires written notarized authorization + photo ID of eligible requester. | Order copy to your home, then send as mail-in to our CA office address. |
| 4. Maricopa County, AZ | Office of Vital Registration (Phoenix) | Registrant, parent, grandparent, adult child, spouse, legal guardian, attorney. | Allowed only with notarized authorization letter and proof of eligibility from requester. | Order certified record, then send by mail to our CA address. |
| 5. San Diego County, CA | Assessor/Recorder/County Clerk (San Diego) | Registrant, parent, child, spouse, sibling, legal guardian, designated agent. | Allowed with notarized Sworn Statement (Certificate of Identity). | Order or authorize, then send as mail-in to our West Covina office. |
| 6. Orange County, CA | Clerk-Recorder Department (Santa Ana) | Registrant, parent, child, spouse, sibling, legal guardian, designated agent. | Allowed with notarized Sworn Statement (Certificate of Identity). | Order or authorize, then send as mail-in to our West Covina office. |
| 7. Miami-Dade County, FL | Florida Dept of Health in Miami-Dade (Miami) | Registrant (18+), parent, legal guardian, or court order (for birth). | Strict. Birth records require notarized affidavit from parent/registrant to release to 3rd party. | Request certificate, then send as mail-in package to our CA address. |
| 8. Dallas County, TX | Dallas County Clerk (Dallas) | Registrant, immediate family (parent, child, spouse, sibling, grandparent). | Requires written notarized authorization letter + government ID copy of applicant. | Obtain certificate, then send as mail-in document to our CA office address. |
| 9. Kings County (Brooklyn), NY | NYC Dept of Health and Mental Hygiene (NYC) | Registrant (18+), parent named on record, or court order. | Very strict. 3rd parties generally cannot request NYC birth certificates without court order. | Registrant orders copy, then sends mailed-in hardcopy to our CA office. |
| 10. Riverside County, CA | Assessor-County Clerk-Recorder (Riverside) | Registrant, parent, child, spouse, sibling, legal guardian, designated agent. | Allowed with notarized Sworn Statement (Certificate of Identity). | Order or authorize, then send as mail-in to our West Covina office. |
The Ultimate Goal: Mail Your Vital Record to Us for Apostille
Regardless of which county or state issued your birth certificate, death certificate, or marriage certificate, the final step for international validation remains the same:
- Obtain the Official Certified Copy: Order the certified copy directly from your county/state registrar or through approved platforms like VitalChek.
- Send as Mail-In Document: Ship the official record directly to our primary California office address: Global Notary U.S. Apostille 1559 E. Amar Rd, Unit M, West Covina, CA 91792
- We Secure the Apostille & Certified Translation: We review the record, verify county clerk or state registrar signatures, handle any certified translation services needed, submit it to the Secretary of State, and ship the authenticated document directly to you or your overseas recipient. Explore our complete U.S. State & Federal Apostille Services.
Frequently Asked Questions (FAQ)
Q1: Can Global Notary US Apostille request my birth certificate for me?
Depending on the county and state, yes—provided you execute a notarized Sworn Statement / Authorization Form permitting us to act as your representative. We can execute e-RON. In counties where 3rd-party retrieval is restricted, you can order the record directly and ship it as a mail-in document to our office.
Q2: Why can’t I use an informational copy of a vital record for an Apostille?
Informational copies are stamped “Informational, Not a Valid Document to Establish Identity” and do not contain the full legal certification required by state Secretaries of State for international Hague Apostille verification.