OMA Services
Document Apostille, Authentication, & Legalization
Used Internationally 

How to obtain Certified Copy of U.S. Vital Records

Before OMA Services, LLC can process an apostille or authentication for a birth certificate, death certificate, marriage certificate, or other vital record, you may need to obtain an eligible certified copy from the appropriate government agency. Please follow the steps below to help avoid delays or ordering the wrong version of your document.
 

1. Identify Where the Record Was Issued
 

Vital records are generally handled by the state or local jurisdiction where the event occurred.

• Birth Certificate: State where the person was born

• Death Certificate: State where the death occurred

• Marriage Certificate: State/county where the marriage was recorded

• Divorce Record: Court or jurisdiction where the divorce was finalized

Your current residence does not determine where the document should be ordered or apostilled.
 

2. Order an Official Certified Copy
 

Request a Certified Copy from the appropriate State Vital Records Office, Department of Health, county clerk, city clerk, or other authorized government agency.

When ordering, if the agency asks for the purpose of the request, indicate that the document is intended for international use and/or apostille.

You can locate the appropriate state vital records office through the CDC's official Where to Write for Vital Records directory:

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CDC Vital Records Directory:
https://www.cdc.gov/nchs/w2w/
 

3. Make Sure You Order the Correct Version
 

Not every copy of a vital record is necessarily suitable for apostille processing. Depending on the issuing state and document, additional certification or a particular issuing authority may be required.

Whenever possible, request a long-form or full certified copy intended for legal or international use.

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4. Do Not Send a Regular Photocopy
 

Unless OMA Services specifically instructs you otherwise, please do not submit:

• Regular photocopies

• Printed scans or photographs

• Informational/non-certified copies

• Hospital souvenir birth certificates

• Laminated documents

• Altered documents

For state-issued vital records, please do not have the document notarized yourself unless OMA Services specifically determines that notarization is required for your particular case.
 

5. Complete the Vital Records Agency's Requirements
 

When ordering your certified copy, the issuing agency may require:

• A completed application

• Government-issued photo identification

• Information about the person named on the record

• Proof of your relationship to that person

• Proof that you are legally authorized to obtain the record

• Government processing fees

Requirements vary by state and document type.
 

6. Receive and Protect Your Certified Copy
 

Once you receive the certified document, do not laminate, alter, detach pages, remove staples, or add your own notarization.

Keep the document in the condition in which it was issued.
 

7. Submit Your Document to OMA Services
 

Once your certified copy is ready, submit it to OMA Services, LLC together with the country where the document will be used.

This information is essential because the destination country determines whether your document requires an apostille under the Hague Apostille Convention or a different authentication and embassy/consulate legalization process.
 

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