Birth records are official papers that prove when and where a person was born. The first step to get a copy or make a change is to reach the right office.
This page shows how to contact birth records offices across the United States by phone, email, mail, and online portals. The contact details below come from state and federal sources current as of 2026.
Why People Contact Birth Records Offices
People contact these offices for many reasons. Some need a certified copy for a passport or driver’s license. Others want to fix a name or date on a birth certificate. Some need a record for school, work, or immigration. The offices that keep these records are called vital records offices. They sit inside state health departments, state archives, or county clerk offices in some places.
Federal agencies also play a role. The Centers for Disease Control and Prevention tracks birth data for the whole country. The State Department can add an apostille to a birth certificate for use in another country. Knowing which office to contact saves time and money. The wrong office will not be able to help with the request.
People also contact birth records offices for genealogy research. Old birth records can help people build a family tree. The rules for who can get an old record depend on the year of birth. Records less than 100 years old are sealed in most states. Only close family members can get a copy. Records more than 100 years old are open to the public in many states.
Main Ways to Reach a Birth Records Office
There are four main ways to reach a birth records office. The first is by phone. Most state vital records offices have a public phone line open during business hours. The second is by email. Many offices answer general questions through email but not all handle orders this way. The third is by mail. People can send a paper form, a check, and a self-addressed envelope to order a copy. The fourth is online. Many states run a secure web portal for orders and tracking.
Phone works best for quick questions. Email works for non-urgent questions. Mail works for people who prefer paper. Online portals work for people who need a copy fast and can pay by card. The choice depends on the state, the type of request, and the time the person has.
Some states offer a fifth way: a mobile app. The app lets people order a copy from a phone or tablet. The app is free to download. The state charges the same fee as the website. The app is not available in all states. People should check the state website to see if an app is available.
Phone Numbers
Phone numbers for vital records offices change over time. The main switchboard for most state health departments is the safest number to call. From there, the caller can ask to be transferred to the vital records unit. The office hours for phone lines are 8 a.m. to 5 p.m. local time, Monday through Friday. Some states offer a toll-free number. Others charge a regular long-distance rate.
People who call should have their papers ready before they dial. The papers include a photo ID, the date of birth, and the parents’ full names. The office agent will ask for these details to find the record. People who do not have the details may have to call back or send a mail request.
Email Contacts
Email contacts are listed on most state vital records websites. The email address is often a general mailbox for the whole office. Email is good for asking about forms, fees, and the status of an order. Email is not a good way to send private papers. People should never send a picture of a driver’s license or social security card through regular email. Most offices use a secure upload form for private papers.
Reply time for email is two to five business days. Some offices reply faster. People who do not get a reply in five business days should call the office. The email may have gone to the spam folder. The office may have a backlog of emails.
Mailing Addresses
Mailing addresses for vital records offices are on state websites. The mailing address is for the main office in the state capital or a similar city. Mail can take two to four weeks to reach the office. Processing time after that is two to eight weeks. Some states offer faster service for an extra fee. The mailing address is different from the physical address in some states, so people should check before sending a letter.
People who send a mail order should use a trackable mail service. The trackable service lets the person see when the order arrives at the office. The US Postal Service offers Certified Mail and Priority Mail. Both services give a tracking number. The tracking number is on the receipt.
Online Portals
Online portals let people order a copy, track an order, and download forms. Most state portals are run by a private vendor. The vendor charges a fee on top of the state’s fee. The portal is open 24 hours a day, seven days a week. People can use a credit card or debit card to pay. Some portals accept electronic checks. Online orders are often faster than mail orders.
The private vendor keeps a record of the order. The vendor can help with tracking questions and refund requests. The state office handles the request itself. The vendor is the middleman. People who have a problem with the vendor should contact the state office. The state office can step in to solve the problem.
Standard Office Hours for Birth Records
Most vital records offices keep the same hours as other state government offices. The standard hours are 8 a.m. to 5 p.m. local time, Monday through Friday. The offices are closed on weekends. They are closed on state and federal holidays. The holidays include New Year’s Day, Martin Luther King Jr. Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas.
Some states open earlier or close later. A few states offer Saturday hours for in-person visits. The hours for the phone line may be shorter than the office hours. People who plan to visit in person should check the office hours on the state website before they go. Wait times can be long during lunch hours and at the end of the day.
State offices may close for weather events. Snow, ice, and hurricanes can force an office to close. The state website will post a closing alert. The phone line may have a closing message. People who show up at a closed office will have to come back another day.
Contact Information for Major State Vital Records Offices
Each state runs its own vital records office. The office keeps records of births, deaths, marriages, and divorces. Below is contact data for the ten largest states by population. The phone numbers and addresses are current as of 2026. They come from each state’s official website.
California
The California Department of Public Health runs the vital records office in Sacramento. The office issues certified copies of birth certificates for people born in California. People can order online through the California Department of Public Health’s vital records portal, by mail, or in person. The main phone line is (916) 445-2684. The mailing address is P.O. Box 997410, Sacramento, CA 95899-7410. The office is open from 8 a.m. to 5 p.m. Pacific time, Monday through Friday. The website is cdph.ca.gov.
Texas
The Texas Department of State Health Services runs the vital records office in Austin. The office handles birth certificates for people born in Texas. People can order online, by mail, or in person. The main phone line is (512) 776-7111. The toll-free number is (888) 963-7111. The mailing address is P.O. Box 12019, Austin, TX 78711-2019. The office is open from 8 a.m. to 5 p.m. Central time, Monday through Friday. The website is dshs.texas.gov.
New York
The New York State Department of Health runs the vital records office in Albany. The office issues birth certificates for people born anywhere in New York State outside of New York City. People born in New York City must contact the New York City Department of Health and Mental Hygiene. The main phone line for the state office is (518) 474-3077. The mailing address is P.O. Box 2602, Albany, NY 12220-2602. The office is open from 8 a.m. to 4:30 p.m. Eastern time, Monday through Friday. The website is health.ny.gov.
Florida
The Florida Department of Health runs the vital records office in Jacksonville. The office issues birth certificates for people born anywhere in Florida. People can order online, by mail, or in person at a county health department. The main phone line is (904) 359-6900. The toll-free number is (877) 550-7330. The mailing address is P.O. Box 210, Jacksonville, FL 32231-0042. The office is open from 8 a.m. to 5 p.m. Eastern time, Monday through Friday. The website is floridahealth.gov.
Illinois
The Illinois Department of Public Health runs the vital records office in Springfield. The office issues birth certificates for people born in Illinois. People can order online, by mail, or in person at a county clerk’s office in some counties. The main phone line is (217) 782-6553. The mailing address is 925 E. Ridgely Avenue, Springfield, IL 62702. The office is open from 8 a.m. to 4:30 p.m. Central time, Monday through Friday. The website is dph.illinois.gov.
Pennsylvania
The Pennsylvania Department of Health runs the vital records office in New Castle. The office issues birth certificates for people born in Pennsylvania. People can order online through the state’s vital records portal, by mail, or in person. The main phone line is (724) 656-3100. The toll-free number is (877) 724-3258. The mailing address is P.O. Box 1528, New Castle, PA 16103. The office is open from 8 a.m. to 4:30 p.m. Eastern time, Monday through Friday. The website is health.pa.gov.
Ohio
The Ohio Department of Health runs the vital records office in Columbus. The office issues birth certificates for people born in Ohio. People can order online, by mail, or in person. The main phone line is (614) 466-2531. The mailing address is P.O. Box 15098, Columbus, OH 43215-0098. The office is open from 8 a.m. to 5 p.m. Eastern time, Monday through Friday. The website is odh.ohio.gov.
Georgia
The Georgia Department of Public Health runs the vital records office in Atlanta. The office issues birth certificates for people born in Georgia. People can order online, by mail, or in person at a county vital records office. The main phone line is (404) 679-4702. The mailing address is 1680 Phoenix Boulevard, Suite 100, Atlanta, GA 30349. The office is open from 8 a.m. to 5 p.m. Eastern time, Monday through Friday. The website is dph.georgia.gov.
North Carolina
The North Carolina Department of Health and Human Services runs the vital records office in Raleigh. The office issues birth certificates for people born in North Carolina. People can order online, by mail, or in person at a county register of deeds office. The main phone line is (919) 733-3000. The mailing address is P.O. Box 260009, Raleigh, NC 27611-6009. The office is open from 8 a.m. to 5 p.m. Eastern time, Monday through Friday. The website is ncdhhs.gov.
Michigan
The Michigan Department of Health and Human Services runs the vital records office in Lansing. The office issues birth certificates for people born in Michigan. People can order online, by mail, or in person at a county clerk’s office. The main phone line is (517) 335-8655. The mailing address is P.O. Box 30021, Lansing, MI 48909. The office is open from 8 a.m. to 5 p.m. Eastern time, Monday through Friday. The website is michigan.gov.
Federal Agencies That Handle Birth Records
Federal agencies do not issue birth certificates. They use birth records for other purposes. People may need to contact these agencies for help with a birth record question. The three main federal agencies are the CDC, the Social Security Administration, and the U.S. Department of State.
Centers for Disease Control and Prevention
The CDC keeps national birth and death data. The CDC does not have copies of individual birth certificates. The CDC’s National Center for Health Statistics can help people who need proof that a state vital records office has the record. The CDC phone line is (800) 232-4636. The mailing address is 1600 Clifton Road, Atlanta, GA 30329. The website is cdc.gov.
Social Security Administration
The Social Security Administration uses birth records to assign Social Security numbers. The SSA does not issue birth certificates. The SSA can help people who need to show a birth record to apply for a card or update a name. The main phone line is (800) 772-1213. The SSA has local offices across the country. Office hours are 9 a.m. to 4 p.m. local time, Monday through Friday. The website is ssa.gov.
U.S. Department of State
The State Department can add an apostille to a birth certificate for use in another country. An apostille is a seal that proves the document is real. The State Department issues Consular Reports of Birth Abroad for U.S. citizens born in another country. The main phone line is (202) 501-4444. The mailing address is 600 19th Street NW, Washington, DC 20522. The office is open from 8 a.m. to 5 p.m. Eastern time, Monday through Friday. The website is state.gov.
Common Requests and Where to Send Them
People contact birth records offices for four main types of requests. The first is a certified copy of a birth certificate. The second is an amendment to fix a mistake. The third is a verification letter for an outside agency. The fourth is an apostille for use in another country. Each request has a different form, a different fee, and a different office.
Certified Copies
A certified copy is a paper with a raised or stamped seal from the vital records office. Banks, schools, and government agencies ask for certified copies. The state vital records office in the state where the person was born handles certified copies. People can order one online, by mail, or in person. The fee ranges from $10 to $30 per copy in most states. Processing time is one to eight weeks depending on the state and the order method.
Amendments
An amendment is a change to a birth certificate. Common changes include fixing a spelling error, adding a parent, or changing a name. The state vital records office where the person was born handles amendments. People must fill out a special form and show proof of the change. The fee ranges from $20 to $50. Processing time is four to twelve weeks. Some amendments require a court order.
Verifications
A verification is a letter that says a birth record exists. The letter does not have a copy of the record. The state vital records office handles verifications. Federal agencies and employers sometimes ask for a verification. The fee is lower than the fee for a certified copy. Processing time is one to four weeks.
Apostilles
An apostille is a seal from the U.S. State Department or a state Secretary of State office. The apostille proves a U.S. birth certificate is real in another country. The State Department handles apostilles for federal documents. State Secretaries of State handle apostilles for state documents like birth certificates. The fee is around $10 to $25. Processing time is one to four weeks.
How to Reach the Right Office Faster
People can save time by following a few simple steps. The first step is to know which state issued the birth certificate. A person born in Texas needs the Texas vital records office, not the office in the state where they live now. The second step is to gather all needed papers before calling. The papers often are a photo ID, a check or money order, and a signed form. The third step is to use the online portal if the state has one. Online orders are faster than mail and avoid phone wait times.
People should avoid sending private papers by regular email. Email is not safe for Social Security numbers or credit card data. The vital records office will never ask for a Social Security number by email. If a person gets an email that asks for this data, it is a scam. People should report scam emails to the state attorney general.
Common Problems and How to Solve Them
People run into four common problems when they contact a birth records office. The first is long wait times on the phone. The second is missing the right form. The third is sending the order to the wrong office. The fourth is paying the wrong fee.
Long Wait Times
Phone wait times can be 30 minutes or longer during busy times of the year. The busy times are January, May, and August. People can avoid long wait times by calling at 8 a.m. sharp or after 4 p.m. Another option is to use the online portal or send a mail request. Some states offer a callback feature on the phone line.
Missing Forms
Each state has its own order form. The form is on the state vital records website. People who use an old form may have their order rejected. The state will not return a check for an old form. People should download the form from the website right before they send the order.
Wrong Office
Some states have more than one vital records office. New York City has its own office separate from New York State. Some counties in some states handle their own birth records. People who send an order to the wrong office will have the order returned. The state will keep the fee in some cases.
Wrong Fee
The fee changes from state to state. It changes based on the type of request. People should check the fee on the state website right before they send the order. Most states do not give refunds for overpayment. They will hold the overpayment as a credit for a future order.
What Birth Records Offices Cannot Do
Birth records offices have limits. They cannot do a search based on a name alone. They need a date of birth, a hospital name, or a parent’s name to locate a record. They cannot give out records that are sealed by court order. They cannot change a record without the right papers. They cannot speed up a request beyond the rush service option.
Private companies and websites may offer to help with these tasks. Some private companies can do a genealogy search for old records. Some can help with amendments for an extra fee. People should check that any private company is a real business. They should check the fee before they sign up. The vital records office in the state will charge the same fee for a certified copy whether a person uses a private company or not.
Tips for In-Person Visits
Some people prefer to visit a vital records office in person. The visit can be faster than mail for a simple request. People who plan an in-person visit should bring a photo ID, a check or money order, and any needed forms. They should be ready to wait in line. Wait times at the counter can be one to two hours during busy times.
Some county offices offer same-day service. The state office may not. People should call the office before they visit. They should ask if the office can help with their request on the spot. Some offices only take mail orders and will turn walk-in customers away.
Contact Information Summary
The table below shows the main phone numbers, mailing addresses, and office hours for the state vital records offices listed on this page. These details are current as of 2026 and come from each state’s official website. People should check the state website before they send a request. Phone numbers and addresses can change.
| State | Phone Number | Mailing Address | Office Hours |
|---|---|---|---|
| California | (916) 445-2684 | P.O. Box 997410, Sacramento, CA 95899-7410 | 8 a.m. – 5 p.m. PT, Mon-Fri |
| Texas | (888) 963-7111 | P.O. Box 12019, Austin, TX 78711-2019 | 8 a.m. – 5 p.m. CT, Mon-Fri |
| New York | (518) 474-3077 | P.O. Box 2602, Albany, NY 12220-2602 | 8 a.m. – 4:30 p.m. ET, Mon-Fri |
| Florida | (877) 550-7330 | P.O. Box 210, Jacksonville, FL 32231-0042 | 8 a.m. – 5 p.m. ET, Mon-Fri |
| Illinois | (217) 782-6553 | 925 E. Ridgely Avenue, Springfield, IL 62702 | 8 a.m. – 4:30 p.m. CT, Mon-Fri |
| Pennsylvania | (877) 724-3258 | P.O. Box 1528, New Castle, PA 16103 | 8 a.m. – 4:30 p.m. ET, Mon-Fri |
| Ohio | (614) 466-2531 | P.O. Box 15098, Columbus, OH 43215-0098 | 8 a.m. – 5 p.m. ET, Mon-Fri |
| Georgia | (404) 679-4702 | 1680 Phoenix Boulevard, Suite 100, Atlanta, GA 30349 | 8 a.m. – 5 p.m. ET, Mon-Fri |
| North Carolina | (919) 733-3000 | P.O. Box 260009, Raleigh, NC 27611-6009 | 8 a.m. – 5 p.m. ET, Mon-Fri |
| Michigan | (517) 335-8655 | P.O. Box 30021, Lansing, MI 48909 | 8 a.m. – 5 p.m. ET, Mon-Fri |
Official Websites for State Vital Records
The websites below are the official state portals for birth record requests. People should use these sites to download forms, check fees, and track orders. The links are not clickable. People should type the address into their browser.
- California: cdph.ca.gov
- Texas: dshs.texas.gov
- New York State: health.ny.gov
- New York City: nyc.gov/site/doh
- Florida: floridahealth.gov
- Illinois: dph.illinois.gov
- Pennsylvania: health.pa.gov
- Ohio: odh.ohio.gov
- Georgia: dph.georgia.gov
- North Carolina: ncdhhs.gov
- Michigan: michigan.gov
- CDC: cdc.gov
- Social Security Administration: ssa.gov
- U.S. Department of State: state.gov
Frequently Asked Questions
Below are answers to questions people often ask about contacting birth records offices. These answers cover phone lines, email, mail, and online portals. They cover fees, processing times, and common problems. The details come from state and federal sources current as of 2026.
How long does it take to get a birth certificate by mail?
Mail orders take two to four weeks to reach the vital records office. Processing time after that is two to eight weeks depending on the state. People who need a copy faster should use the online portal or pay for rush service. Rush service cuts the processing time to one to three business days in most states. The rush fee is around $10 to $25 on top of the regular fee. People should send the order with a self-addressed stamped envelope so the office can mail the copy back. The envelope should have enough postage for the weight of the certified copy. The vital records office will not pay for return postage. People who live outside the United States should send a pre-paid courier label with the order. The courier service can be FedEx, UPS, or DHL. The vital records office will use the courier service to mail the copy back. The return time for a courier is three to five business days. The total time for a mail order with a courier return is two to four weeks. People should plan ahead for deadlines. A passport application needs a birth certificate that is less than one year old. A driver license renewal needs a birth certificate that is less than five years old in some states. People should check the deadline before they order.
Can I order a birth certificate for someone in another state?
Yes. A person can order a birth certificate from any state. The request must go to the vital records office in the state where the person was born. The fee, form, and processing time are set by that state. The person ordering the copy must show they have a right to the record. Family members can order a copy for a relative. Employers and government agencies can order a copy with the right papers. A person who is not a family member usually needs written permission from the person named on the certificate. The permission must be signed and notarized. Some states have their own permission form on the website. The person ordering the copy should check the state website for the right form. The order will be rejected if the permission papers are missing. The vital records office will not return the fee. People who need a copy for a legal case should ask the court for a court order. The court order takes the place of the permission form. The court order must name the person who can order the copy. The court order must say the reason for the request. The vital records office will keep a copy of the court order on file.
What papers do I need to order a certified copy?
Each state has its own list of needed papers. The common papers are a photo ID, a signed application, and the fee. A driver’s license, a state ID card, or a passport works as a photo ID. The application asks for the name on the record, the date of birth, the hospital, and the parents’ names. The fee is a check, a money order, or a credit card payment. Some states ask for a copy of a recent utility bill or bank statement to confirm the address. The utility bill or bank statement must have the name and address of the person ordering the copy. The bill or statement must be less than 60 days old in most states. People who live in another state should send a copy of a utility bill from that state. The vital records office will use the bill to confirm the address. People who live outside the United States should send a copy of a passport or visa. The vital records office will use the passport or visa to confirm the identity. People who do not have a utility bill or bank statement should call the vital records office. The office may accept a sworn statement instead. The sworn statement must be signed in front of a notary public.
Can I get a birth certificate the same day?
Some states offer same-day service at a county office or the state office. Same-day service is for in-person visits only. The person must bring a photo ID, the fee, and any needed forms. The fee is higher than the regular fee. Not all offices offer same-day service. People should call the office before they visit. They should ask if the office has the record on file. Some records are at the state office, not the county office. The county office will not have the record if the person was born in a different county. The person may have to visit the county where the birth happened. The wait time for same-day service can be two to four hours. The person should bring a book or a phone to pass the time. The office will give the person a number when they arrive. The number shows the person’s place in line. The office will call the number when it is the person’s turn. The person should stay in the office until the number is called. The office will not hold the spot if the person leaves.
What is the difference between a certified copy and an informational copy?
A certified copy has a raised or stamped seal. It is a legal paper. Banks, schools, and government agencies accept it. An informational copy has a stamp that says “Informational, Not a Valid Document to Establish Identity.” It costs less. It is good for school projects, family trees, and other uses that do not need a legal paper. People should not use an informational copy for a passport, driver’s license, or any legal purpose. The agency that gets the informational copy will reject it. The person will have to order a certified copy. The person will pay the fee twice. The informational copy is a waste of money for legal purposes. The person should order a certified copy from the start. The state vital records office will print the words “Informational” on the copy if the person asks for an informational copy. The state will not print the seal on an informational copy. The seal is what makes a copy certified. The state will print the seal on a certified copy. The seal is a raised stamp or an ink stamp. The seal has the state name and the office name. The seal proves the copy is real.
How do I fix a mistake on a birth certificate?
The person should contact the vital records office in the state where the birth happened. The office will send a form for an amendment. The person must show proof of the right data. A hospital record, a baptismal record, or a census record can serve as proof. Some changes, like a name change, may need a court order. The fee is $20 to $50 in most states. Processing time is four to twelve weeks. The person should send the form, the proof, and the fee to the vital records office. The office will review the request. The office will send a letter if the request is approved. The letter will say the change is made. The person can order a new certified copy after the change is made. The new copy will have the right data. The person should check the new copy for mistakes. The vital records office will fix a mistake on the new copy for free if the mistake is the office’s fault. The office will charge a fee if the mistake is the person’s fault. The person should keep all papers related to the amendment. The papers may be needed for a future request.
Can I email my order to the vital records office?
No. Vital records offices do not accept orders by email. Email is not safe for private papers like Social Security numbers and credit card data. The state offices use secure upload forms on their websites. People can use these forms to send private papers with an online order. People who want to send a paper order should use the mail address listed on the state website. The paper order should go by regular mail or certified mail. The person should not send the order by email. The vital records office will delete the email without acting on it. The person will lose the fee if the fee was sent by email. The vital records office will not refund the fee. The person will have to order again. The person should use the secure upload form or the mail address. The secure upload form is the fastest way to order. The mail address is the slowest way to order. The person should choose the way that fits the timeline.