Steps to Apply for a Non-Genealogical (Certified) Copy
To apply for a Certified Copy of a Vital Record, all of the following must be mailed or brought in-person to the Health Department:
- your fully completed application [see Step 1 below, and blue link to application form below]
- all required copies of ID for proof of identity [see Step 2 below]
- the correct fees (cash or a check made out to "Borough of Oakland") [see Step 3 below]
- copies of documents proving your relationship to the person named on the record [see Step 4 below]
APPLICATION FORM: Application for a Non-Geneological (Certified) Copy of a Vital Record
Step 1: Identify the non-genealogical record
You must be able to fully identify the record by providing all of the information listed below on the application form. Your request cannot be accepted unless you provide the information below.
- Full name on the record
- City where the event occurred
- Exact date of the event (month, day and year)
- Mother’s maiden name
- Father’s name (if recorded on the record)
- For Marriage, Civil Union or Domestic Partnership - Instead of parents’ names, you must provide the name of the spouse/partner.
Step 2: Provide Acceptable Identification
You must provide acceptable ID in order to get a copy of any vital record. Copies of vital records must be mailed to the address listed on your identification.
The following are acceptable forms of ID:
- A current, valid photo driver's license or photo non-driver's license with current address
OR - A current, valid driver’s license without photo and one alternate form of ID with current address
OR - Two alternate forms of ID, one of which must have current address.
Alternate forms of ID are:
- Vehicle registration
- Vehicle insurance card
- Voter registration
- US/Foreign Passport
- Immigrant Visa
- Permanent Resident Card (Green card)
- Federal/State ID
- County ID
- School ID
- Bank Statement (within previous 90 days)
- Utility bill(within the previous 90 days)
- Tax Return or W-2 for current/previous tax year
People who are homeless can have a social worker or the coordinator of the homeless shelter where they are temporarily residing submit a request on behalf of the homeless person. The request must be on their agency letterhead and provide the identifying information on the homeless person's vital record. The request must be accompanied by proof of employment by the agency and valid identification. The resulting copy of the vital record will be mailed to the agency.
People who are incarcerated can provide legal imprisonment, conviction papers or release documents that include the name, social security number and all possible aliases used in the past or identification from a prison/probation official.
Please do not send in original ID documents. Only copies are required. If you apply in person, original documents must be presented.
Step 3: Payment of Fees
- $25 for the 1st copy.
- $5 for each additional copy of the same record ordered at the same time.
Applications are accepted through the mail or in person. Applications mailed to the Oakland Registrar of Vital Statistics may be paid by check or money order made payable to: Borough of Oakland.
Please do not send cash through the mail.
Step 4: Proof of Relationship
To obtain a certified copy of a person’s vital record, you must provide proof of your relationship to the person listed on the record and the proof must establish you are one of the following:
- The subject of the record
- The subject’s parent, legal guardian or legal representative
- The subject’s spouse/civil union partner; child, grandchild or sibling, if of legal age
- A state or federal agency for official purposes
- Pursuant to court order
Failure to provide proof of relationship is the number one reason certified copy applications must be rejected. See directly below for how to provide proof:
HOW TO PROVE RELATIONSHIP FOR A CERTIFIED COPY OF A RELATIVE'S VITAL RECORD:
IMPORTANT, PLEASE NOTE: All documents submitted must be legible and in the English language. If your document is in another language, you must have it translated to a certified copy in English by a professional translator who is certified by a national association of the United States of America. A notarized Certificate of Accuracy from the professional certified translator, describing what was translated, must accompany the translation.
If you are looking for a certified copy of:
- your own birth certificate and you have assumed your spouse’s/civil union partner’s surname - you must provide a copy of the certified copy of your marriage/civil union certificate to link the name on your current ID to the name on your birth certificate.
- your child’s birth certificate - you don’t need any additional documents.
- your spouse’s/civil union partner’s birth certificate - you must provide a copy of your marriage/civil union certificate.
- your parent’s or sibling’s vital record - you must provide a copy of your birth certificate. If you have assumed your spouse's/civil union partner's last name you must also provide a copy of your marriage/civil union certificate to link the name on your current ID to the name on your birth certificate.
- your grandparent’s vital record - you must establish that you are the person’s grandchild by providing proof that links the name on your ID to the name of the grandparent. For example, if you changed your last name after marriage/civil union and want a grandparent’s vital record, you must provide your marriage/civil union certificate to show your name at birth, provide your birth certificate to identify your parent, and provide the parent’s birth certificate to identify the grandparent.
HOW TO PROVIDE PROPER DOCUMENTATION IF YOU ARE NOT RELATED TO THE PERSON ON THE VITAL RECORD BEING REQUESTED:
If you are not a person qualified to get a certified copy of a record but you are helping a person receive a certified copy of a vital record they are eligible to receive -you must show your valid ID and a notarized, written release authorizing you to get the record on that person’s behalf OR, you can supply a written release from the person you are helping along with a copy of that person’s valid photo ID.
If you are an attorney who is executor of an estate - you must supply proof of appointment as the executor.
If you are an attorney who is the legal representative of the executor of an estate - you must supply proof of legal retainer by the executor and proof of the appointment of the individual as the executor.
If you are an attorney who is the legal representative of an individual who is eligible to receive a copy of a vital record - you must supply proof of legal retainer by the eligible individual and their proof of relationship.
If you are an attorney who needs a certified copy of a vital record and you are not the legal representative of an eligible person - You must obtain a court order directing the Oakland Registrar to issue a certified copy of the record. A subpoena is not sufficient to issue a copy of a vital record.
Step 5: Submitting your completed application and supporting documents
Submit your application, fee and documents either via mail or in person your completed Application and the following supporting documents to: Wendi Seelin, Registrar, Oakland Board of Health, One Municipal Plaza, Oakland, NJ 07436
- all required copies of ID establishing your identity
- the correct fee, and
- copies of all required documents proving your relationship to the person named on the record, if you are ordering a certified copy
Your application will be returned if you send an incomplete packet.