The Birth Certificate Application is the form the Sacramento County Clerk/Recorder uses for mail and fax orders of certified copies of a birth record. If you need a Sacramento County birth certificate for a person born in the county, you use it to identify the record, choose authorized or informational copies, and pay by check, money order or credit card. On this page you can fill out the form online on FillingPDF and download or print the completed PDF; the official PDF is published by the Clerk/Recorder at ccr.saccounty.gov.
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What is Birth Certificate Application – Sacramento County, CA?
The Birth Certificate Application is the mail order form of the Sacramento County Clerk/Recorder for requesting certified copies of a birth record on file with that office, in either authorized or informational type, for up to three records per form.
The form is printed as "Mail Order Application for Birth Certificate" and has three pages: the application itself (Parts 1 to 3), a Sworn Statement with a Certificate of Acknowledgment for a notary, and the instructions. If you need more than three records, the form tells you to complete additional application forms.
California law requires the office to issue two types of certified copies, and both are certified copies of the original document on file. An authorized certified copy establishes the identity of the registrant, the child named on the certificate, and only people authorized by Health and Safety Code section 103526 can obtain one. An informational certified copy is issued to everyone else and is marked "INFORMATIONAL NOT A VALID DOCUMENT TO ESTABLISH IDENTITY."
Sacramento County can issue certificates only for children born in Sacramento County since 1850. The form is not for births elsewhere, and the county's page says certificates for births before 1850 are not available.
Who needs to file Birth Certificate Application – Sacramento County, CA?
Anyone who wants a certified copy of a birth record registered in Sacramento County can use this application by mail or fax. What you may receive depends on your relationship to the registrant.
Authorized copy. Part 2 of the form lists who may request one:
- the registrant, or a parent, legal guardian, child, grandparent, grandchild, sibling, spouse or domestic partner of the registrant;
- a party entitled to the record by court order, or an attorney or licensed adoption agency acting under Family Code section 3140 or 7603 (include a copy of the court order);
- a member of a law enforcement agency or a representative of another governmental agency conducting official business (a company representing a government agency must provide that agency's authorization);
- an attorney representing the registrant or the registrant's estate, or a person or agency empowered by statute or appointed by a court to act for the registrant or the estate.
Informational copy. Everyone else, including applicants who cannot claim a relationship listed in Part 2, receives an informational copy. These applicants do not need to complete the Sworn Statement.
The record must be one held by Sacramento County, that is, a birth in the county.
When to file Birth Certificate Application – Sacramento County, CA
The form sets no deadline: you submit it whenever you need a certified copy of a birth record held by the Sacramento County Clerk/Recorder. For a recent birth, the county's page says newborn certificates are available approximately 4 weeks after the birth date, and it suggests calling (916) 874-6334 to confirm the record is available before you visit.
Processing times depend on the delivery method. The form says expedited delivery orders are processed within 2 business days of receipt and regular mail orders within 2 weeks of receipt, shipped by first class postal service. The county's birth certificate page gives 5-7 business days from receipt of application and payment for regular mail or fax orders, 2 business days for expedited orders, and 20 minutes for in-person requests.
Documents you need
- Sworn Statement (page 2 of the application), notarized with the Certificate of Acknowledgment: required for authorized copies requested by mail, fax or online; not needed for informational copies only.
- Copy of the court order: include it if you request an authorized copy as a party entitled to the record by court order, or as an attorney or licensed adoption agency under Family Code section 3140 or 7603.
- Authorization from the government agency: required if a company is representing a government agency when requesting an authorized copy.
- Valid government-issued photo ID: required when you request authorized copies in person at the office.
- Payment: check or money order payable to "Sacramento County Clerk/Recorder" for mail orders, or credit card details (required for fax orders and for expedited delivery).
How to fill out Birth Certificate Application – Sacramento County, CA
Read the instructions on page 3
Review the instructions before you start; they explain authorized and informational copies, payment and delivery. Use additional application forms if you order more than three records.
Enter the birth record details (Part 1)
For each record, enter the child's name on the certificate (first, middle, last), date of birth, city of birth, father's name and mother's maiden name, as shown on the birth record. Give all the information you have.
Choose the type and number of copies
For each record, indicate AUTHORIZED or INFORMATIONAL and the number of copies. Choose authorized only if you qualify under Part 2.
Select your relationship (Part 2)
If you want an authorized copy, select the one relationship that matches you from the list in Part 2. If you request only informational copies, you do not need to complete the Sworn Statement.
Enter your applicant information (Part 3)
Write your full legal name, telephone number and residential address (street, city, state and ZIP code). Add a shipping address if it is different; for expedited delivery it must be a physical address, not a P.O. box.
Choose payment and delivery method
Mark credit card, or check/money order enclosed, and regular mail or expedited delivery. For a credit card, enter the cardholder's name, card number and expiration date (MM/YYYY).
Complete the Sworn Statement if needed
For authorized copies, enter your printed name, the registrant's name and your relationship, which must be one listed in Part 2. Complete the date, place and your signature only in front of a Notary Public, who completes the Certificate of Acknowledgment.
Review and download the completed PDF
Check the record details, the copy type, your address and the payment choice. Download or print the completed PDF from FillingPDF, then assemble the package described under How to submit.
How to submit Birth Certificate Application – Sacramento County, CA
You can return the application by mail or fax, request copies in person, or order online through a private service.
- Mail: send the completed application with payment, and the notarized Sworn Statement if you request authorized copies, to Sacramento County Clerk/Recorder, 8239 East Stockton Boulevard, Suite A, Sacramento, CA 95828.
- Fax: (916) 874-0947. Credit card payment is required for all fax orders, so complete the cardholder's name, card number and expiration date (MM/YYYY). Include the notarized Sworn Statement for authorized copies.
- In person: visit one of the office locations and complete an application there. For authorized copies you must present a valid government-issued photo ID.
- Online: the county points to www.VitalChek.com, a private company, which charges its own processing fees. That is a separate ordering process, not this form.
Payment: a fee applies to each certified copy. Pay by personal check, cashier's check, certified check, traveler's check or money order, in U.S. dollars, payable to "Sacramento County Clerk/Recorder," or by credit card. A processing fee applies to credit card orders that are faxed or mailed, and expedited UPS Air delivery costs extra and requires credit card payment and a street address, not a P.O. box. Call (916) 874-6334 for current amounts; toll free (800) 313-7133 within California outside the 916 area code; TDD (800) 735-2929. The county's page says a fee-exempt copy may be issued when a person's homeless status is verified.
FillingPDF lets you fill out and download the PDF; submission follows the channels above.
Common mistakes to avoid
- Requesting authorized copies by mail or fax without the notarized Sworn Statement; the form warns that this could result in processing delays.
- Signing the Sworn Statement before meeting the notary; the date, place and signature must be completed in the presence of a Notary Public.
- Entering incomplete or inaccurate birth record information in Part 1; the form warns the record may be impossible to locate.
- Writing a relationship in the Sworn Statement that is not one of the relationships listed in Part 2.
- Giving a P.O. box as the shipping address for expedited delivery; UPS will not deliver to post office boxes.
- Choosing expedited delivery but paying by check; expedited delivery is available on orders paid by credit card.
- Faxing the application without credit card details; payment by credit card is required for all fax orders.
- Leaving out the telephone number; the instructions say it is required for fulfillment of your order.
- Listing more than three records on one form instead of completing additional application forms.
Frequently asked questions
How do I get a Sacramento County birth certificate?
Request it in person at a Clerk/Recorder office, by mail or fax with the Birth Certificate Application, or online through VitalChek at www.VitalChek.com. The county issues certificates only for births in Sacramento County, and authorized copies ordered by mail, fax or online need a notarized Sworn Statement.
What is the difference between an authorized and an informational birth certificate?
An authorized copy establishes the registrant's identity and is limited to the people listed in Part 2, who must sign a Sworn Statement. An informational copy is available to all requesters but is marked "INFORMATIONAL NOT A VALID DOCUMENT TO ESTABLISH IDENTITY" and cannot be used for identity purposes.
Does the Sworn Statement have to be notarized?
Yes, for authorized copies requested by mail, fax or online. The statement must be completed and signed in front of a Notary Public, who completes the Certificate of Acknowledgment. Applicants requesting only informational copies do not need to complete it.
Where do I mail or fax the birth certificate application?
Mail it to Sacramento County Clerk/Recorder, 8239 East Stockton Boulevard, Suite A, Sacramento, CA 95828, or fax it to (916) 874-0947. Fax orders must be paid by credit card. Include the notarized Sworn Statement if you request authorized copies.
How long does a Sacramento County birth certificate order take?
The form says expedited orders are processed within 2 business days of receipt and regular mail orders within 2 weeks. The county's page gives 5-7 business days for regular mail or fax orders and 20 minutes in person. Newborn certificates are available about 4 weeks after birth.
Is there a fee for a Sacramento County birth certificate?
Yes. A fee applies to each certified copy, credit card orders faxed or mailed carry a processing fee, and expedited UPS Air delivery costs extra. Make checks payable to Sacramento County Clerk/Recorder. Call (916) 874-6334 for the current amounts.
Can I use a P.O. box for expedited delivery?
No. Expedited delivery is by UPS Air, and UPS will not deliver to post office boxes, so you must give a physical street address, city, state and ZIP code. Expedited delivery is available on orders paid by credit card.
Can I get a birth certificate for someone born outside Sacramento County?
No. The county's page says it can issue birth certificates only for children born in Sacramento County since 1850; certificates for births before 1850 are not available.
Can I fill out the Sacramento County birth certificate application online?
You can fill out the PDF online on FillingPDF and download or print it. FillingPDF is an independent service and does not submit the application, notarize the Sworn Statement or take payment; you send it to the Clerk/Recorder by mail or fax.
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