The Birth Certificate Application (form CCR VITAL 01, printed as Application for Certified Copy of Birth Record) is the form the Ventura County Clerk-Recorder & Registrar of Voters uses to order a copy of a birth record. It is one of the resources for getting a Ventura County birth certificate, and it covers both a Certified Copy and a Certified Informational Copy. On this page you can fill out the form online on FillingPDF and download or print the completed PDF; the form itself is published by the Ventura County Clerk-Recorder.
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What is CCR VITAL 01?
The Birth Certificate Application, printed as Application for Certified Copy of Birth Record (form CCR VITAL 01), is the Ventura County Clerk-Recorder & Registrar of Voters form used to order a certified copy of a California birth record in person, by mail or by fax.
The form separates two kinds of copy. A Certified Copy establishes the identity of the registrant and can be issued only to the authorized individuals listed on the form, under California Health and Safety Code Section 103526. All other requesters receive a Certified Informational Copy, which is printed with the legend "INFORMATIONAL, NOT A VALID DOCUMENT TO ESTABLISH IDENTITY." The form explains that this rule comes from a law effective July 1, 2003, passed to curb illegal use of vital records and identity theft.
The three pages of the form are:
- Page 1: the type of copy, the applicant's relationship to the registrant, applicant information and birth certificate information.
- Page 2: the Sworn Statement and a Certificate of Acknowledgment for a notary.
- Page 3: the instructions, fee and payment rules, and the mailing address.
The Sworn Statement is required for a Certified Copy and is not required for a Certified Informational Copy. The form is for birth records only and is completed separately for each birth requested.
Who needs to file CCR VITAL 01?
Anyone who wants a copy of a birth record from the Ventura County Clerk-Recorder uses this application. What you can receive depends on who you are.
A Certified Copy can be requested by:
- the registrant (the person listed on the certificate), or a parent or legal guardian of the registrant;
- a party entitled to the record under a court order, or an attorney or licensed adoption agency seeking it to comply with Section 3140 or 7603 of the Family Code;
- a member of a law enforcement agency or a representative of another governmental agency conducting official business as provided by law (companies representing a government agency must provide authorization from that agency);
- a child, grandparent, grandchild, sibling, spouse or domestic partner of the registrant;
- an attorney representing the registrant or the registrant's estate, or any person or agency empowered by statute or appointed by a court to act for the registrant or the estate. If you act under a power of attorney, include a copy of it with the application.
Everyone else may request only a Certified Informational Copy, which is not valid to establish identity and needs no Sworn Statement. If the registrant was adopted, make the request in the adopted name.
When to file CCR VITAL 01
Submit this application whenever you need a certified copy of a birth record; the form prints no filing deadline or expiration date. The rules were changed by a law effective July 1, 2003, and from that date only authorized individuals can obtain a Certified Copy that establishes identity.
Complete a separate application for each birth you request, when the certificates are for different individuals. Provide every detail you have about the registrant: the form warns that incomplete or inaccurate information may make it impossible to locate the record. The form sets no processing time. For questions about timing or your order, the Clerk-Recorder lists the phone number (805) 654-2295.
Documents you need
- Sworn Statement (page 2 of the form): required for a Certified Copy; not required for a Certified Informational Copy.
- Certificate of Acknowledgment completed by a Notary Public: required when a Certified Copy is ordered by mail or fax. Not needed in person, where you sign before Clerk-Recorder staff.
- Copy of the power of attorney: include it if you request a Certified Copy under a power of attorney.
- Authorization from the government agency: required when a company represents a government agency and requests a Certified Copy.
- Payment for each copy requested: personal check, postal or bank money order (International Money Order for out-of-country requests), payable to the Ventura County Clerk and Recorder.
- Self-addressed stamped envelope: include it when you mail the application with the fee.
How to fill out CCR VITAL 01
Read the instructions on page 3
The form says not to complete the rest before reading the detailed instructions on page 3, including the notary and payment rules.
Choose Certified or Informational Copy
Check I would like a Certified Copy or I would like a Certified Informational Copy. An informational copy carries the legend "INFORMATIONAL, NOT A VALID DOCUMENT TO ESTABLISH IDENTITY."
Select your relationship to the registrant
For a Certified Copy, mark the line under To receive a Certified Copy I am that describes you, such as the registrant, a parent, a sibling or an attorney.
Complete Applicant Information
Print or type your name and sign, then enter today's date, telephone number with area code, and your street address, city, state and ZIP code.
Enter copies, payment and purpose
Give the name of the person receiving the copies if different, the mailing address for copies if different, the No. of Copies, the Amount Enclosed and the Purpose of Request.
Enter the birth certificate details
Write the registrant's first, middle and last name as on the certificate, the city or town and county of birth, and the date of birth. If the date is unknown, enter an approximate date.
Enter the parents' names
Fill in both parents' first, middle and last names as on the certificate; the second parent line asks for the maiden name.
Complete the Sworn Statement
For a Certified Copy, print your name, enter the registrant's name and your relationship, and sign it only before a notary (mail or fax) or Clerk-Recorder staff (in person).
Review and download the completed PDF
Check names, dates and the number of copies, then download or print the completed PDF from FillingPDF. Get the notary acknowledgment if needed and assemble the package described under How to submit.
How to submit CCR VITAL 01
The form describes four ways to order: by mail, in person, by fax and online by credit card through VitalChek.
- By mail: send the completed application, the fee, and a self-addressed stamped envelope to: Ventura County Clerk and Recorder, 800 S. Victoria Ave., Ventura, CA 93009-1260. A fee applies for each certified copy; pay by personal check, postal or bank money order (International Money Order for out-of-country requests), payable to the Ventura County Clerk and Recorder. For a Certified Copy, your Sworn Statement signature must be acknowledged by a Notary Public.
- In person: take the application to the County Clerk and Recorder's Office. Sign the Sworn Statement in front of the County Clerk and Recorder staff; no notary is needed.
- By fax: the form lists fax (805) 662-6543 and requires the same notary acknowledgment as a mailed order.
- Online by credit card: orders may be processed at www.vitalchek.com. Additional costs apply for credit card orders, so follow the directions on that website.
The form also lists the website vcclerkrecorder.org and phone (805) 654-2295. For the current fee amount, check with the Clerk-Recorder. FillingPDF lets you fill out and download the PDF; submission follows the channels above.
Common mistakes to avoid
- Mailing a Certified Copy request without having the Sworn Statement signature acknowledged by a Notary Public.
- Signing the Sworn Statement before you are with the notary or Clerk-Recorder staff; the remaining information must be completed in their presence.
- Requesting a Certified Copy without selecting your relationship to the registrant from the list on page 1.
- Using one application for certificates of different individuals; a separate form is needed for each birth.
- Entering incomplete or inaccurate birth details, which can make the record impossible to locate.
- Using the birth name instead of the adopted name when the registrant has been adopted.
- Making the check or money order payable to anyone other than the Ventura County Clerk and Recorder.
- Leaving out the self-addressed stamped envelope when ordering by mail.
- Expecting a refund when no record is found: the fee is retained for the search and a Certificate of No Record is issued.
Frequently asked questions
Who can get a certified copy of a Ventura County birth certificate?
Only authorized individuals: the registrant, a parent or legal guardian, a child, grandparent, grandchild, sibling, spouse or domestic partner, certain attorneys, court-entitled parties and government representatives. Everyone else can receive only a Certified Informational Copy, which is not valid to establish identity.
Does my birth certificate application need to be notarized?
For a Certified Copy ordered by mail or fax, yes: your Sworn Statement signature must be acknowledged by a Notary Public. In person, you sign before County Clerk and Recorder staff and no notary is needed. Informational copies need no Sworn Statement.
What is the difference between a certified copy and an informational copy?
A Certified Copy establishes the registrant's identity and requires the Sworn Statement. A Certified Informational Copy is printed with the legend "INFORMATIONAL, NOT A VALID DOCUMENT TO ESTABLISH IDENTITY" and needs no Sworn Statement.
Where do I mail the Ventura County birth certificate application?
Mail it with the fee and a self-addressed stamped envelope to Ventura County Clerk and Recorder, 800 S. Victoria Ave., Ventura, CA 93009-1260. The form also lists fax (805) 662-6543 and phone (805) 654-2295.
How do I pay for a birth certificate copy in Ventura County?
A fee applies per copy. By mail, pay with a personal check or a postal or bank money order payable to the Ventura County Clerk and Recorder. Credit card orders go through www.vitalchek.com and cost extra. Ask the Clerk-Recorder for the current amount.
Can I order a birth certificate for more than one person on one form?
No. The instructions say to complete a separate application for each birth requested when the certificates are for different individuals.
What happens if the county finds no birth record?
The fee is retained for searching the record, as required by law, and a Certificate of No Record is issued to the applicant. Complete and accurate birth details help the office locate the record.
Can I fill out the Ventura 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 or order the copy; you send it through the Clerk-Recorder's channels.
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