The Application for Certified Copy of West Virginia Birth Certificate is the form you send to West Virginia Vital Registration, part of the WV DHHR Bureau for Public Health, to order a certified copy of a birth certificate. People entitled to the record use it: the person named on it, and certain relatives, guardians or legal representatives. On this page you can fill out the form online on FillingPDF and download or print the completed PDF. The form is published by the agency at dhhr.wv.gov, and the signed request goes to Vital Registration by mail with a copy of your photo ID and payment.
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What is Application for Certified Copy of West Virginia Birth Certificate?
The Application for Certified Copy of West Virginia Birth Certificate is the request form used to order a certified copy of a West Virginia birth certificate from Vital Registration, the office of the WV DHHR Bureau for Public Health that handles these records.
The form asks you to identify the record you want, using information that appears on the certificate: the name of the person on the certificate, date of birth, mother's maiden name, father's name, sex and place of birth (city, county, state and hospital). It also asks for your relationship to that person, your signature and printed name, the number of copies you want and the address where the copies should be sent.
Birth records in West Virginia are confidential and not open to the general public, except records that are at least 100 years old. That is why the form requires a copy of a photo ID for every order, and proof of relationship when you order a certificate other than your own. The form warns that false statements and misuse of vital records bring criminal and civil penalties under WV Code §16-5-38.
This form only requests a copy of an existing certificate. The agency's Health Statistics Center site lists corrections and amendment forms separately, under "Correct or Amend a Certificate."
Who needs to file Application for Certified Copy of West Virginia Birth Certificate?
Anyone entitled to obtain a West Virginia birth record who wants a certified copy uses this form. The form lists who is entitled:
- you, if you are 18 years of age or older, or an emancipated minor (the form notes a court order would be required in that case);
- parents and grandparents;
- adult children and grandchildren;
- adult siblings;
- a spouse;
- legal guardians or legal representatives, who must also provide proof of legal guardianship or representation.
The relationship boxes on the form are: Parent/Grandparent, Guardian or agent, Child/Grandchild, Certificate of my own birth, Spouse and Brother/Sister. Proof of relationship may also be required, and it must be enclosed when you order a certificate other than your own.
The general public cannot obtain these records, except records at least 100 years old. If you are not in one of the groups above, this form is not the route to a copy of a record under 100 years old.
When to file Application for Certified Copy of West Virginia Birth Certificate
The form prints no deadline: you complete and send it whenever you need a certified copy of a West Virginia birth certificate. Have the details of the record ready first (the name on the certificate, date of birth, parents' names and place of birth), along with your photo ID and, if you are not ordering your own certificate, proof of your relationship. The form also notes that the list of acceptable ID documents may change without prior notice, so check it before you mail the request. The form gives no processing time; for questions about an order, the form lists the Vital Registration information line at (304) 558-2931.
Documents you need
- A copy of one primary photo ID, or copies of two secondary documents. For mail requests a photocopy is enough; do not send the original.
- Primary ID: DMV-issued driver's license, unexpired or expired for not more than five years.
- Primary ID: DMV-issued learner's/instruction permit (unexpired or expired for not more than five years) or DMV-issued photo ID card, excluding child ID cards (unexpired or expired for not more than one year).
- Primary ID: current photo ID card (school or employment; check cashing cards are not acceptable), or an unexpired U.S. military ID card of an active duty or retired member (not a military dependent's card).
- Primary ID: U.S. passport, unexpired or expired for not more than five years.
- Primary ID: West Virginia Criminal Justice Agency Offender Information Form, or United States Probation Offender Information Form.
- Secondary documents (two needed): Social Security card, U.S. Selective Service card, U.S. military discharge papers (DD214), health care insurance card, or Veterans' Universal Access Identification Card.
- Secondary documents showing your name and current address (two needed in total from the secondary list): utility bill, automobile registration, automobile insurance card, voter's registration card, bank statement or checking deposit slip, or paycheck stub or W-2.
- Secondary documents: unexpired welfare/social services photo ID issued by a municipality, or unexpired weapons or gun permit issued by a federal, state or municipal government.
- Proof of relationship, when you order a certificate other than your own.
- Proof of legal guardianship or representation, if you are a legal guardian or legal representative.
- Check or money order payable to Vital Registration for the total of the copies you order; no cash.
How to fill out Application for Certified Copy of West Virginia Birth Certificate
Enter the name on the certificate
Under "Name of person on the certificate," write the first, middle and last name as they appear on the birth certificate, and the date of birth as Month/Day/Year.
Enter the parents' names
Write the mother's maiden name (first, middle, last) and the father's name (first, middle, last) as they would appear on the certificate.
Mark the sex
Check Male or Female for the person named on the certificate.
Give the place of birth
Enter the city, county and state of birth, and the hospital.
Select your relationship
Under "Requestor's Relationship," check one box, such as Certificate of my own birth, Parent/Grandparent, Spouse or Guardian or agent. Proof of relationship goes with the request if the certificate is not your own.
Sign and print your name
Sign on the line marked Signature (Required) and write your name in Printed Name (Required). The form warns that false statements carry penalties under WV Code §16-5-38.
Enter the number of copies
On the line "Requesting ___ copies," enter how many copies you want and the total you are enclosing. The form shows the per-copy amount; make the check or money order payable to Vital Registration.
Enter where to send the copies
Under "Send copies to," print your address with city, state and ZIP code, plus your daytime telephone number with area code and your e-mail address.
Review, sign and download the PDF
Check every entry against the record, then download or print the completed PDF from FillingPDF, sign it where required and assemble the package with your ID copy, any proof of relationship and payment, as described under How to submit.
How to submit Application for Certified Copy of West Virginia Birth Certificate
The form is submitted by mail to Vital Registration; it says to complete it, print it, sign it and mail it as instructed.
- Mail to: Vital Registration, Room 165, 350 Capitol Street, Charleston, WV 25301-3701.
- Enclose: the signed form, a copy of your photo ID (a photocopy is sufficient for mail requests; do not send the original), proof of relationship if you order a certificate other than your own, and payment.
- Payment: a fee applies per copy, and the form shows the per-copy amount and a line for the total you enclose. Send a check or money order made payable to Vital Registration. Do not send cash.
- Questions: call the Vital Registration information line at (304) 558-2931.
Print your own address in the "Send copies to" section so the copies come back to you. FillingPDF lets you fill out and download the PDF; submission follows the channels above.
Common mistakes to avoid
- Mailing the request without a copy of your photo ID; the form requires one for all orders.
- Sending your original ID instead of a photocopy; the form says not to send the original for mail requests.
- Submitting only one document from the secondary list; two secondary documents are required if you do not use a primary one.
- Using a check cashing card as photo ID, or a military dependent's ID card as a primary document; neither is accepted.
- Sending cash, or writing the check to someone other than Vital Registration.
- Leaving out proof of relationship when ordering a certificate that is not your own, or proof of guardianship or representation as a legal guardian or representative.
- Leaving the Signature or Printed Name blank; both are marked required on the form.
- Presenting an expired DMV license or passport beyond the stated five years, or an expired DMV photo ID card beyond one year.
- Ordering a record you are not entitled to; birth records are confidential unless they are at least 100 years old.
Frequently asked questions
How do I get a certified copy of a West Virginia birth certificate?
Complete the Application for Certified Copy of West Virginia Birth Certificate, sign it, and mail it to Vital Registration, Room 165, 350 Capitol Street, Charleston, WV 25301-3701. Enclose a copy of your photo ID, proof of relationship if needed, and a check or money order.
Who can request a West Virginia birth certificate?
You, if you are 18 or older (or an emancipated minor), parents and grandparents, adult children and grandchildren, adult siblings, a spouse, and legal guardians or representatives with proof of guardianship. Records are confidential unless they are at least 100 years old.
What ID do I need to order a birth certificate in West Virginia?
One primary document, such as a DMV-issued driver's license or a U.S. passport, or two secondary documents, such as a Social Security card plus a utility bill with your current address. For mail requests a photocopy is enough; do not send the original.
Can I fill out the birth certificate application online?
You can fill out the PDF online on FillingPDF and download or print it. The form itself says to complete it on-line, print, sign and mail it. FillingPDF does not send it to Vital Registration; you mail the signed form yourself.
How do I pay for a West Virginia birth certificate copy?
A fee applies for each copy. Send a check or money order payable to Vital Registration with the form; do not send cash. The per-copy amount is printed on the form. You can also call (304) 558-2931 to ask about it.
Can I order someone else's birth certificate?
Only if you are entitled to it, such as a parent, grandparent, adult child or grandchild, adult sibling, spouse, or legal guardian or representative. Enclose proof of your relationship; guardians and representatives also need proof of guardianship or representation.
Where do I mail the West Virginia birth certificate application?
Mail it to Vital Registration, Room 165, 350 Capitol Street, Charleston, WV 25301-3701. The Vital Registration information line is (304) 558-2931.
Is this form used to correct a birth certificate?
No. This form requests a certified copy of an existing record. The agency's Health Statistics Center site lists corrections and amendment forms separately under "Correct or Amend a Certificate."
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