Order a Death Certificate

Oregon State Vital Records is offering appointments for in-person visits to ORDER vital records. Click HERE to schedule your appointment.

In-person customer assistance to CHANGE vital records is not available.
For more information on how to make changes to a record contact the Amendment Unit at CHS.Amendments@oha.oregon.gov.

According to Oregon law, access to death records is restricted for 50 years after the date of the death.

Those wanting to order a death certificate must complete an application process and prove their eligibility. For more information, see ORS 432.380.

Oregon Center for Health Statistics has received an increased number of calls about third-party vendors selling birth, death, marriage and divorce certificates. These companies charge customers high fees to “process” or “help apply” for certificates issued from the Oregon Center for Health Statistics.

For the fastest service, without high fees, we encourage customers to order certified copies only from the Oregon Center for Health Statistics, your local Oregon county health department, or through our contracted vendor VitalChek.

If you have ordered through one of these third-party companies and would like to file a consumer complaint, contact the Oregon Department of Justice Consumer Protection or call 1-877-877-9392.

Checklist to Order a Death Certificate

Be at Least 18 Years Old.

Meet Eligibility Requirement to Receive the Certificate and, if Necessary, Provide Proof of Eligibility.

See the following for information about what relationships are eligible to order death certificates and documentation that may be required. If you are not eligible, see the Notarized Permission to Pick up Certificate Form below this list. Additional documents may be required.

Parent:
If the name on your ID matches one of the parents named on the certificate, nothing else is required.

Stepparent:
If the decedent was under 18 years of age and you are still married to the parent on the certificate, you will need a state-issued marriage or domestic partnership certificate (not a commemorative certificate, but a legal vital record certificate from the state) AND another recent document that names both you and your spouse and is dated within 30 days of your date of application.

Examples of the second document can include a joint utility or mortgage bill, bank statement, or tax filing. A marriage certificate cannot be used as the only evidence that you are the current spouse because it only proves that you were once married. Otherwise, you are not eligible unless you can prove eligibility as an Authorized Representative or through a Property Right.

Grandparent:
A copy of your child's birth certificate that names you as a parent and who is named as a parent on the certificate you are requesting is required. If the certificate does not name any parents, a copy of your grandchild's birth certificate is also required.

Child:
Biological or adopted: A copy of your birth certificate that names the decedent as your parent is required.

Grandchild:
A copy of your birth certificate AND a copy of your parent’s birth certificate that names the decedent as a parent is required.

Sibling:
A copy of your birth certificate that shows a shared parent with the decedent is required.

Spouse / Registered Domestic Partner:
If your current legal name matches the name of the spouse on the certificate you are ordering, nothing else is required.

If not, you may be asked to submit documentation of a legal name change such as a court ordered name change or other legal documents to show that you are the spouse named on the certificate. A marriage certificate cannot typically be used as the only evidence that you are the current spouse because it only proves that you were once married.

If you are not the spouse named on the certificate, you are not eligible to order unless you can prove eligibility as an Authorized Representative or through a Property Right.

Legal Guardian:
A valid copy of court guardianship papers naming you as legal guardian of the decedent immediately before death is required.

Legal Representative:
“Legal representative” means a licensed attorney representing the decedent or other qualified applicant. ORS 432.005(21).

A valid copy of court records or legal documentation that authorizes you to act on behalf of the decedent or another eligible person OR a statement on company letterhead explaining who you represent and their relationship to the decedent is required.

If you are representing another person, documents that prove their eligibility will also be required.

Authorized Representative:
“Authorized representative” means an agent designated in a written statement signed by the decedent or other qualified applicant, the signing of which was witnessed ORS 432.005(3).

Includes court-assigned estate administrators, trust fund administrators, and those with notarized permission from eligible parties.

A notarized document that authorizes you to act on behalf of the decedent or another eligible person is required. A standard permission form that can be notarized is accessible in English and Spanish and should accompany the order form.

A Power of Attorney that authorizes you to act on behalf of another eligible person is also acceptable, but a Power of Attorney for the decedent is not.

If you are representing another person, documents that prove their eligibility will also be required.

Government Agency:
“Government agency" means a unit of federal, state, local or tribal government. ORS 432.005(12).

An ID card issued by your government agency that contains your full name and photograph is required and either:

A letter from a government agency (on official letterhead) citing the agency's need for the certificate in order to conduct official duties,

OR

A valid copy of court records or legal documentation that authorizes you to act on behalf of the decedent or another eligible person.

Funeral Service Practitioner:
If you are staff for the funeral establishment named on the requested certificate, only ID is required.

Person in charge of disposition:
See ORS 97.130.

Documents should include the names of the decedent and the applicant. Common examples include authorizations for disposition completed at a funeral home and funeral home invoices.

Property Right:
Person with a property or personal right in need of protection.

In all cases:
Documents should include the names of the decedent and the applicant, and whenever possible should be dated within 30 days of the date of this application, on official letterhead of the issuing organization.

Only the Short Form Death Certificate (without cause of death) will be issued unless the property right requires cause of death information (such as life insurance beneficiaries).

Common examples include court documents, account statements, bills of sale, car or mortgage titles, contracts, loans, official requests from insurance or financial companies for documentation of death, and notices from the Social Security Administration or Veteran’s Affairs regarding survivor’s benefits.

See below for some specific examples:
Person with a joint bank or investment account: An account statement naming you and the decedent is required. You are only eligible for a Short Form Death Certificate.

Person with a joint mortgage:
Joint mortgage documents naming you and the decedent are required. You are only eligible for a Short Form Death Certificate.

Beneficiary or owner of an insurance policy:
Insurance documentation naming you as beneficiary or policy owner of the decedent’s life insurance is required.

Survivor entitled to SSA or VA benefits:
If you were the spouse at the time of death, see Spouse/Registered Domestic Partner. If not, a letter from the SSA or VA naming you as eligible for the decedent’s death benefits is required; also see below.

VA employee applying on behalf of an eligible survivor:
See Government Agency. VA benefits require a Long Form Death Certificate.

Title insurer or title insurance agent:
An official document or letter from your organization that authorizes you as the title insurer or title insurance agent handling a transaction pertaining to the decedent is required. You are only eligible for a Short Form Death Certificate.

Other Family:
Aunt/Uncle, Niece/Nephew, Cousin, Stepchild, Stepsibling.
You are not eligible unless you can prove eligibility through another relationship listed above such as an Authorized Representative or through a Property Right.

Unwed Partner:
Ex-spouse, ex- or un-registered domestic partner, romantic partner, fiancée, common-law spouse.
You are not eligible unless you can prove eligibility through another relationship listed above as an Authorized Representative or through a Property Right.

Next of kin:
Spouse, child, parent, sibling, legal guardian, representative of the estate, or representative named in the will. OAR 333-011-0300(1)(a).
See:
Parent, Child, Sibling, Spouse/Registered Domestic Partner, Legal Guardian, Legal Representative, or Authorized Representative.

Informant:
You are not eligible for this certificate unless you can prove eligibility through another relationship listed here.

A Notarized Permission to Pick up Certificate Form allows someone who is eligible to receive a vital record certificate to grant permission to order or pick up a certificate for someone who is not eligible.

The form requires notarized permission and the notarized permission form can only be used once within a year of being signed.

This form is available in English and Spanish and should accompany the order form.

If submitting your order online or by phone, you will use your date of birth and name to generate a quiz to screen your identity. If you fail the identity check, you must provide a copy of acceptable proof of ID.

If submitting your order in person, you will use your date of birth and name to generate a quiz to screen your identity. You must provide acceptable proof of ID when receiving your order.

Acceptable Proof of ID

If submitting your order by mail or drop box, provide a copy of acceptable proof of ID with your order form.

Important:

Words must be legible and photo must be clear.
Expired documents are not acceptable.

Any ONE of the following documents are acceptable:

Current, valid driver's license, permit, or ID card.

Current, valid passport or passport card with photo.

Tribal Membership or ID card with photo and address (without photo accepted as one of three pieces of ID).

US Armed Services ID Card with photo.

Current student body card with name and photo (high school students only).

Consulate Card (Matrícula Consular) with photo and address.

Citizen ID with photo.

Permanent Resident Card with photo.

State or federal government ID badge with photo.

OR...

Any THREE of the following documents, as long as at least one shows your current address:

Selective Service Card or military discharge paper (must be original).

US Immigration or naturalization papers.

Concealed weapon permit with photo.

Official papers issued by courts of record which include date of birth.

Official corrections department or parole papers showing date of birth and full name.

Vehicle registration or title.

Personalized check or savings account passbook.

Monthly banking or mortgage account statement (Document must be no more than 30 days old).

Pistol or firearms permit.

State hunting or fishing license.

Recent utility or other bill with current address (Document must be no more than 30 days old).

Recent paycheck stub or paycheck (official company type only). (Document must be no more than 30 days old.)

Company identification card.

Voter registration card issued by a county elections department.

Valid food stamp, welfare, or unemployment identification.

Medical or hospital insurance card.

Tax statements – W-2 forms, etc.

Auto insurance policy.

Union membership card.

Rental Agreement that displays the rental property header/logo, is the current property of residence, is signed by the property manager, and shows that ID verification has taken place.

If there are differences between information provided and information on the record, or questions about the validity of any document, staff are authorized to request additional information or documents.

A printable version of the identifying documents list is available in both English and Spanish.

Short or Long Form: Which One Do I Select?

There are two types of death certificates issued from Oregon Vital Records:

Short Form (without cause of death) - $25
Long Form (with cause of death) - $25

Short Form Death Certificates (without cause of death)

Available for deaths from 1978 – Present

This certificate includes the name of the deceased, the date of the death, the location of death, as well as personal information about the deceased like their address, birth date, and name of parents and spouse/partner (if applicable). It does not list the cause of death, time of death, or any medical information.

This certificate provides proof of the fact of death when the cause and manner of death are not needed.

Title changes for a car, bank account, or property require the short form.
Probate or court proceedings, wills, and trusts typically require the short form.

Long Form Death Certificates (with cause of death)

Available for deaths from 1903 – Present

This certificate has the same information listed in the short form (date, place, and county of death) as well as personal information about the deceased. It also contains the medical information listing the cause, manner, and time of death.

Life insurance companies and financial institutions for items like insured loans or stocks and bonds typically require the long form.

It is important to check with any company or organization that may require a death certificate to determine what type they may need.

You may order one or more of each type of certificate if you want the option to have a certificate that keeps medical information confidential and one with all the information from the death record.

Information about person listed on death record

Full name of deceased person - first, middle, and last
Date of death or time period to search (If you do not know the exact date, a search span of five years is included as part of the initial fee, covering the given year, two years before, and two years after that year).
Place of death - city and/or county
Spouse or domestic partner's name (if applicable)

Information about you as the applicant (person ordering the record)

Your relationship to the person named on the record
Your reason for ordering the certificate
Your name and mailing address
Your contact information (daytime telephone number and/or email)

Complete the Order
(See specific order methods below for information on how to order including links and order forms.)

• Online

• By Phone

• By Mail In or Drop Box

• In Person

Pay Fee(s)
(See “Ways to Order a Certificate" below.)

Ways to Order a Certificate

Select an order option below and open the drop down menu for more information, forms and payment instructions.

You can order on the web at www.VitalChek.com at any time.

Cost:

$25.00 Initial record search fee and first certificate
$ 7.00 Expedite fee
$11.25 VitalChek vendor fee and security fee for applicant ID verification and review.
$43.25 Total nonrefundable fee for the first certificate 

Additional Fees:

$20.00 UPS Next Day Air (USA excluding AK, HI, and PR). Other locations have additional fees.

Default selection when ordering.
Must be available to sign for the certificate(s) if you choose this option.$25.00 for each additional certificate ordered.
Does not guarantee immediate delivery. We may need additional documentation before releasing a record.

If the date of event is unknown for death, marriage or divorce records, $25.00 covers a five-year search. Those five years include the year of the given date, two years before the given date, and two years following the given date. Add $1.00 per year if more than 5 years needs to be searched, unless the record is more than 50 years old.

Once a search for a record has been started, orders cannot be cancelled, and fees cannot be refunded.

Payment:

All major credit or debit cards. Most prepaid debit cards accepted. Government issued benefit cards are not accepted.

Processing Time:

Typically processed within three [workdays (Monday through Friday). VitalChek will forward orders to Oregon Vital Records within 24 hours for processing after all the information is provided and any documentation requirements are complete.

The following may cause delays with processing the order:

Inaccurate information was submitted on the application

Inaccurate or incomplete eligibility documents were provided

The applicant who submitted the order is not eligible

An amendment on the record is being processed

The record is not on file

If something additional is needed from you, we will reach out to you by mail or secure email. Please check your junk email folder. If you haven't received your order within the allotted timeline listed in the order options, please contact us at 971-673-1190 for assistance.

Once the order has been processed, it will then be shipped to the customer.

Shipping:

When ordering through vitalchek.com, your shipping method defaults to UPS Next Day Air, which is an additional $20 fee. If your request is to be delivered by UPS Next Day Air, you must be available to sign for the certificate(s).

To request shipping by regular mail (United States Post Office), you may click the small down arrow on the Shipping Method box and choose the Regular Mail option. This box appears on the page where you enter your home and shipping address.

At any point before finalizing your order, you may click the Back button at the bottom of the screen to return to this page and change this setting.

If you have questions regarding delivery times or costs, please call VitalChek at 1-888-896-4988.

Other Vendors on the Internet:

The Oregon Vital Record office has no agreements with any vendors except the VitalChek Network.

If you use another vendor on the Internet, you will pay additional fees without receiving fast and efficient processing of your certificate request. We have no control over what fees other web vendors charge, nor can we guarantee the confidentiality of any vital record data provided to them.

Phone

Place your order by calling VitalChek at 1-888-896-4988 24 hours a day, 7 days a week.

Cost:

$25.00 Initial record search fee and first certificate
$ 7.00 Expedite fee
$12.95 VitalChek vendor fee and security fee for applicant ID verification and review.
$44.95 Total nonrefundable fee for the first certificate

Additional Fees:

$20.00 UPS Next Day Air (USA excluding AK, HI, and PR). Other locations have additional fees.
Default selection when ordering
Must be available to sign for the certificates(s) if you choose this option.
Does not guarantee immediate delivery. We may need additional documentation before releasing a record.
$25.00 for each additional certificate ordered.

If the date of event is unknown for death, marriage or divorce records, $25.00 covers a five-year search. Those five years include the year of the given date, two years before the given date, and two years following the given date. Add $1.00 per year if more than 5 years needs to be searched, unless the record is more than 50 years old.

Once a search for a record has been started, orders cannot be cancelled, and fees cannot be refunded.

Payment:

All major credit or debit cards. Most prepaid debit cards accepted. Government issued benefit cards are not accepted.

Processing Time:

Typically processed within three workdays (Monday through Friday). VitalChek will forward orders to Oregon Vital Records within 24 hours for processing after all the information is provided and any documentation requirements are complete.

The following may cause delays with processing the order:

Inaccurate information was submitted on the application
Inaccurate or incomplete eligibility documents were provided
The applicant who submitted the order is not eligible
An amendment on the record is being processed
The record is not on file

If something additional is needed from you, we will reach out to you by mail or secure email. Please check your junk email folder. If you haven't received your order within the allotted timeline listed in the order options, please contact us at 971-673-1190 for assistance.

Once the order has been processed, it will then be shipped to the customer.

Shipping:

You have the option to ship your certificate(s) by regular mail with the United States Postal Service (USPS) or with UPS Next Day Air. If you select UPS Next Day Air, you must be available to sign for the certificate(s).

If you have questions regarding delivery times or costs, please call VitalChek at 1-888-896-4988.

Cost:

$25.00 Initial nonrefundable record search fee and first certificate

Additional Fees:

$25.00 for each additional certificate ordered

If the date of event is unknown for death, marriage or divorce records, $25.00 covers a five-year search. Those five years include the year of the given date, two years before the given date, and two years following the given date. Add $1.00 per year if more than 5 years needs to be searched, unless the record is more than 50 years old.

Once a search for a record has been started, orders cannot be cancelled, and fees cannot be refunded.

Payment:

No cash. Make payment by money order or check.

Make payment out to:

OHA/Vital Records

Please do not staple any documents or payments to the order form.

Send your signed order form(s), fees, copy of ID, and any other necessary documents to:

Oregon Vital Records
PO Box 14050

Portland OR 97293

Processing Time:

Please allow approximately 5 - 7 weeks processing time for all orders from the date the order is received in our office.

The following may cause delays with processing the order:

Inaccurate information was submitted on the application
Inaccurate or incomplete eligibility documents were provided
The applicant who submitted the order is not eligible
An amendment on the record is being processed
The record is not on file

If something additional is needed from you, we will reach out to you by mail or secure email. Please check your junk email folder. If you haven't received your order within the allotted timeline listed in the order options, please contact us at 971-673-1190 for assistance.

Once the order has been processed, it will then be shipped to the customer. Corrections or amendments to records will add additional time for processing.

Shipping:

Certificate orders placed by mail are shipped by regular mail with the United States Postal Service (USPS).

If you need the certificate(s) shipped in a way other than by USPS, enclose a pre-addressed, pre-paid delivery envelope.

Drop off your signed order form(s), fees, copy of ID, and any other necessary documents in a sealed envelope in the secure drop box.

Cost:

$25.00 Initial nonrefundable record search fee and first certificate

Additional Fees:

$25.00 for each additional certificate ordered.

If the date of event is unknown for death, marriage or divorce records, $25.00 covers a five-year search. Those five years include the year of the given date, two years before the given date, and two years following the given date. Add $1.00 per year if more than 5 years needs to be searched, unless the record is more than 50 years old.

Once a search for a record has been started, orders cannot be cancelled, and fees cannot be refunded.

Payment:

No cash. Make payment by money order or check.

Make payment out to:

OHA/Vital Records

Please do not staple any documents or payments to the order form.

Location of Drop Box:

Oregon Vital Records
800 NE Oregon Street

Portland OR 97232

Located at the entrance by the west door (located in the parking lot).

Directions to Vital Records

Processing Time:

Please allow approximately 5 - 7 weeks processing time for all orders from the date the order is received in our office. Materials are collected from the drop box Monday – Friday.

The following may cause delays with processing the order:

Inaccurate information was submitted on the application
Inaccurate or incomplete eligibility documents were provided
The applicant who submitted the order is not eligible
An amendment on the record is being processed
The record is not on file

If something additional is needed from you, we will reach out to you by mail or secure email. Please check your junk email folder. If you haven't received your order within the allotted timeline listed in the order options, please contact us at 971-673-1190 for assistance.

Once the order has been processed, it will then be shipped to the customer.

Shipping:

Certificate orders placed by mail are shipped by regular mail with the Unites States Postal Service (USPS).

If you need the certificate(s) shipped in a way other than by USPS, enclose a pre-addressed, pre-paid delivery envelope.

Informational Slides / Videos About the Vital Records Drop Box:

Register for an Appointment to Order Your Certificate(s) In-Person:

Appointments are 30 minutes in length and are available from 9:00 a.m. to 4:00 p.m. with the last appointment starting at 3:30 p.m. Pacific Time. Appointments are for ordering certificates only.

Click Here to Schedule an In-Person Appointment.

No amendments can be made at an in-person appointment.

Cost:

$25.00 Initial record search fee and first certificate

$ 3.00 Identity authentication fee

$28.00 Total nonrefundable fee for the first certificate

Additional Fees:

$25.00 for each additional certificate ordered.

If the date of event is unknown for death, marriage or divorce records, $25.00 covers a five-year search. Those five years include the year of the given date, two years before the given date, and two years following the given date. Add $1.00 per year if more than 5 years needs to be searched, unless the record is more than 50 years old.

Once a search for a record has been started, orders cannot be cancelled, and fees cannot be refunded.

Payment:

Payment can be made by credit card, debit card, cash or money order. If a personal or business check is used, it must be accepted by the electronic funds transfer software (EFT).

A credit union ATM is available on the first floor in the building.

Address:

Portland State Office Building

800 NE Oregon Street
Portland, Oregon 97232

Those who have scheduled an appointment should check in ten minutes early in the lobby of the first floor. The public entrance to the building is located on Oregon Street between 7th and 9th Avenues. The Oregon Vital Records check in desk is located immediately to the right of the public entrance. Driving Directions.

Note:

Street and lot parking for the immediate area are pay per hour parking.

Processing Time:

Appointments are scheduled for 30 minutes. Customers will enter their order at a self-service kiosk.

If something additional is needed from you, we will reach out to you by mail or secure email. Please check your junk email folder. If you haven't received your order within the allotted timeline listed in the order options, please contact us at 971-673-1190 for assistance.

Some full image records will not be available the same day but will be mailed or made available for pick up the next workday.

Important:

Vital Records Amendments counter is closed, there are no In-Person amendments being processed while you wait.

Those ordering must show a valid photo ID or alternative identifying documents as well as any required documentation to prove eligibility. If you cannot provide information or documents, we recommend that you have another eligible family member order your record for you.

The person who comes to the office to order the record must be eligible to order it. (See above if there are questions about eligibility.)

Click Here to Schedule an In-Person Appointment.

Infographic of Order Types (NO LINKS) (With Appt).jpg

Downloadable copy - Comparison Chart of Order Options for Vital Records

Additional Sources for Vital Records

Some vital records that have become public records are available as uncertified copies from the Oregon State Archives in Salem for a small fee.

Oregon State Archives
800 Summer Street NE,
Salem, Oregon 97310
(503) 373-0701

Many countries require proof of the validity of Oregon birth, death, marriage and divorce records. To get a document authenticated, also known as an apostille, you must first get a certified copy of the record.

Birth or death certificates are available from the Oregon Center for Health Statistics or the Oregon county where the event took place. The certificate must be an original certified copy and cannot be a photocopy.

Original certified copies of marriage or dissolution of marriage (divorce) or dissolution of Oregon Registered Domestic Partnership are available from the Oregon Center for Health Statistics.

Once you have the certificate, it must then be sent to the Oregon Secretary of State/Corporate Division for authentication. See their website for more information about the rest of the authentication process including order forms and fees.

In order for either of these certificates to be issued, a fetal death report must have been registered with Oregon Vital Records.

Oregon law requires the filing of a fetal death report if the fetal weight is 350 grams or more or if the fetus completed 20 weeks of gestation.

If the fetus did not meet one of these thresholds at the time of death, parents may request the birthing facility to file a fetal death report when the law does not require one to be filed in order to obtain a Commemorative Certificate of Stillbirth.

Commemorative Certificate of Stillbirth

Commemorative Certificates of Stillbirth are available to the biological parents when a fetal death record is on file for a stillbirth that occurred after January 1, 1999. This is a commemorative certificate and not a legal record. It is printed on parchment paper and displays the name of the child, the parents, the date of delivery, city, county of delivery, and the state seal.

Example of Commemorative Certificate of Stillbirth

The fee for this certificate is $25. To order by mail or by using the Drop Box*, download and complete the Commemorative Certificate of Stillbirth Order Form.

Certified Copy of Fetal Death

Parents and other eligible parties (ORS 432.380(2)(c)(B)(iv)) may also order a Certified Copy of Fetal Death for legal purposes (examples include tax or insurance reasons or if the remains are to be removed from the state). The Certified Copy of Fetal Death is printed on special security paper and looks similar to an official birth or death certificate.

The fee for this certificate is $25. To order a Certified Copy of Fetal Death by mail or by using the Drop Box*, download and complete the Certified Copy of Fetal Death Order Form.

* The Drop Box is located at the west door of Oregon Vital Records (located in the parking lot)
800 NE Oregon Street | Portland, OR 97232

Most county vital records offices in Oregon issue birth and death records for six months following the date of the event. You will find vital records offices in your county health department or your county clerk's office.

To locate an Oregon county vital records office, please see the Oregon County Health Department Directory.

The Center for Health Statistics Vital Records office may provide up to three (3) certified copies of a birth, death, marriage, divorce, domestic partnership or dissolution of domestic partnership record with a zero fee to eligible requests in connection with a state or federal emergency declaration.

Applicants must state the reason for ordering the record(s) as “Emergency Declaration" to qualify for the zero fee, there may be additiol documentation requested.

Frequently Asked Questions:

Updated November 1, 2021

Printable version in English and Spanish

What does this mean?

The Center for Health Statistics Vital Records office may provide up to three (3) certified copies of a birth, death, marriage, divorce, domestic partnership or dissolution of domestic partnership record with a zero fee to eligible requests in connection with a state or federal emergency declaration.

-Or-

Oregon State County Vital Records offices, within the first 6 months of an event, may provide up to three (3) certified copies of death or birth records with a zero fee to eligible requests in connection with a state or federal emergency declaration.

When does the rule go into effect?

The rule is effective on November 1, 2021 and applies to records requests received on and after June 1, 2021.

Where can I find a list of qualifying Emergency Declarations?

A list of Oregon Emergency Declarations can be found here: https://www.oregon.gov/gov/admin/Pages/executive-orders.aspx

How do individuals get certificates free of charge?

To be eligible, individuals must have experienced loss of property or life due to or associated with a state or federal emergency declaration. When ordering certified copies of vital records, the person ordering the certificates must state the reason for ordering the record(s) as “Emergency Declaration."

What happens if I order by mail or place an order in the Drop Box?

Complete and sign the order form. Include your valid identification. State on the order form the reason for needing the record as “Emergency Declaration." It is important that this information is noted on the order, so our office is aware that a fee is not included. We may request additional documentation if it appears the request for records is not in connection with an emergency declaration.

What happens if I order over the internet or by phone?

If you are ordering via the internet or phone, the certificate fee will be $0.00. However, the expedite fee and vendor fee will still apply to the order. When completing the order, state the reason for needing the record as “Emergency Declaration." It is important that this information is noted on the order, so the certificate qualifies for the zero fee. We may request additional documentation if it appears the request for records is not in connection with an emergency declaration.

Are other fees for vital records being charged?

Yes, all other fees such as expediting a request for an order or amending a record will still be charged.

Is the certificate fee not being charged for all orders for certified copies?

No. This is only for certified copies of vital records in connection with a state or federal emergency declaration. The person requesting the certified copies must state that the reason they need the record is “Emergency Declaration." We may request additional documentation for requests for records not in connection with an emergency declaration.

Is identification still required?

Yes. Identification is required by law for all requests for vital records when submitting your order.

Can anyone get certified copies with zero fees?

No. Only individuals eligible to receive the requested vital records as outlined in law can order the certificates. Only those who experienced loss of property or life due to a state or federal emergency declaration are eligible to get the certificates with a zero fee charge.

How many certified copies can I get for the zero fee?

Eligible orders may receive up to three (3) certified copies of each type of record (birth, death, marriage, divorce, domestic partnership or dissolution of domestic partnership record). Make sure to specify how many certificates you want when ordering.

If I order one death record, one birth record, and one marriage record, does this count as the three zero fee certificates?

You can get three certified copies of each record type at the time of ordering. In this scenario, you can get two more certificates of each record type with a zero fee charge. You will need to submit an order for each type of record. The person ordering must be eligible to order the record, state the reason for needing the record as “Emergency Declaration."

Do I have to order them at the same time?

No. You can get up to three (3) zero fee certified copies of any record if the records are ordered in connection with a state or federal emergency declaration.

Does this apply to marriage and divorce records issued by the County Clerks and Circuit Courts?

No. This only applies to certified copies of marriage and divorce records issued from the State Vital Records office.

Where can I get more information?

For more information on how to order a vital record go to: www.healthoregon.org/chs or call 971-673-1190.

Legality of Documents

Determining if Your Record is Valid and Acceptable for Legal Purposes

All certified birth, death, marriage, divorce and Oregon registered domestic partnership certificates currently being issued by the Oregon Vital Records Office are printed on intaglio banknote paper with the seal of the State of Oregon in the lower left corner and the seal of the Oregon Health Authority/Public Health Division in the lower right corner.

The border and Oregon seal should have a perceptible "rough" feel to it. Any erasures or additions to the record invalidate it. Because any document that has been photocopied could be altered and then recopied to disguise changes, a copy you make on plain paper will not be accepted by state and federal agencies as a legal document.

In the past, certified copies have been made on a wide variety of paper types. All of the older types of certified copies can be identified by the raised, notary-type seal. If you have a photocopy and cannot feel the raised seal, most agencies will not accept it as a certified copy since they cannot tell whether the document has been altered.

Birth Cards

Oregon no longer issues birth cards. Birth cards only list the registrant’s name, date of birth, place of birth and certificate number.
Many agencies will not accept them as proof of identity, because they do not include parent names and the cards do not include all the security features found on certificates.

Order a Death Certificate

In-person customer assistance to CHANGE vital records is not available.For more information on how to make changes to a record contact the Amendment Unit at CHS.Amendments@oha.oregon.gov.

In-person customer assistance to CHANGE vital records is not available.For more information on how to make changes to a record contact the Amendment Unit at CHS.Amendments@oha.oregon.gov.

In-person customer assistance to CHANGE vital records is not available.For more information on how to make changes to a record contact the Amendment Unit at CHS.Amendments@oha.oregon.gov.

According to Oregon law, access to death records is restricted for 50 years after the date of the death.

Those wanting to order a death certificate must complete an application process and prove their eligibility. For more information, see ORS 432.380.

Consumer Alert

For the fastest service, without high fees, we encourage customers to order certified copies only from the Oregon Center for Health Statistics, your local Oregon county health department, or through our contracted vendor VitalChek.

If you have ordered through one of these third-party companies and would like to file a consumer complaint, contact the Oregon Department of Justice Consumer Protection or call 1-877-877-9392.

Checklist to Order a Death Certificate

Be at Least 18 Years Old.

Parent / Stepparent / Grandparent

Parent:

​If the name on your ID matches one of the parents named on the certificate, nothing else is required.​

Stepparent:​

Grandparent:

A copy of your child's birth certificate that names you as a parent and who is named as a parent on the certificate you are requesting is required.​ If the certificate does not name any parents​,​ a copy of your grandchild's birth certificate is also required.​​

Child / Grandchild / Sibling

​Child:

Biological or adopted: A copy of your birth certificate that names the decedent as your parent is required.

Grandchild:

A copy of your birth certificate AND a copy of your parent’​s birth certificate that names the decedent as a parent is required.

Sibling:

A copy of your birth certificate that shows a shared parent with the decedent is required.​

Spouse / Registered Domestic Partner

Spouse / Registered Domestic Partner:

If your current legal name matches the name of the spouse on the certificate you are ordering, nothing else is required.

If you are not the spouse named on the certificate, you are not eligible to order unless you can prove eligibility as an Authorized Representative or through a Property Right.​

Legal Guardian / Legal Representative / Authorized Representative

Legal Guardian:

A valid copy of court guardianship papers naming you as legal guardian of the decedent immediately before death is required.

Legal Representative:

“Legal representative” means a licensed attorney representing the decedent or other qualified applicant. ORS 432.005(21).

A valid copy of court records or legal documentation that authorizes you to act on behalf of the decedent or another eligible person OR a statement on company letterhead explaining who you represent and their relationship to the decedent is required.​

If you are representing another person, documents that prove their eligibility will also be required.

​Authorized Representative:

A notarized document that authorizes you to act on behalf of the decedent or another eligible person is required. A standard permission form that can be notarized is accessible in English and Spanish and should accompany the order form.

A Power of Attorney that authorizes you to act on behalf of another eligible person is also acceptable, but a Power of Attorney for the decedent is not.If you are representing another person, documents that prove their eligibility will also be required.​​

Government Agency

​Government Agency:

“Government agency" means a unit of federal, state, local or tribal government. ORS 432.005(12).

An ID card issued by your government agency that contains your full name and photograph is required and either:

A letter from a government agency (on official letterhead) citing the agency's need for the certificate in order to conduct official duties,OR

A valid copy of court records or legal documentation that authorizes you to act on behalf of the decedent or another eligible person.​

Funeral Service Practitioner

​Funeral Service Practitioner:

If you are staff for the funeral establishment named on the requested certificate, only ID is required.​​

Person in Charge of Disposition

​Person in charge of disposition:

See ORS 97.130.

Documents should include the names of the decedent and the applicant. Common examples include authorizations for disposition completed at a funeral home and funeral home invoices.​

Property Right (Title, Survivor Benefits, Insurance)

Property Right:

Person with a property or personal right in need of protection.

In all cases:

Documents should include the names of the decedent and the applicant, and whenever possible should be dated within 30 days of the date of this application, on official letterhead of the issuing organization.

Only the Short Form Death Certificate (without cause of death) will be issued unless the property right requires cause of death information (such as life insurance beneficiaries).​

See below for some specific examples:

Person with a joint bank or investment account: An account statement naming you and the decedent is required. You are only eligible for a Short Form Death Certificate.

Person with a joint mortgage:

Joint mortgage documents naming you and the decedent are required. You are only eligible for a Short Form Death Certificate.

Beneficiary or owner of an insurance policy:

Insurance documentation naming you as beneficiary or policy owner of the decedent’s life insurance is required.

Survivor entitled to SSA or VA benefits:

If you were the spouse at the time of death, see Spouse/Registered Domestic Partner. If not, a letter from the SSA or VA naming you as eligible for the decedent’s death benefits is required; also see below.

VA employee applying on behalf of an eligible survivor:

See Government Agency. VA benefits require a Long Form Death Certificate.

Title insurer or title insurance agent:

An official document or letter from your organization that authorizes you as the title insurer or title insurance agent handling a transaction pertaining to the decedent is required. You are only eligible for a Short Form Death Certificate.​​

Other Family / Other Relationships

​Other Family:

Aunt/Uncle, Niece/Nephew, Cousin, Ste​pchild, Stepsibling.

​You are not eligible unless you can prove eligibility through another relationship​ listed above such as an Authorized Representative or through a Property Right.

​Unwed Partner:

Ex-spouse, ex- or un-registered domestic partner, romantic partner, fiancée, common-law spouse.

You are not eligible unless you can prove eligibility through another relationship listed above as an Authorized Representative or through a Property Right.

​Next of kin:

Spouse, child, parent, sibling, legal guardian, representative of the estate, or representative named in the will. OAR 333-011-0300(1)(a).​

See:

Parent, Child, Sibling, Spouse/Registered Domestic Partner, Legal Guardian, Legal Representative, or Authorized Representative.

In-person customer assistance to CHANGE vital records is not available.
For more information on how to make changes to a record contact the Amendment Unit at CHS.Amendments@oha.oregon.gov.

In-person customer assistance to CHANGE vital records is not available.
For more information on how to make changes to a record contact the Amendment Unit at CHS.Amendments@oha.oregon.gov.

In-person customer assistance to CHANGE vital records is not available.
For more information on how to make changes to a record contact the Amendment Unit at CHS.Amendments@oha.oregon.gov.

If the name on your ID matches one of the parents named on the certificate, nothing else is required.

Stepparent:

A copy of your child's birth certificate that names you as a parent and who is named as a parent on the certificate you are requesting is required. If the certificate does not name any parents, a copy of your grandchild's birth certificate is also required.

Child:

A copy of your birth certificate AND a copy of your parent’s birth certificate that names the decedent as a parent is required.

A copy of your birth certificate that shows a shared parent with the decedent is required.

If you are not the spouse named on the certificate, you are not eligible to order unless you can prove eligibility as an Authorized Representative or through a Property Right.

A valid copy of court records or legal documentation that authorizes you to act on behalf of the decedent or another eligible person OR a statement on company letterhead explaining who you represent and their relationship to the decedent is required.

Authorized Representative:

A Power of Attorney that authorizes you to act on behalf of another eligible person is also acceptable, but a Power of Attorney for the decedent is not.

If you are representing another person, documents that prove their eligibility will also be required.

Government Agency:

A letter from a government agency (on official letterhead) citing the agency's need for the certificate in order to conduct official duties,

OR

A valid copy of court records or legal documentation that authorizes you to act on behalf of the decedent or another eligible person.

Funeral Service Practitioner:

If you are staff for the funeral establishment named on the requested certificate, only ID is required.

Person in charge of disposition:

Documents should include the names of the decedent and the applicant. Common examples include authorizations for disposition completed at a funeral home and funeral home invoices.

Only the Short Form Death Certificate (without cause of death) will be issued unless the property right requires cause of death information (such as life insurance beneficiaries).

An official document or letter from your organization that authorizes you as the title insurer or title insurance agent handling a transaction pertaining to the decedent is required. You are only eligible for a Short Form Death Certificate.

Other Family:

Aunt/Uncle, Niece/Nephew, Cousin, Stepchild, Stepsibling.

You are not eligible unless you can prove eligibility through another relationship listed above such as an Authorized Representative or through a Property Right.

Unwed Partner:

Next of kin:

Spouse, child, parent, sibling, legal guardian, representative of the estate, or representative named in the will. OAR 333-011-0300(1)(a).

You are not eligible for this certificate unless you can prove eligibility through another relationship listed here.

A Notarized Permission to Pick up Certificate Form allows someone who is eligible to receive a vital record certificate to grant permission to order or pick up a certificate for someone who is not eligible.

The form requires notarized permission and the notarized permission form can only be used once within a year of being signed.

This form is available in English and Spanish and should accompany the order form.

If submitting your order online or by phone, you will use your date of birth and name to generate a quiz to screen your identity. If you fail the identity check, you must provide a copy of acceptable proof of ID.

Acceptable Proof of ID

If submitting your order by mail or drop box, provide a copy of acceptable proof of ID with your order form.

Important:

Words must be legible and photo must be clear.
Expired documents are not acceptable.

Any ONE of the following documents are acceptable:

OR...

Any THREE of the following documents, as long as at least one shows your current address:

If there are differences between information provided and information on the record, or questions about the validity of any document, staff are authorized to request additional information or documents.

A printable version of the identifying documents list is available in both English and Spanish.

Short or Long Form: Which One Do I Select?

Long Form (with cause of death) - $25