Civil Documents: The Records Used to Prove Identity and Family Status
Civil documents are official records issued by a government authority that show personal and family facts, such as birth, marriage, divorce and death. The U.S. Department of State uses the term for the records that support an immigrant visa application, and says they must be issued by the official issuing authority in your country.
What vital record do you need?
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Examples for an immigrant visa
For the applicant and each family member immigrating with them, the State Department lists:
- Birth certificates (an original or certified copy)
- Marriage certificates for every marriage (originals or certified copies)
- Proof that earlier marriages ended, such as a final divorce decree, death certificate or annulment papers
- Adoption documents, if relevant
- Court and prison records, if relevant
- Police certificates for applicants age 16 and older, and military records if the applicant served
Depending on the visa category, the petitioner may also need to provide their own birth certificate or proof that prior marriages ended.
Format and translation
Birth, marriage, adoption, court and marriage-ending records must be originals or certified copies. Military records, passport pages and police certificates are submitted as photocopies. Documents not in English or the official language of the applying country need a certified translation, with a signed statement from the translator that it is accurate and that they are competent to translate.
If a required document is unavailable, the State Department says to send a detailed written explanation, and a consular officer decides at the interview whether it must still be obtained. Requirements differ by country, so check the State Department's country list.
Frequently asked questions
Are civil documents the same as vital records?
Vital records such as birth, marriage and death certificates are the most common kind of civil document, but the term also covers things like court and police records.
Do I need originals?
For birth and marriage records, the State Department asks for an original or a certified copy.
What if my country cannot issue a document?
Follow the country-specific guidance and, if needed, explain in writing why the record is unavailable.
Sources
US Records is a private company and is not a government agency. Government agencies issue certified records; we help you order them.
Written By
US Records TeamThe US Records Team writes and reviews guides on birth, death, marriage and divorce certificates, using state statutes, agency instructions and court records as sources.
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