Issuing Authority: The Office That Issues a Vital Record
The issuing authority is the government office that issues a vital record, such as the state, county or city vital records office that holds a birth certificate. Agencies often want to know it because they check that a document came from the correct office.
What vital record do you need?
Choose your certificate to start your order.
Why it matters for a birth certificate
For passport purposes, the U.S. Department of State says a birth certificate must show a seal or stamp from the city, county or state where the person was born. It must also carry the registrar's signature and a filing date within one year of birth. If you do not have the original, the Department says you can get a replacement from the office that issued it.
Finding the right office
The office depends on where the birth happened, not where you live now. New York shows how it can split. The state health department holds records for the whole state except New York City, and city records come from the local Registrar of Vital Statistics where the event occurred. Other states have different arrangements, so start with the state where the birth took place.
Federal government and vital records
The federal government does not issue birth certificates. The CDC directs people to the state or area where the birth occurred and says to follow that state's application guidelines.
Frequently asked questions
Is the issuing authority the same as the registrar?
They are separate items. The State Department asks for both the registrar's signature and a seal from the office where the birth was registered.
Can I get a replacement from a different office?
The State Department says to go to the office that issued the document. Check that office's rules for who may order.
Does the issuing authority differ for older records?
It can. In California, for example, some city registrars keep only recent records and older ones come from the county recorder.
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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