Who is Eligible to Apply for Certified Copies of Vital Records?

For more information go to: Who is Eligible to Apply for Certified Copies of Vital Records.

NOTE:   If you are not eligible to receive the certified copy that you requested, your order will not be fulfilled.

How to Apply for Certified Copies of Vital Records

  • All applications requesting certified copies of birth, death, civil union, marriage, and divorce certificates must generally be made in writing or online.  Requests may be placed for birth, civil union and marriage certificates through the Internet:vr-button
  • Telephone, FAX, or e-mail requests are not accepted.
  • The Office of Health Status Monitoring only has divorce records from July 1951 to December 2002. All other divorce records are kept in the court where the divorce took place.
  • Fees for certified copies of birth, death, civil union, marriage, and divorce certificates:
    • $10.00 for the first copy of each certificate, and
    • $4.00 for each additional copy of the same certificate ordered at the same time.
    • $2.50 portal administration fee for each birth, civil union or marriage certificate order up to 5 copies and for each 5-copy increment thereafter.
  • Fees may be paid by credit card, cash (except for applications made by postal mail), money order, certified check, or cashier’s check – make money order and checks payable to the State Department of Health.
  • PERSONAL CHECKS WILL NOT BE ACCEPTED.
  • All fees for certified copies are payable in advance and nonrefundable. If no record is found after a search is conducted, the fees are retained to cover the cost of the search.
  • Once an order has been received and processed, a $10.00 fee will be charged for any request to make changes to the order.

Apply Online (Available for Birth, Civil Union and Marriage Certificates)

  • To apply and track orders online, complete the order form on the following website (you can choose to either pick-up your order or receive it by mail):vr-button
  • For pick-up orders (Honolulu Department of Health), you must show a valid government-issued photo ID, such as a State ID, driver’s license, etc. when you pick-up the order.
  • Fees for certified copies of certificates ordered online:
    • $10.00 for the first copy of each certificate, and
    • $4.00 for each additional copy of the same certificate ordered at the same time.
    • $2.50 portal administration fee for each birth, civil union or marriage certificate order up to 5 copies and for each 5-copy increment thereafter.
  • Payment Methods:
    • For orders completed and submitted online, you must pay with a credit card.
    • If not paying by credit card, you can print and mail in your order with payment of cashier’s check, certified check or money order – make check/money order payable to the State Department of Health. You can also print and drop-off your order (with payment) in person at the Honolulu Department of Health.
  • Orders for certified copies of death or divorce certificates (or generally any certificate that must be made in writing) cannot be completed online. For these requests, use the PDF application forms and submit as instructed.

Apply In Person

Walk-in service is available:

  • Days – Monday through Friday (excluding holidays)
  • Hours – 7:45 a.m. to 2:30 p.m.
  • Location – Room 103 (1st floor) of the Health Department building, 1250 Punchbowl Street (corner of Beretania and Punchbowl Streets)

When applying in person, the applicant must show a valid government-issued photo ID, such as a State ID, driver’s license, etc.

The Department of Health Honolulu office provides two methods for in-person orders: paper application forms and an online kiosk.

Application forms are available in the building’s lobby area and should be filled in prior to coming to the counter in Room 103.

  • Fees for certified copies of birth, death, civil union, marriage and divorce certificates:
    • $10.00 for the first copy of each certificate, and
    • $4.00 for each additional copy of the same certificate ordered at the same time.
    • $2.50 portal administration fee for each birth, civil union or marriage certificate order up to 5 copies and for each 5-copy increment thereafter.
  • Payment Methods:
    • You can pay by credit card, cash, cashier’s check, certified check, or money order – make check/money order payable to the State Department of Health.
    • NO PERSONAL CHECKS.

Certified copies are usually not issued on the day the application is made. Same-Day service may be provided upon presentation of written documentation establishing the need for urgency. Certified copies will normally be available for pick-up about 10 working days after the request is approved. The pick-up time may be extended for records that are very old, because the search to locate the record may take longer, or in the process of being filed, because the official record is still being created.

Apply by Mail

Send mail-in applications to the following address:

State Department of Health
Office of Health Status Monitoring
Issuance/Vital Statistics Section
P.O. Box 3378 Honolulu, HI 96801

When applying by mail, the applicant must include a photocopy of his/her government-issued photo ID, such as a State ID, driver’s license, etc.

The $2.50 portal administration fee also applies to mail orders for certified copies of birth, civil union or marriage certificates.

PERSONAL CHECKS WILL BE REJECTED AND RETURNED WITH THE APPLICATION TO THE APPLICANT.

Certified copies will normally be sent out within 6-8 weeks after receipt and approval of the application. The return time may be extended for records that are very old, because the search to locate the record may take longer, or in the process of being filed, because the official record is still being created.

What Information You Should Be Prepared to Provide

An applicant/requestor must provide the information needed to 1) establish his/her direct and tangible interest in the record and 2) locate the desired record. This will normally include:

  • Applicant’s name, address, and telephone number(s);
  • Applicant’s relationship to the person named on the certificate;
  • Reason why you are requesting the certificate;
  • Full name(s) as listed on the certificate;
  • The certificate’s file number (if known);
  • Month, day, and year of the event; and
  • City or town and the island where the event occurred.
  • For birth certificates, also provide the full name of the father and the full maiden name of the mother.
  • If you are applying for a certificate on behalf of someone else, you must provide an original letter signed by that person authorizing the release of their certificate to you and a photocopy of that person’s valid government-issued photo ID.
  • Valid government-issued photo ID.

Letters of Verification

Letters of verification may be issued in lieu of certified copies (HRS §338-14.3). This document verifies the existence of a birth/death/civil union/marriage/divorce certificate on file with the Department of Health and any other information that the applicant provides to be verified relating to the vital event. (For example, that a certain named individual was born on a certain date at a certain place.) The verification process will not, however, disclose information about the vital event contained within the certificate that is unknown to and not provided by the applicant in the request.

Letters of verification are requested in similar fashion and using the same request forms as for certified copies.

The fee for a letter of verification is $5 per letter.

Application Forms

Requests may be placed for birth, civil union and marriage certificates through the Internet:
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Application forms for certified copies of  death and divorce certificates are available in a “fillable” Adobe Acrobat portable document format (PDF).

The Adobe Acrobat Reader is free to download and install on your computer by clicking on the button:   getacro

Further Information and Assistance

If you require further information about applying for certified copies of vital records or want to check on the status of an accepted request for certified copies of vital records, call (808) 586-4539 or (808) 586-4542 during regular business hours.