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Obtaining records for stillbirths and infant deaths requires navigating different rules than standard birth or death certificates—and most vital records offices handle these documents through specialized processes. Understanding what your state or county offers, timelines, and costs upfront will save you frustration when you're already dealing with sensitive family matters. This guide breaks down what to expect when requesting these vital records.
Why Stillbirth and Infant Mortality Records Differ
Stillbirth documentation varies dramatically by state. Some states issue a fetal death certificate or stillbirth certificate; others issue a standard death certificate with notation of the fetal status. A handful of states still don't register stillbirths at all, especially those occurring before 20 weeks of gestation.
Infant mortality records (deaths occurring after live birth but typically within the first year) are usually processed as standard death certificates, though vital records offices may flag them internally for genealogy and public health tracking purposes. The distinction matters when you're ordering because the document you receive and its availability timeline depend on which category your situation falls under.
Where to Order: State vs. County Vital Records Offices
Most states maintain a state-level vital records office that handles statewide searches and orders. However, the initial recording often happens at the county level where the death occurred. Some states allow you to order through the county directly; others require state-level submission only.
Before contacting a vital records office, confirm:
- Whether your state recognizes the record type you need (fetal death vs. death certificate)
- Whether orders go through the state office, county, or both
- The minimum gestation age or weight threshold your state uses to register stillbirths
- Whether the record is public or restricted (many states restrict access to next-of-kin or legal representatives for infant deaths)
Application and Ordering Process
Most vital records offices accept orders by mail, phone, fax, or online portal—though online ordering is increasingly common and typically the fastest option. Expect to provide:
- Full name of the deceased (or "Baby [Last Name]" if unnamed)
- Date of death
- Place of death (hospital name and city)
- Your relationship to the deceased
- Reason for the request (genealogy, legal proceedings, insurance, etc.)
Processing times typically range from 2–4 weeks for standard mail orders, though expedited options (1–2 weeks) may cost $10–$25 extra. Online orders sometimes process faster—7–10 business days is common.
Costs and Fees
Expect to pay $15–$35 per certified copy of a stillbirth or infant death record, depending on your state. Some offices charge a search fee ($5–$10) if they can't locate the record. Multiple certified copies usually cost less per copy than ordering one at a time; many people order 2–4 copies upfront since you'll likely need them for multiple institutions.
Rush processing adds $10–$25. A few states offer free lookups if you visit in person at the vital records office, though this only works if you're local or can make the trip.
Access Restrictions and What You Can Request
Vital records offices enforce strict privacy rules for stillbirths and infant deaths. You'll typically need to:
- Provide proof of relationship (birth certificate, marriage license, adoption papers)
- Explain your reason for requesting the record
- Certify that you're authorized to access this information
Some states release records only to parents, guardians, legal representatives, or people with a court order. If you're a genealogist, researcher, or third party, you may hit a wall—plan for potential delays or denials, and have a backup contact (like a family member with direct relationship) ready.
Finding the Right Vital Records Office
Use Mercoly to compare and find trusted vital records offices in your state, read reviews from others who've ordered similar records, and see which offices offer online ordering and fastest processing times. Check whether they offer phone support for questions about stillbirth/infant mortality record availability before you submit an order.
Frequently Asked Questions
Q: Can I order a stillbirth record if my state doesn't officially register stillbirths? You may still obtain hospital discharge records or death certificates through the hospital directly, or request a certified letter from the state vital records office confirming the registration doesn't exist (useful for insurance claims). Contact your state office first to confirm what alternatives exist.
Q: How long do I have to order a stillbirth or infant death record after it occurs? There's no time limit; you can order these records decades later. However, older records may require additional searching and take longer to locate, potentially adding 2–4 weeks to processing time.
Q: What if the name on the record is wrong or incomplete? Contact your vital records office directly before ordering. They may require a court order to amend the record, which adds another 4–8 weeks and costs $50–$150 depending on your state.
Find your state's trusted vital records office on Mercoly to start your search today.