Office of Vital Records

What are Vital Records?

Vital Records are birth, death, and marriage documents. They are legal documents that contain information about the vital events of people in our society. Certified copies of records are used for many purposes, such as to establish proof of age, to receive social security benefits, and to receive death benefits from life insurance policies.

What is the Office of Vital Records?

The Office of Vital Records is the State agency that is responsible for the registration and permanent filing of the vital records of the 39 cities and towns of Rhode Island. The Office of Vital Records is also responsible for the maintenance of these records, and the periodic publication of data derived from them.

Who can apply or obtain Vital Records?

Vital records are confidential. Therefore, only those individuals who have what is called a "Direct and Tangible Interest" in the records may have access to records. The following individuals and/or groups make-up those having direct and tangible interest:

• The person named on the certificate, a member of his/her immediate family, his guardian, or an authorized agent of these individuals; or
• Attorneys-at-law, title examiners, or members of legally incorporated genealogical societies, in the conduct of their official duties; or
• Persons requiring information for the determination or protection of a personal or property right; or
• A person who has been granted a court order instructing the registrar to provide disclosure.

Note: A direct and tangible interest shall not be demonstrated by firms, agencies, or individuals requesting information to be used for commercial purposes.

How and where do I obtain copies? - Birth, Marriage, Deaths

There are two ways to request copies: by mail or in person

• By mail: Vital Records can be obtained by completing, in its entirety, the application available on this web site and mailing it to the Office of Vital Records, Room 101 Cannon Building, 3 Capitol Hill, Providence, RI 02908-5097. The request must be accompanied by an acceptable picture identification (as described in the section entitled: "What is required to obtain various records"). You can obtain a copy of a record for a birth or marriage that occurred less than 100 years ago or a death which occurred less than 50 years ago from the City or Town where the event occurred. Please be advised that in most cases, you will receive your records more quickly from the City and Town locations than from the State Office (see listing of Cities and Towns). 
• In-person: requests may be made in person at the Vital Records Office at Room 101 Cannon Building, 3 Capitol Hill, Providence, RI 02908-5097 or from the City or Town where the event occurred if the birth or marriage that occurred less than 100 years ago or a death which occurred less than 50 years ago.

Using your certified copy in a foreign country

If you will be using your certified copy in a foreign country, (e.g., adopting a child, applying for dual citizenship or transferring property) then you must:

FIRST - obtain your certified copies at the State Office of Vital Records. Our number is 401-222-2812. The copies must be signed personally by either the State Registrar or the Deputy State Registrar.

SECOND - contact the Secretary of State, Notary Division, to ask if you need an apostille or certification attached to your certified copy of the birth, death or marriage record. Please call that Office at (401) 222-1487 for more information.

For records older than those described above, call the State Archives at (401)222-2353 or the City or Town where the event occurred.

What is required to obtain various records?

To obtain a certified copy of a birth, death or marriage record you will be expected to present an acceptable picture identification. An acceptable picture identification is defined as one issued by a governmental organization. These identifications will most likely fall into one of the following types: 1. Driver's License, 2. Passport, 3. Military Identification, 4. Certificate of naturalization, 5. Alien Registration Card. If making the request in person, the applicant must present an original of the above stated forms of identification. If the request is made by mail, a readable copy of one of the above forms of identification is required. The copy will not be returned to you. If the application or request is received without the above stated identification, the request will not be processed and it will be returned to you.

To receive a certified copy of a birth, death or marriage record via mail and not using the web site application you must provide the following information:

• the name on the birth, death or marriage record,
• the date and city/town where the event occurred,
• your relationship to the person named on the record,
• why you need the record,
• for births only, provide the name of the father and the mother’s maiden name,
• your signature and printed name,
• your mailing address and your home phone number in case we need to contact you.

Fees - How do I pay?

The fee for a certified copy is $15.00. Additional copies of the same record issued at the same time are $10.00 each. The fee will be charged whether or not the record is found. If not found, you will receive a certified letter stating that it was not able to be located. If you are not exactly sure of the date of the event, the $15.00 payment will cover a two-year search. There is an additional $.50 for each additional year searched beyond the two-year period. If your transaction is with the State Office only checks and money orders made out to the General Treasurer, State of RI are accepted. If conducting a transaction with a city or town, the payment will be made to that entity. Do not send cash.

How long does it take for me to receive my vital record?

It takes between 6-8 weeks for us to mail your copy(s) once we receive your request. For priority service, (at the State Office only) enclose an additional $5.00, and write Rush on your envelope. We will fill your request within two weeks after it has been received.

What if I was born in another State?

If you were born in another state and need a copy of your birth certificate, please go to the National Center for Health Statistics publication Where to Write for Vital Records, an alphabetical directory of State and territory information.

Other Services Provided by the Office of Vital Records

Corrections to Vital Records
Updating records following legal name changes
Creating new certificates of birth following court orders of adoption and paternity
Providing aggregate data and information to data users.

Upcoming changes to serve you better

The Office of Vital Records is currently working to automate the birth record system. This will enable all cities and towns to electronically access all records regardless of whether or not the event took place in that city or town. We will keep you apprised of our progress through this website.

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