Vital Records Application Form Page 2
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5Are You A Qualified Applicant?
A properly qualified applicant is defined as the individual themselves OR an immediate family member either by blood,
marriage, or adoption; his or her guardian; or his or her legal agent or representative. Examples of qualified applicants based
on the information stated above are:
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Self;
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Father (if listed on the record; if NOT listed, must have court order stating he is the Father, otherwise record will
NOT be issued);
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Step-Father (must have marriage license/certificate to prove relationship);
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Mother;
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Step-Mother (must have marriage license to prove relationship, if Father who she is married to is NOT listed on the
record, the record will NOT be issued);
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Grandmother (must have their child’s birth certificate to prove relationship);
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Grandfather (must have their child’s birth certificate to prove relationship);
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Brother (must have their own birth certificate to prove relationship);
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Step-Brother (must have parent’s marriage license/certificate and their own birth certificate to prove relationship);
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Sister (must have their own birth certificate to prove relationship);
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Step-Sister (must have parent’s marriage license/certificate and their own birth certificate to prove relationship);
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Husband (must have marriage license/certificate to prove relationship);
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Wife (must have marriage license/certificate to prove relationship);
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Legal Guardian (must have a copy of the LEGAL guardianship papers);
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Legal Representative (must have LEGAL documents proving representation)
If a Father is NOT listed on the individual’s birth certificate, he may NOT obtain a copy unless there is a court order stating
he is the Father. This also applies to Grandparents and other relatives related to the Father.
A note signed by a Mother, Father or other representative giving permission for someone else to pick up the record will be
accepted unless notarized and accompanied by a legible copy the ID of the person writing/signing the statement. The
individual presenting becomes the applicant and will also be required to present his or her ID and any other documentation
necessary.
Local, State, and Federal Law enforcement agencies
and other persons may be designated as properly qualified applicants
by demonstrating direct and tangible interest in the record when the information in the record is necessary to implement a
statutory provision or to protect a personal property right. Quite often the agency cannot completely identify a record. In
this instance, we may only be able to provide a birth/death verification letter.
A Legal Representative
could be an attorney in fact, a funeral director, or any other person designated by affidavit, contract,
or court order acting on behalf and for the benefit of the registrant or his or her immediate family. In order to determine the
need for protection for personal property rights when the legal representative is acting on behalf and for the benefit of the
registrant or the registrant’s immediate family member or other entity having a direct and tangible interest in the record, the
SHALL require a designation document or an attested
State Registrar, Local Registrar, or County Clerk
statement to that affect
[25 TAC § 181.1(17)].
CONFIDENTIALITY OF RECORDS
A person or organization does not have to meet the requirements of a properly qualified applicant to obtain copies of records
that fall outside the confidentiality period (Birth Records for 75 years and Death Records for 25 years) according to the
ALL applicants MUST still complete an application, provide identification, and
Public Information Act.
provide a reason for obtaining the record.
ALL APPLICANTS MUST HAVE A VALID IDENTIFICATION, NO EXCEPTIONS!
We reserve the right to ask for additional identification and/or documents we feel necessary to process a request for a vital
record; and may refuse issuance at any time.
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