What are the expected processing times?

Tramita works with vital records offices across the United States. The processing times vary from State to State and can even vary between counties of the same state.

Also, keep in mind that the delivery method chosen when you place your order might increase the delivery time.

*Depending on our experience and on average,most agency locations tend to process orders in 3-7 business days business days. In this average range, locations may take anywhere from 1-2 to up to 18 business days just to process an order plus the normal delivery times for Standard Mail that, depending of the destination address may add up more days.

Process Times may vary also due to several reasons, such as high workloads at the state agencies, short staff, non-computerized searches, special weather conditions, etc.

If you need to determine exactly what the processing time might be for an order you want to place, we recommend that you simply contact us 48 hours after you placed the order, either by email (through My Order web page) or by phone. Please have your order number given on your Order Confirmation Email on hand so our Customer Service Team can check the process times with the corresponding Vital Records Office.

Overnight service available?

Unfortunately, due to the pre-existing volume of orders that are usually processing with any given vital records office and due to other factors that we can not control, overnight deliveries or same day ordering and shipping are usually not an option unless Tramita otherwise specifies it when you are placing an order. You will see that option in our web form when available

  • For more details about the delivery process for Vital Records orders, please consult the following published FAQ: "How long does it take to receive my order?"

How long does it take to receive my order?

As previously stated, The process time of an order depends exclusively on the Vital Records Office where the record is located, the stated reason (i.e.: Apostille/Certificate of Authentication, for legal-use, and other), time of year, and if a rush service is chosen and/or available.

If you have already placed your order on our web site, please login to your client area by visiting the My Order page.

Simply login with the given Order Number and the email address you used when you filled in our web form.

You may find all details to login in the confirmation email we sent you.

Attention: In My Order page we also post important warnings from USPS or FEDEX that may impact the delivery of your order such as adverse weather conditions.

Am I entitled to order anyone’s vital record? (grandparents, siblings, partner, etc.)

Unfortunately there isn't a federal policy or procedure due to differences between vital record offices and state legislation. What we can say in order to help you is that most Vital Records and legislation locations determine that only person's immediate family can order a certificate.

  • On our web form, you will be required to enter relevant information for the vital records office. In “Relationship to person listed on record” please respond with the utmost honesty since you may be required to present documentation that will confirm the information sent to us.

Identity Verification Document? What is it?!

To help ensure the security of important documents and/or to verify the identity of the person requesting online such documents, some vital record agencies require certain additional information or documentation that will allow them to know if you are an eligible requester.

This additional information is usually requested by the presentation of a valid Identity Document issued by a US-government agency.

Although each issuing Vital Records may require unique information, most requested Identity Verification Documents are:

  • A current US-government or state-issued document with photo identification (such as a valid driver’s license, passport, military ID, etc.).
    • If you don't have one or its not valid please do contact us as soon as possible so we can indicate alternate forms of identification.
  • Documentation showing your relationship to the person’s certificate may also be requested (i.e. if requesting a spouse’s birth certificate, a certified copy of your marriage record may be required. Please, do keep in mind that not all states allow for spouse's to order BIRTH certificates from each other since this type of certificate may be considered a private document).
  • A notarized sworn statement of identity and/or acknowledgment Our Customer Service team will analyze your order and inform you of what documentation might be required and you will be informed via email of all necessary documents if needed. Also, in case you can't provide a copy/scan of the most usual documents (drivers license).

Can I cancel an order?

If you have already submitted your order request and you were not prompted/asked by us to provide additional documentation or Identification Verification Document , then your order has been finalized! For this reason, Tramita is not able to cancel these orders or make any changes to the information submitted to the Vital Records Office. Please do contact us as soon as possible so we can analyze and see what we can do for you in this case. Call us to the number mentioned in your receipt or Confirmation email or write us by using MyOrder web page : My Order

I was notified to provide an authorization form or other information, but have not yet done so. Can I cancel that order?

If your order requires you to scan and upload a photocopy of an ID, a sworn statement or other supporting documentation required by law and by the Vital Records Office, and you have not yet uploaded it/them or you don't have the required documents, you may elect to simply not send in that information and inform us that you wish to cancel.

The order will be canceled and a refund, minus a handling fee that will be used to pay our service fee and other emoluments paid in advance, will be issued within the next 24 hours.

*Please Note: Some Vital Records Offices have a non-refundable processing fees (supporting the cost of placing an order). This one will still have to be charged even if you decide to cancel your certificate order request. Please do keep in mind that these orders/service contract would have presented a Terms and Conditions acknowledgment screen to you before the order was completed and any fee charge was done. Agreement to these Terms means that the Tramita processing fee will still be charged to your account if you decide to cancel. Though other agencies have different fees, in Tramita we have established a fix fee price (please see Terms and Conditions). This way our clients will always know in advance what to expect at every moment.

Is the certificate I order a certified document (registrars seal)?

Yes. The certificate you receive will be a government issued certified document

The state that you are ordering the certificate will be the one that decides the type of certification seal to be used.

These Certifications include a registrar's raised, embossed, impressed or multicolored seal, registrar’s signature, as well the date that the required certificate was filed by the registrar's office. This is a certified copy is generally accepted as for proof of citizenship, to obtain or renew a passport or driver's license, or for other documents.

It is very important that yo mention in your order that you need a certificate to obtain a Passport.

For a birth certificate to be acceptable in these cases, the certificate has to:

  • be issued by the office of vital statistics of the state, or the county, or city where the event occurred (birth);
  • It has to show the parent's full name(s);
  • It has to show the full name at birth;
  • Indicate the date as well the place of birth.
  • Bear the embossed, impressed, multi-colored, OR raised seal as well signature of the issuing authority.
  • Indicate a registration/file date (this one has to be within one year of the event).

Customers that will need to use the certificate overseas will need a separate certification. This one could be an 'Apostille' or 'Certification Certificate' depending on the country where the certificate will be used. In our web form please select the country where you intend to use the document and we will proceed accordingly.

Can I view the certificate before I order?

Tramita's Certificate Online Order Service provides a convenient way for you to remotely order documents online, however, the government Vital Records office that holds your record is the only location that has direct access to that information. That office must perform a search to locate that record using the information you have provided. Once a matching record is located, the government Vital Records office will only send a physical copy of the certified or uncertified record (based on the nature of your request) to the mailing address you specified on the order. If no document is found that matches the request that you submitted through our website, then the Government Vital Records office may provide you with a 'No-Record' result. See the related answers below for more information on this subject.

Relationship not found in our dropdown list

If you are attempting to order a vital record and if in our relationship drop-down list in our web form the one corresponding to your case does not show up, please be aware that some vital records have by law strict limits to who can order this type of documents.

In these case we do advise to address personally the corresponding Vital Records Office since there might be the need to present extra documentation.

Can I get a copy of my vital record certificate faxed or emailed to me?

Vital record offices do not fax or email Certificates. The Certified copies that you request are always sent using US mail or Express mail when available and selected only.