Procurement of documents in the USA

Schmidt & Schmidt provides services for the retrieval of civil status documents, as well as obtaining duplicates, lost or damaged documents in the USA with their subsequent legalization and translation.

It often happens that civil status documents are lost or damaged, or it is necessary to obtain current copies of documents. In this case, it is necessary to request duplicates of documents. Often, those who left the USA face difficulties in this procedure. Our service allows you to request documents in the USA remotely, and we can provide courier delivery of the document to anywhere in the world.

Validity of civil status documents in the USA

Civil status documents issued in the United States generally have a validity period of no more than 1 year, depending on the state, after which they must be replaced with new ones containing up-to-date data.

When to obtain duplicate documents in the USA

A duplicate birth certificate, marriage certificate, name change certificate, divorce certificate, criminal record certificate or death certificate may be required to register a marriage abroad, a newborn child, citizenship, inheritance, data verification for pension applications, opening bank accounts, employment and other bureaucratic issues.

What documents may be requested in the USA:

  • Birth certificate
  • Marriage certificate
  • Certificate of change of surname
  • Divorce certificate
  • Death certificate
  • Certificates of good conduct
  • Educational documents
  • Other civil status documents

In the U.S. the issuance of vital records is handled by each state individually, not by the federal government. Most states have similar requirements but always make sure to inform yourself which exact requirements you have to fulfill.

Birth certificate

The birth certificate is an official document issued by the City Offices and states the first and surname, place and date of birth, gender and address of residence at birth, as well as the margin required by law such as adoption procedures, interdiction judgements, marriage, separation, divorce deeds, recognition of legitimate or natural children and any note regarding the death of the holder, additional names, names of parents, name of the hospital where the birth took place and the name of the person who reported the birth.

Required documents for birth certificate

  • Valid ID
  • Written and signed request

In case you are unable to present a valid ID you might have the option to present:

  • Your sworn statement of identity
  • A notarized letter and a copy of the photo ID from the mother or father listed on your birth certificate

Criminal record certificate

A criminal record certificate, also known as a police certificate, is a document used to verify an individual's criminal record or confirm the absence of one. It is required for employment in sensitive fields, visa or immigration applications, volunteering, firearm permits and adoption proceedings.
This document can be obtained through the Federal Bureau of Investigation (FBI) for a nationwide background check. Fingerprints may be required. Local background checks are issued by the police department in one's individual jurisdiction.

Required documents

  • Government- issued ID
  • Purpose of request (employment, Immigration)
  • Completed application form and fingerprints (for FBI check)

Marriage certificate

The marriage certificate is the legal record of marriage, used to verify marital status. It is usually required for procedures such as changing the last name, applying for spousal benefits, immigration applications and for inheritance matters.
It can be obtained through the Vital Records Office or Health Department in the state where the marriage took place. Many states offer online or mail-in applications; some also allow in-person requests.

Required documents

  • Full names of both spouses
  • Date and location of marriage
  • Proof of identification

Death certificate

This certificate is an official document that certifies an individual's death. It is often needed for legal and financial matters such as settling estates, claiming life insurance, finalizing wills, notifying government agencies and closing bank accounts. The document can be obtained at the state's or local Vital Records Office in the state where the death occurred.

Required documents

  • Full name of the deceased
  • Date and place of death
  • Relationship to the deceased
  • Identification and proof of eligibility to access the record

Divorce certificate

The divorce certificate serves the purpose to legally verify and certify the dissolution of a marriage. This document is required for remarrying, updating marital status on government or financial records, applying for spousal support, custody arrangements and immigration applications. Divorce records are managed by the court that granted the divorce. Depending on the states policies also through the states Vital Records Offices.

Required documents

  • Name of both parties
  • Date and place of divorce
  • Case number
  • Identification and eligibility proof

Educational Documents

Foreign educational documents only carry the same legal value as american documents if they are exempt from legalization or have undergone the necessary legalization process. Documents from countries with bilateral agreements with the USA are fully exempt from legalization. Documents from countries that are part of the Hague Convention of 1961 undergo a simplified procedure called apostille. If neither countries are part of the convention or have bilateral agreements they undergo consular legalization

Apostille of duplicate documents in the USA

the USA joined the Hague Convention on the Simplified Legalization of Documents on October 5, 1961.
Thus, documents issued in the USA are subject to legalization under a simplified procedure - apostille, after notarized translation into any language, such documents acquire full legal force in the territory of the wished destination.
You can order an apostille for copies and duplicates of documents from the USA from us.