Chapter 246-491 WAC
Last Update: 4/6/22VITAL STATISTICS—CERTIFICATES
WAC Sections
| HTMLPDF | 246-491-010 | Definitions. |
| HTMLPDF | 246-491-029 | Information collected on the confidential section of live birth and fetal death certificates; modifications to the United States standard certificates and report forms. |
| HTMLPDF | 246-491-039 | Obtaining confidential information on birth and fetal death records. |
| HTMLPDF | 246-491-149 | Information collected on the legal or public section of vital records. |
| HTMLPDF | 246-491-159 | Items on birth and death certifications and informational copies. |
| HTMLPDF | 246-491-300 | Requirements for ordering certifications of birth, death, fetal death, and birth resulting in stillbirth. |
| HTMLPDF | 246-491-310 | Information required to order certifications of birth, death, fetal death, and birth resulting in stillbirth. |
| HTMLPDF | 246-491-320 | Identity documentation required to obtain certifications of birth, death, fetal death, and birth resulting in stillbirth. |
| HTMLPDF | 246-491-330 | Evidence of eligibility. |
| HTMLPDF | 246-491-340 | Requirements for ordering certifications of marriage, dissolution of marriage, and dissolution of domestic partnership. |
| HTMLPDF | 246-491-350 | Requirements for certifications of vital records at no charge. |
| HTMLPDF | 246-491-360 | Requirements for ordering informational copies of birth and death records. |
| HTMLPDF | 246-491-370 | Notification of no record. |
| HTMLPDF | 246-491-990 | Vital records fees. |
DISPOSITION OF SECTIONS FORMERLY CODIFIED IN THIS TITLE
| 246-491-001 | Purpose. [Statutory Authority: RCW 43.70.150, 70.58.055, and chapter 70.58 RCW. WSR 02-20-092, § 246-491-001, filed 10/1/02, effective 11/1/02.] Repealed by WSR 20-13-017, filed 6/5/20, effective 1/1/21. Statutory Authority: 2019 c 148. |
PDF246-491-010
Definitions.
The definitions in this section apply throughout this chapter unless the context clearly requires otherwise:
(1) "Authorized representative" means a person permitted to receive a certification who is:
(a) Identified in a notarized statement signed by a qualified applicant; or
(b) An agency identified in a power of attorney as defined in chapter 11.125 RCW.
(2) "Board" means the state board of health.
(3) "Certification" means the document, in either paper or electronic format, containing all or part of the information contained in the original vital records from which the document is derived, and is issued from the central vital records system. A certification includes an attestation by the state or local registrar to the accuracy of information, and has the full force and effect of the original vital record.
(4) "Department" means the department of health.
(5) "Informational copy" means a birth or death record issued from the central vital records system, containing all or part of the information contained in the original vital record from which the document is derived, and indicating it cannot be used for legal purposes on its face.
(6) "Legal guardian" means a person who serves as a guardian for the purpose of either legal or custodial matters, or both, relating to the person for whom the guardian is appointed. The term legal guardian includes, but is not limited to, guardians appointed pursuant to chapters 11.88 and 13.36 RCW.
(7) "Legal representative" means a licensed attorney representing either the subject of the record or qualified applicant.
(8) "Qualified applicant" means a person who is eligible to receive a certification of a vital record based on the standards established by chapter 70.58A RCW and this chapter.
(9) "Report" means an electronic or paper document containing information related to a vital life event for the purpose of registering the vital life event.
(10) "Vital life event" means a birth, death, fetal death, marriage, dissolution of marriage, dissolution of domestic partnership, declaration of invalidity of marriage, declaration of invalidity of domestic partnership, and legal separation.
(11) "Vital record" or "record" means a report of a vital life event that has been registered and supporting documentation.
(12) "Vital records system" means the statewide system created, operated, and maintained by the department.
PDF246-491-029
Information collected on the confidential section of live birth and fetal death certificates; modifications to the United States standard certificates and report forms.
(1) Effective January 1, 2003, the department shall use the 2003 revisions of the United States standard forms of live birth and fetal death as the basis for the state certificates of live birth and fetal death. These forms are developed by the United States Department of Health and Human Services, National Center for Health Statistics.
(2) Copies of these forms may be obtained by contacting the department's center for vital statistics.
(3) Tables 1 and 2 list the statistical information contained in the confidential sections of the birth and fetal death certificates that the board requires the department to collect, and the differences between the state and U.S. standard.
u.s. standard certificate of live birth | ||
TABLE 1: Confidential Birth Certificate Items | ||
Item Number | Item Name | Difference from U.S. Standard, if any |
15 | Is mother married to the father? | |
If no, was mother married to anyone during the pregnancy? | Added | |
Has the paternity affidavit been signed? | ||
20 | Mother's education | Add "Specify": next to box for "8th Grade or less" |
21 | Mother of Hispanic origin? | |
22 | Mother's race | |
23 | Mother's occupation | Added |
24 | Mother's kind of business/industry | Added |
29 | Father's education | Add "Specify": next to box for "8th Grade or less" |
30 | Father of Hispanic origin? | |
31 | Father's race | |
32 | Father's occupation | Added |
33 | Father's kind of business/industry | Added |
34 | Mother's medical record number | |
35 | Mother's prepregnancy weight | |
36 | Mother's weight at delivery | |
37 | Mother's height | |
38 | Did mother get WIC food for herself during pregnancy? | |
39 | Cigarette smoking before and during pregnancy | |
40a | Number of previous live births | |
40b | Date of last live birth | |
41a | Number of other pregnancy outcomes | |
41b | Date of last other pregnancy outcome | |
42a | Date of first prenatal care visit | |
42b | Date of last prenatal care visit | |
43 | Total number of prenatal visits for this pregnancy | |
44 | Date last normal menses began | |
45 | Was mother transferred to higher-level care for maternal medical or fetal indications for delivery? | |
46 | Principal source of payment for this delivery | Add "Indian Health" and "CHAMPUS" |
47 | Newborn medical record number | |
48 | Birth weight | |
49 | Infant head circumference | Added |
50 | Obstetric estimate of gestation | |
51 | Apgar score at 5 min; if score is less than 6, score at 10 minutes | |
52 | Plurality | |
53 | If not single birth - born 1st, 2nd, 3rd etc. | |
54 | Was infant transferred within 24 hours of delivery? | |
55 | Is infant living at time of the report? | |
56 | Is infant being breastfed? | |
57 | Risk factors in this pregnancy | Add "Group B streptococcus culture positive" |
58 | Method of delivery | |
59 | Infections present and/or treated during this pregnancy | Add "HIV infection" and "Other: Specify" |
60 | Obstetric procedures | |
61 | Abnormal conditions of the newborn | |
62 | Characteristics of labor and delivery | |
63 | Congenital anomalies of the newborn | |
64 | Maternal morbidity | |
65 | Onset of labor | |
u.s. standard report of fetal death | ||
TABLE 2: Confidential Fetal Death Certificate Items | ||
Item Number | Item Name | Difference from U.S. Standard, if any |
38 | Weight of fetus | |
39 | Obstetric estimate of gestation | |
40 | Plurality | |
41 | If not single birth - Born 1st, 2nd, 3rd etc. | |
42 | Mother's education | Add "Specify": next to box for "8th Grade or less" |
43 | Mother of Hispanic origin? | |
44 | Mother's race | |
45 | Mother's occupation | Added |
46 | Mother's kind of business/industry | Added |
47 | Mother married? | |
48 | Mother's height | |
49 | Did mother get WIC food for herself during pregnancy? | |
50 | Mother's prepregnancy weight | |
51 | Mother's weight at delivery | |
52 | Date last normal menses began | |
53 | Date of first prenatal care visit | |
54 | Date of last prenatal care visit | |
55 | Total number of prenatal visits for this pregnancy | |
56a | Number of previous live births | |
56b | Date of last live birth | |
57a | Number of other pregnancy outcomes | |
57b | Date of last other pregnancy outcome | |
58 | Cigarette smoking before and during pregnancy | |
59 | Was mother transferred to higher-level care for maternal medical or fetal indications for delivery? | |
60 | Father's education | Added |
61 | Father of Hispanic origin? | Added |
62 | Father's race | Added |
63 | Father's occupation | Added |
64 | Father's kind of business/industry | Added |
65 | Risk factors in this pregnancy | |
66 | Method of delivery | |
67 | Congenital anomalies of the fetus | |
68 | Maternal morbidity | |
69 | Infections present and/or treated during this pregnancy | Add "HIV infection" and "Other: Specify" |
[Statutory Authority: RCW 43.70.150, 70.58.055, and chapter 70.58 RCW. WSR 02-20-092, § 246-491-029, filed 10/1/02, effective 11/1/02. Statutory Authority: Chapter 70.58 RCW. WSR 91-20-073 (Order 196B), § 246-491-029, filed 9/26/91, effective 10/27/91. Statutory Authority: RCW 43.20.050. WSR 91-02-051 (Order 124B), recodified as § 246-491-029, filed 12/27/90, effective 1/31/91. Statutory Authority: RCW 70.58.200. WSR 88-19-092 (Order 310), § 248-124-010, filed 9/20/88. Statutory Authority: RCW 43.20.050 and 70.58.200. WSR 84-02-004 (Order 270), § 248-124-010, filed 12/23/83; Order, § 248-124-010, filed 9/1/67.]
PDF246-491-039
Obtaining confidential information on birth and fetal death records.
(1) The confidential sections of birth and fetal death records shall not be released except upon order of a court with jurisdiction over the department or as specified in subsection (2) of this section.
(2) The individual who is the subject of a birth record may request the confidential information as described in (c) of this subsection related to their own birth record if they comply with the following requirements:
(a) An individual must submit a request to the department on the required form and provide proper identity documentation as described in (b) of this subsection.
(b) Any person requesting confidential information contained in their own birth record must provide the department with valid proof of identity. For the purpose of this section, proof of identity means:
(i) A current and valid government issued identification that contains a photograph.
(ii) A legal record documenting any name change, if needed, to verify that the individual and the subject of the birth record are the same person.
(iii) If the individual making the request is not applying in person, a notarized signature of the individual making the request must be included with the proof of identity.
(c) The department shall, upon receipt of a request that complies with (a) and (b) of this subsection to the satisfaction of the state registrar, provide the individual with only the following items, if available, from their birth record:
(i) Newborn medical record number;
(ii) Birth weight;
(iii) Infant head circumference;
(iv) Obstetric estimate of gestation;
(v) Apgar scores;
(vi) Infant transferred within twenty-four hours of delivery;
(vii) Abnormal conditions of the newborn; and
(viii) Congenital anomalies of the newborn.
[Statutory Authority: 2019 c 148. WSR 20-13-017, § 246-491-039, filed 6/5/20, effective 1/1/21. Statutory Authority: RCW 70.58.055. WSR 10-10-041, § 246-491-039, filed 4/27/10, effective 5/28/10. Statutory Authority: RCW 43.70.150, 70.58.055, and chapter 70.58 RCW. WSR 02-20-092, § 246-491-039, filed 10/1/02, effective 11/1/02. Statutory Authority: Chapter 70.58 RCW. WSR 91-20-073 (Order 196B), § 246-491-039, filed 9/26/91, effective 10/27/91. Statutory Authority: RCW 43.20.050. WSR 91-02-051 (Order 124B), recodified as § 246-491-039, filed 12/27/90, effective 1/31/91. Statutory Authority: RCW 70.58.200. WSR 88-19-092 (Order 310), § 248-124-015, filed 9/20/88.]
PDF246-491-149
Information collected on the legal or public section of vital records.
The department shall collect the following items on the legal or public section of reports for registration into the statewide vital records system in accordance with chapter 70.58A RCW and this section.
REPORT OF LIVE BIRTH
Table 3:
Legal or Public Birth Record Items
Item Name | Difference from U.S. Standard, if any |
Child's name | |
Child's date of birth | |
Time of birth | |
Type of birthplace | Add "En route," Add "Planned birthplace if different" |
Child's sex | |
Name of facility | |
City, town or location of birth | |
County of birth | |
Mother/Parent's name before first marriage | |
Mother/Parent's date of birth | |
Mother/Parent's birthplace | |
Mother/Parent's Social Security number | |
Mother/Parent's current legal last name | |
Social Security number requested for child? | |
Mother/Parent's residence - Number, street, and Apt. No. | |
Mother/Parent's residence - City or town | |
Mother/Parent's residence - County | |
Tribal reservation name (if applicable) | Added |
Mother/Parent's residence - State or foreign country | |
Mother/Parent's residence - Zip code + 4 | |
Mother/Parent's residence - Inside city limits? | |
Telephone number | Added |
How long at current residence? | Added |
Mother/Parent's mailing address, if different | |
Father/Parent's current legal name | |
Father/Parent's date of birth | |
Father/Parent's birthplace | |
Father/Parent's Social Security number | |
Certifier name and title | Delete check boxes |
Date certified | |
Attendant name and title | Delete check boxes |
NPI of person delivering the baby |
REPORT OF FETAL DEATH
Table 4:
Legal or Public Fetal Death Record Items
Item Name | Difference from U.S. Standard, if any |
Name of fetus | |
Sex | |
Date of delivery | |
Time of delivery | |
Type of birthplace | Add "En route," Add "Planned birthplace if different" |
Name of facility | |
Facility ID (NPI) | |
City, town or location of birth | |
Zip code of delivery | |
County of birth | |
Mother/Parent's name before first marriage | |
Mother/Parent's date of birth | |
Mother/Parent's current legal last name | |
Mother/Parent's birthplace | |
Mother/Parent's residence - Number, street, and Apt. No. | |
Mother/Parent's residence - City or town | |
Mother/Parent's residence - County | |
Tribal reservation name (if applicable) | Added |
Mother/Parent's residence - State or foreign country | |
Mother/Parent's residence - Zip code + 4 | |
Mother/Parent's residence - Inside city limits? | |
How long at current residence? | Added |
Father/Parent's current legal name | |
Father/Parent's date of birth | |
Father/Parent's birthplace | |
Name and title of person completing the report | |
Date report completed | |
Attendant name and title | Delete check boxes |
NPI of person delivering the baby | |
Method of disposition | |
Date of disposition | |
Place of disposition | Added |
Location of disposition - City/town and state | Added |
Name and complete address of funeral facility | Added |
Funeral director signature | Added |
Initiating cause/condition (cause of death) | |
Other significant causes or conditions | |
Estimated time of fetal death | |
Was an autopsy performed? | |
Was a histological placental examination performed? | |
Were autopsy or histological placental examination results used in determining the cause of death? | |
Registrar signature | Added |
Date received |
REPORT OF DEATH
Table 5:
Death Record Items
Item Name | Difference from U.S. Standard, if any |
Legal name (include a.k.a. if any) | |
Death date | |
Sex | Add "X" as nonbinary option |
Age - Years | |
Age - Under 1 year | |
Age - Under 1 day | |
Social Security number | |
County of death | |
Birth date | |
Birth place - City, town or county | |
Birth place - State or foreign country | |
Decedent's education | Add "Specify": next to box for "8th Grade or less" |
Decedent's Hispanic origin | |
Decedent's race | |
Was decedent ever in U.S. Armed Forces? | |
Residence - Number and street | |
Residence - City or town | |
Residence - County | |
Tribal reservation name (if applicable) | Added |
Residence - State or foreign country | |
Residence - Zip code | |
Inside city limits? | |
Estimated length of time at residence | Added |
Marital status at time of death | |
Surviving spouse's name | |
Occupation | |
Kind of business/industry | |
Father/Parent's name | |
Mother/Parent's name before first marriage | |
Informant - Name | |
Informant - Relationship to decedent | |
Informant - Address | |
Place of death | |
Facility name (if not a facility, give number and street) | |
City, town, or location of death | |
State of death | |
Zip code of death | |
Method of disposition | |
Place of disposition (name of cemetery, crematory, other place) | |
Disposition - City/town, and state | |
Name and complete address of funeral facility | |
Date of disposition | Added |
Funeral director signature | |
Causes of death and intervals between onset and death | |
Other significant conditions contributing to death | |
Autopsy? | |
Were autopsy findings available to complete the cause of death? | |
Manner of death | |
Pregnancy status | |
Did tobacco use contribute to death? | |
Date of injury | |
Hour of injury | |
Place of injury | |
Injury at work? | |
Injury location - Street, city, county, state, zip | County Added |
Describe how injury occurred | |
Transport injury type | |
Certifying physician signature | |
Medical examiner/coroner signature | |
Name and address of certifier | |
Hour of death | |
Name and title of attending physician if other than certifier | Added |
Date certified | |
Title of certifier | |
License number of certifier | |
ME/coroner file number | Added |
Was case referred to medical examiner? | |
County registrar signature | Added |
County date received | Added |
Record amendment | Added |
REPORT OF MARRIAGE
Table 6:
Certification of Marriage
Item Name | Difference from U.S. Standard, if any |
Certificate name | Modified |
County of license | Added |
Date valid | |
Not valid after (date) | |
County auditor signature | |
Date received (by county auditor) | |
Person A - Bride/groom/spouse | Added |
Legal name before marriage | Modified |
Birth name, if different | Added |
Sex | Added |
Current residence (street, city/town) | |
County of residence | |
State of residence | |
Date of birth | |
Birth state (if not USA, provide country) | |
Mother/Parent's birth name | Modified |
Father/Parent's birth name | Modified |
Mother/Parent's birth state (or country) | Modified |
Father/Parent's birth state (or country) | Modified |
Person B - Bride/groom/spouse | Added |
Legal name before marriage | |
Birth name, if different | Modified |
Sex | Added |
Current residence (street, city/town) | |
County of residence | |
State of residence | |
Date of birth | |
Birth state (if not USA, provide country) | |
Mother/Parent's birth name | Modified |
Father/Parent's birth name | Modified |
Mother/Parent's birth state (or country) | Modified |
Father/Parent's birth state (or country) | Modified |
Date of marriage | |
County of ceremony | |
Type of ceremony | Added |
Date signed (by officiant) | Added |
Officiant's address | |
Officiant's daytime phone | Added |
Officiant's name | |
Officiant's signature | |
Witness signature | |
Witness signature | |
Person A signature | Modified |
Date signed (by person A) | Added |
Person B signature | Modified |
Date signed (by person B) | Added |
Person A - Social Security number | Added |
Person A - Name | Added |
Person B - Social Security number | Added |
Person B - Name | Added |
Person A signature - Declaration in absence of a Social Security number | Added |
Person A date - Declaration in absence of a Social Security number | Added |
Person B signature - Declaration in absence of a Social Security number | Added |
Person B date - Declaration in absence of a Social Security number | Added |
REPORT OF DIVORCE, DISSOLUTION OF MARRIAGE, OR ANNULMENT
Table 7:
Certification of Dissolution, Declaration of Invalidity of Marriage, or Legal Separation
Item Name | Difference from U.S. Standard, if any |
Certificate name | Modified |
Court file number | Added |
Type of decree | |
Date of decree | |
County where decree filed | |
Signature of superior court clerk | |
Spouse A - Name | Added |
Birth name, if different | Added |
Date of birth | |
Place of birth (state or country) | |
Residence - Street | Added |
Residence - City | |
Residence - County | |
Residence - State | |
Spouse B - Name | Added |
Birth name, if different | Modify |
Date of birth | |
Place of birth (state or country) | |
Residence - Street | Added |
Residence - City | |
Residence - County | |
Residence - State | |
Place of marriage -County | |
Place of marriage - State | |
Date of marriage | |
Number of children born alive of this marriage | Added |
Petitioner | |
Name of petitioner's attorney or pro se | |
Petitioner's attorney's address | |
Spouse A Social Security number | Added |
Spouse B Social Security number | Added |
Table 8:
Certification of Dissolution of Washington State Domestic Partnership
Item Name |
Certificate name |
Court file number |
Type of decree |
Date of decree |
County where decree filed |
Signature of superior court clerk |
First partner's name |
First partner's name at birth |
First partner's date of birth |
First partner's place of birth |
First partner's residence - Street |
First partner's residence - City |
First partner's residence - Inside city limits |
First partner's residence - County |
First partner's residence - State |
Second partner's name |
Second partner's name at birth |
Second partner's date of birth |
Second partner's place of birth |
Second partner's residence - Street |
Second partner's residence - City |
Second partner's residence - Inside city limits |
Second partner's residence - County |
Second partner's residence - State |
Date of this partnership |
Domestic partnership certificate number |
Petitioner |
Name of petitioner's attorney/pro se |
Petitioner's address |
[Statutory Authority: 2019 c 148. WSR 20-13-017, § 246-491-149, filed 6/5/20, effective 1/1/21. Statutory Authority: RCW 43.70.150 and 26.60.100. WSR 14-04-092, § 246-491-149, filed 2/4/14, effective 3/7/14. Statutory Authority: RCW 43.70.150. WSR 13-01-004, § 246-491-149, filed 12/6/12, effective 12/6/12. Statutory Authority: RCW 26.09.150. WSR 09-11-111, § 246-491-149, filed 5/19/09, effective 6/19/09. Statutory Authority: RCW 43.70.150, 70.58.055, and chapter 70.58 RCW. WSR 02-20-092, § 246-491-149, filed 10/1/02, effective 11/1/02. Statutory Authority: RCW 43.70.150. WSR 91-23-026 (Order 211), § 246-491-149, filed 11/12/91, effective 12/13/91. Statutory Authority: RCW 43.70.040. WSR 91-02-049 (Order 121), recodified as § 246-491-149, filed 12/27/90, effective 1/31/91. Statutory Authority: RCW 43.20A.620. WSR 88-19-034 (Order 2696), § 248-124-160, filed 9/12/88.]
PDF246-491-159
Items on birth and death certifications and informational copies.
Certifications and informational copies of birth and death records issued from the state vital records system must contain only items in accordance with this section.
(1) Unless the items are not available or were not collected at the time of birth registration, certifications of birth, certifications of delayed birth, and informational copies of birth and delayed births will display only the following items:
Vital Record Item | Certification of Birth and Informational Birth Copy | Certification of Delayed Birth and Informational Delayed Birth Copy |
State file number | Yes | Yes |
Date certificate issued | Yes | Yes |
First and middle name(s) of subject of the record | Yes | Yes |
Last name(s) of subject of the record | Yes | Yes |
Date of birth of subject of the record | Yes | Yes |
Facility born | Yes | Yes |
Place of birth (city, county, state) | Yes | Yes |
Time of birth | Yes | Yes |
Sex | Yes | Yes |
Mother/parent's name prior to first marriage | Yes | Yes |
Mother/parent's place of birth | Yes | Yes |
Mother/parent's date of birth or age at the time of child's birth | Yes | Yes |
Father/parent's current legal name | Yes | Yes |
Father/parent's place of birth | Yes | Yes |
Father/parent's date of birth or age at the time of child's birth | Yes | Yes |
No | Yes | |
Date record filed | Yes | Yes |
Fee number | Yes | Yes |
Signature of applicant | No | Yes |
(2)(a) For deaths registered starting January 1, 2018, long form certifications of death, short form certifications of death, and informational copies of death will display only the following items:
Vital Record Item | Long Form Certification of Death | Short Form Certification of Death | Informational Copy of Death |
State file number | Yes | Yes | Yes |
Date certificate issued | Yes | Yes | Yes |
Fee number | Yes | Yes | Yes |
Decedent's legal first and middle name(s) | Yes | Yes | Yes |
Decedent's last name(s) | Yes | Yes | Yes |
County of death | Yes | Yes | Yes |
Date of death | Yes | Yes | Yes |
Hour of death | Yes | Yes | Yes |
Sex | Yes | Yes | Yes |
Age | Yes | Yes | Yes |
Social Security number | Yes | No | No |
Place of death | Yes | Yes | Yes |
Facility or address of death | Yes | Yes | Yes |
City, state, zip | Yes | Yes | Yes |
Hispanic origin | Yes | Yes | Yes |
Race | Yes | Yes | Yes |
Residence street | Yes | Yes | Yes |
Residence city, state, zip | Yes | Yes | Yes |
Residence county | Yes | Yes | Yes |
Is residence inside city limits? | Yes | Yes | Yes |
Tribal reservation | Yes | Yes | Yes |
Length of time at residence | Yes | Yes | Yes |
Birth date | Yes | Yes | Yes |
Birthplace | Yes | Yes | Yes |
Father/parent name | Yes | Yes | Yes |
Mother/parent name | Yes | Yes | Yes |
Marital status | Yes | Yes | Yes |
Spouse | Yes | Yes | Yes |
Method of disposition of remains | Yes | Yes | Yes |
Place of disposition of remains | Yes | Yes | Yes |
City, state of disposition of remains | Yes | Yes | Yes |
Disposition date of remains | Yes | Yes | Yes |
Occupation | Yes | Yes | Yes |
Industry | Yes | Yes | Yes |
Education | Yes | Yes | Yes |
U.S. Armed Forces | Yes | Yes | Yes |
Informant name | Yes | Yes | Yes |
Informant's relationship to decedent | Yes | Yes | Yes |
Informant's address | Yes | Yes | Yes |
Funeral facility | Yes | Yes | Yes |
Funeral facility address | Yes | Yes | Yes |
Funeral facility city, state, zip | Yes | Yes | Yes |
Funeral director name | Yes | Yes | Yes |
Cause of death (A, B, C, and D) | Yes | No | No |
Other conditions contributing to death | Yes | No | No |
Date of injury | Yes | No | No |
Hour of injury | Yes | No | No |
Injury at work | Yes | No | No |
Place of injury | Yes | No | No |
Location of injury | Yes | No | No |
City, state, zip of injury | Yes | No | No |
County of injury | Yes | No | No |
Describe how the injury occurred | Yes | No | No |
If transportation injury, specify | Yes | No | No |
Manner of death | Yes | No | No |
Autopsy | Yes | No | No |
Were autopsy findings available to complete cause of death? | Yes | No | No |
Did tobacco use contribute to death? | Yes | No | No |
Pregnancy status if female | Yes | No | No |
Certifier name | Yes | No | No |
Certifier title | Yes | No | No |
Certifier address | Yes | No | No |
Certifier city, state, zip | Yes | No | No |
Date signed by certifier | Yes | No | No |
Case referred to ME/coroner? | Yes | No | No |
File number | Yes | No | No |
Attending physician | Yes | No | No |
Local deputy registrar | Yes | Yes | Yes |
Date received by local deputy registrar | Yes | Yes | Yes |
(b) For deaths registered before January 1, 2018, long form certifications of death will contain only the vital record items as indicated for long form certification in (a) of this subsection if such vital record items are available or were collected at the time of death registration.
(c) For deaths registered before January 1, 2018, informational copies of death will contain only the vital record items as indicated for informational death copy in (a) of this subsection if such vital record items are available or were collected at the time of death registration.
(d) The short form certification of death is not available for deaths registered before January 1, 2018.
(3)(a) Certification of fetal death and certification of birth resulting in stillbirth will display only the following items:
Vital Record Item | Certification of Fetal Death | Certification of Birth Resulting in Stillbirth |
State file number | Yes | Yes |
Date certificate issued | Yes | Yes |
First and middle name(s) of fetus | Yes | Yes |
Last name(s) of fetus | Yes | Yes |
Sex | Yes | Yes |
Date and time of delivery | Yes | Yes |
Place of delivery (city, county, state) | Yes | Yes |
Name of facility | Yes | Yes |
Mother/parent's name prior to first marriage | Yes | Yes |
Mother/parent's place of birth | Yes | Yes |
Mother/parent's date of birth or age at the time of the delivery | Yes | Yes |
Father/parent's current legal name | Yes | Yes |
Father/parent's place of birth | Yes | Yes |
Father/parent's date of birth or age at the time of the delivery | Yes | Yes |
Name and title of person completing cause of death | Yes | No |
Date signed by person completing cause of death | Yes | No |
Name and title of person delivering the fetus | Yes | No |
Method of disposition | Yes | |
Date of disposition | Yes | No |
Place of disposition | Yes | No |
Disposition location – City/town, and state | Yes | No |
Funeral facility name | Yes | No |
Funeral facility address | Yes | No |
Funeral director name | Yes | No |
Initiating cause/condition | Yes | No |
Other significant causes or conditions | Yes | No |
Estimated time of fetal death | Yes | No |
Was an autopsy performed? | Yes | No |
Was a histological placental examination performed? | Yes | No |
Local deputy registrar | Yes | No |
Data record filed | Yes | Yes |
Fee number | Yes | Yes |
(b) For fetal deaths registered before October 1, 2022, certifications of fetal death or certification of birth resulting in stillbirth will contain only the vital record items as indicated in (a) of this subsection if such vital record items are available or were collected at the time of fetal death registration.
(c) The certification of birth resulting in stillbirth is not proof of a live birth and is not an identity document.
[Statutory Authority: 2021 c 55 and chapter 70.58A RCW. WSR 22-09-002, § 246-491-159, filed 4/6/22, effective 10/1/22. Statutory Authority: 2019 c 148. WSR 20-13-017, § 246-491-159, filed 6/5/20, effective 1/1/21.]
PDF246-491-300
Requirements for ordering certifications of birth, death, fetal death, and birth resulting in stillbirth.
(1) For certifications of birth, death, fetal death, and birth resulting in stillbirth, the state or local registrar shall release certifications only to qualified applicants as permitted by chapter 70.58A RCW.
(2) For each application, the qualified applicant must submit all of the following:
(a) Information to correctly identify the record consistent with the requirements of WAC 246-491-310;
(b) Identity documentation consistent with the requirements of WAC 246-491-320;
(c) Evidence of eligibility consistent with the requirements of WAC 246-491-330; and
(d) Fees required by RCW 70.58A.560 and WAC 246-491-990, or evidence that the qualified applicant is eligible to receive certifications of a vital record at no charge as required by WAC 246-491-350.
(3) All identity documentation and evidence of eligibility documentation submitted to the state or local registrar from the applicant must originate from a source which the state or local registrar can reasonably verify the authenticity of the documentation.
(4) The applicant must submit all required information and documentation to the state or local registrar within thirty days of the state or local registrar requesting additional information. After thirty days, the application is considered denied.
(5) When the applicant cannot submit the required information or documentation, the applicant will be given an opportunity through an exception process to explain the circumstances to the state or local registrar. If the circumstances presented would have prevented the applicant from providing items required by this section, the state or local registrar may grant an exception and issue the record.
(6) The state or local registrar may deny an application if the applicant fails to meet the requirements of this section or chapter 70.58A RCW. If the state registrar denies an application for failing to meet the requirements, the applicant may appeal the decision by requesting a brief adjudicative proceeding pursuant to WAC 246-10-501 through 246-10-505, and RCW 70.58A.550.
(7) For the purpose of this section:
(a) "Application" means a documented request for certifications of birth, death, fetal death, and birth resulting in stillbirth, including short form certifications of death where applicable.
(b) "Birth" includes delayed birth, but does not include birth resulting in stillbirth.
(c) "Stillbirth" means the same as fetal death as defined in RCW 70.58A.010.
[Statutory Authority: 2021 c 55 and chapter 70.58A RCW. WSR 22-09-002, § 246-491-300, filed 4/6/22, effective 10/1/22. Statutory Authority: 2019 c 148. WSR 20-13-017, § 246-491-300, filed 6/5/20, effective 1/1/21.]
PDF246-491-310
Information required to order certifications of birth, death, fetal death, and birth resulting in stillbirth.
(1) A qualified applicant requesting a certification of birth must submit the following information as it appears on the birth record on a form provided by the state or local registrar:
(a) First, middle, and last name of the subject of the record;
(b) First and last name of all parents listed on the record;
(c) Date of birth; and
(d) City or county where the birth occurred.
(2) A qualified applicant requesting a certification of death must submit the following information on a form provided by the state or local registrar:
(a) First and last name of the decedent as it appears on the record;
(b) Approximate date of death; and
(c) City or county where the death occurred.
(3) A qualified applicant requesting a certification of fetal death or certification of birth resulting in stillbirth, or both, must submit the following information on a form provided by the state or local registrar:
(a) First and last name of the fetus as it appears on the record;
(b) First and last name of the individual who gave birth as it appears on the record;
(c) Date of delivery; and
(d) City or county where the delivery occurred.
(4) For the purpose of this section:
(a) "Birth" includes delayed birth, but does not include birth resulting in stillbirth.
(b) "Stillbirth" means the same as fetal death as defined in RCW 70.58A.010.
[Statutory Authority: 2021 c 55 and chapter 70.58A RCW. WSR 22-09-002, § 246-491-310, filed 4/6/22, effective 10/1/22. Statutory Authority: 2019 c 148. WSR 20-13-017, § 246-491-310, filed 6/5/20, effective 1/1/21.]
PDF246-491-320
Identity documentation required to obtain certifications of birth, death, fetal death, and birth resulting in stillbirth.
(1) The qualified applicant must submit identity documentation to the state or local registrar to receive a certification of birth, death, fetal death, or birth resulting in stillbirth in accordance with this section.
(2)(a) The qualified applicant must submit to the state or local registrar one of the following pieces of identity documentation, valid or expired no more than sixty days that contains the applicant's full name, photograph, and date of birth:
(i) Enhanced driver's license, driver's license, or instruction permit issued by a state or territory of the United States, or the District of Columbia;
(ii) A Washington state identification card or an identification card issued by another state;
(iii) A military identification card;
(iv) A United States passport or passport card; or
(v) An identification document issued by local, state, federal, or foreign government, or federally recognized Indian tribe.
(b) A qualified applicant requesting on behalf of a government agency or courts to conduct official duties may use an identification card issued by their government agency or courts that contains the full name and photograph of the applicant.
(3) If a qualified applicant is unable to submit one identity documentation listed in subsection (2) of this section, they must provide at least two alternate forms of identification. Alternate forms of identification may include, but are not limited to, government issued identifications listed in subsection (2)(a) of this section if expired more than sixty days, letters from government or social agencies, pay statements, utility bills, student identification with photo, or other items acceptable to the state registrar. Alternate forms of identification must at least contain matching first and last names and addresses, or provide the full name, photograph, and date of birth.
(4) For applications received by telephone or internet, the qualified applicant may choose to take an authentication quiz in lieu of submitting identity documents. The authentication quiz must contain or ask information requiring personal knowledge not available from reviewing current information typically found in their wallet or personal possession. If the authentication quiz is not successfully completed, the applicant must submit identity documentation listed in subsection (1) or (2) of this section.
(5) Proof of citizenship is not required information to receive a certification of birth, death, fetal death, or birth resulting in stillbirth.
(6) For the purpose of this section:
(a) "Birth" includes delayed birth, but does not include birth resulting in stillbirth.
(b) "Stillbirth" means the same as fetal death as defined in RCW 70.58A.010.
[Statutory Authority: 2021 c 55 and chapter 70.58A RCW. WSR 22-09-002, § 246-491-320, filed 4/6/22, effective 10/1/22. Statutory Authority: 2019 c 148. WSR 20-13-017, § 246-491-320, filed 6/5/20, effective 1/1/21.]
PDF246-491-330
Evidence of eligibility.
(1) The qualified applicant must submit evidence of eligibility documents to the state or local registrar to prove they are eligible to receive a certification of birth, death, fetal death, or birth resulting in stillbirth.
(2) If the qualified applicant is listed as a party on the record, and their identity documentation provided in WAC 246-491-320 sufficiently links the applicant to the record, then evidence of eligibility is met.
(3) If the qualified applicant is not listed as a party on the record or the identity documentation does not sufficiently link the qualified applicant to the record, the following documentation may serve as evidence of eligibility:
(a) Copies of vital records such as certifications of birth, death, marriage, and divorce from this or another jurisdiction that link the applicant to the requested record;
(b) Copies of certified court orders from a court of competent jurisdiction linking the applicant to the record;
(c) Document or letter from title insurer or title insurance agent handling a transaction on behalf of the decedent;
(d) Document or letter from a government agency or courts stating the certification will be used in the conduct of official duties; or
(e) Other documents that link the applicant to the record as determined by the state registrar.
(4) For the purpose of this section:
(a) "Birth" includes delayed birth, but does not include birth resulting in stillbirth.
(b) "Stillbirth" means the same as fetal death as defined in RCW 70.58A.010.
[Statutory Authority: 2021 c 55 and chapter 70.58A RCW. WSR 22-09-002, § 246-491-330, filed 4/6/22, effective 10/1/22. Statutory Authority: 2019 c 148. WSR 20-13-017, § 246-491-330, filed 6/5/20, effective 1/1/21.]
PDF246-491-340
Requirements for ordering certifications of marriage, dissolution of marriage, and dissolution of domestic partnership.
(1) To receive a certification of marriage, dissolution of marriage, or dissolution of domestic partnership, the applicant must submit to the state registrar:
(a) Information to correctly identify the record requested consistent with the requirements of (c) of this subsection;
(b) Fees required by RCW 70.58A.560 and WAC 246-491-990; and
(c) The following information on a form provided by the state registrar:
(i) First and last name of one of the parties on the record;
(ii) Approximate date the event occurred; and
(iii) City or county where the event was filed.
(2) The state registrar may require the first and last name of the second party on the record to ensure the correct record was located.
[Statutory Authority: 2019 c 148. WSR 20-13-017, § 246-491-340, filed 6/5/20, effective 1/1/21.]
PDF246-491-350
Requirements for certifications of vital records at no charge.
(1) Qualified applicants requesting a certification at no charge per RCW 70.58A.560 (2) and (3) must provide identity documentation, eligibility documentation, and required information to the state or local registrar in accordance with RCW 70.58A.530 and this chapter, in addition to the requirements of this section.
(2) To qualify for a certification of death at no charge per RCW 70.58A.560(2):
(a) A law enforcement agency must submit a letter on official letterhead to the state or local registrar stating the certification will be used to maintain a registered sex offender database; or
(b) A county clerk or court in the state must submit a letter on official letterhead to the state or local registrar stating the certification will be used to extinguish an offender's legal financial obligation.
(3) To qualify for a certification at no charge pending a veterans administration claim per RCW 70.58A.560 (2)(a), the state or local registrar must receive:
(a) A letter on official letterhead from the veterans administration stating the certification will be used in connection with a claim for compensation or pension;
(b) A letter on official letterhead from the veterans administration stating an agency is working on behalf of the veterans administration, authorized to represent the veteran, provides the claim type currently pending before the veterans administration, and identifies the type of certification needed;
(c) A letter on official letterhead from the veterans administration stating there is currently a claim pending before the veterans administration, identifies the type of certification needed, and is submitted by a spouse or dependent of the eligible veteran; or
(d) A letter on official letterhead from the veterans administration stating the decedent is eligible for veterans administration burial benefits or approved to be buried in a national cemetery and is submitted by a funeral home or director.
(4) To qualify for a certification of birth at no charge for a homeless person living in state per RCW 70.58A.560(3), a government agency or homeless services provider working on behalf of the homeless individual must submit a letter on official letterhead to the state registrar asserting the individual meets the definition of homeless and lives in the state.
[Statutory Authority: 2019 c 148. WSR 20-13-017, § 246-491-350, filed 6/5/20, effective 1/1/21.]
PDF246-491-360
Requirements for ordering informational copies of birth and death records.
(1) To receive an informational copy of a birth or death record, the applicant must submit to the state or local registrar:
(a) Information to correctly identify the record on a form provided by the state or local registrar consistent with the requirements of (c) or (d) of this subsection; and
(b) Fees required by RCW 70.58A.560 and WAC 246-491-990;
(c) For an informational copy of a birth record, the following information as it appears on the record:
(i) First, middle, and last name of the subject of the record;
(ii) First and last name of all parents listed on the record;
(iii) Date of birth; and
(iv) City or county where the birth occurred.
(d) For an informational copy of a death record, the following information:
(i) First and last name of the decedent;
(ii) Approximate date of death; and
(iii) City or county where the death occurred.
(2) For the purpose of this section, "birth" includes delayed birth.
[Statutory Authority: 2019 c 148. WSR 20-13-017, § 246-491-360, filed 6/5/20, effective 1/1/21.]
PDF246-491-370
Notification of no record.
(1) The applicant will receive a written notice of no record found if the state or local registrar cannot find a record based on information provided by the applicant. The application request will be considered closed after the written notice is sent. Following such notice, the applicant may do any of the following:
(a) Submit a new application providing different information and pay the fees required by RCW 70.58A.560 and WAC 246-491-990 on this new application; or
(b) If requesting a certification of birth, begin the process to obtain a delayed registration of live birth pursuant to RCW 70.58A.120 and WAC 246-490-080.
(2) Written notification by the state registrar of no record found does not constitute a denial or withholding of a request for the purpose of RCW 70.58A.550.
[Statutory Authority: 2019 c 148. WSR 20-13-017, § 246-491-370, filed 6/5/20, effective 1/1/21.]
PDF246-491-990
Vital records fees.
(1) The department shall collect nonrefundable fees to cover program costs as follows:
To prepare a sealed record following an adoption or to search the vital records system for adoption record information. | $15.00 |
To file an assertion of parentage, an acknowledgment or denial of parentage, or a rescission of parentage. | $18.00 |
Fee for hospital filed acknowledgments or denials of parentage. | $5.00 |
To prepare a certificate of birth record information (CBRI) letter or to provide a copy of an assertion of parentage, an acknowledgment or denial of parentage, or a rescission of parentage. | $15.00 |
Priority processing fee for applications of certifications and informational copies received by telephone or internet. | $7.00 |
Priority processing fee for applications of certifications and informational copies received in-person. | $13.50 |
(2) The secretary of health may enter into agreements with state and local government agencies to establish alternate fee schedules and payment arrangements for reimbursement of these program costs.
(3) The fee for each electronic verification of a vital event through the electronic verification of vital events system must be in accordance with the national pricing model.
[Statutory Authority: 2019 c 148. WSR 20-13-017, § 246-491-990, filed 6/5/20, effective 1/1/21. Statutory Authority: Chapters 26.26A and 26.26B RCW, and RCW 43.70.150. WSR 19-02-087, § 246-491-990, filed 1/2/19, effective 1/2/19. Statutory Authority: RCW 43.70.040. WSR 91-02-049 (Order 121), recodified as § 246-491-990, filed 12/27/90, effective 1/31/91. Statutory Authority: RCW 26.33.330. WSR 88-15-011 (Order 2650), § 440-44-095, filed 7/8/88; WSR 85-04-023 (Order 2199), § 440-44-095, filed 1/30/85.]