Birth and Death Certificates 

Home Birth and Out-of-Hospital Birth Appointments

Call to make an appointment:  (530) 265-7264 or email  Vital.Records@nevadacountyca.gov 

Midwives

Online Out-of-Hospital Birth Form  

Fill out our online out-of-hospital birth form within two days of birth. Once received, our staff will schedule an appointment with the family to review and sign the birth certificate.

Printable Out-of-hospital Birth Worksheet.

Unattended Births

Complete our Online Out-of-Hospital Birth Form

or Out-of-Hospital Birth Registration packet (PDF) prior to scheduling your appointment.

• If the parents are not married and the other parent wishes to be included on the birth certificate, they will need to be at the family appointment as well to fill out a Voluntary Declaration of Parentage (VDOP) form. 
  • This form is a legal document which establishes the child’s parentage in the following situations:
    • An unmarried birth parent and the only possible genetic father.
    • Two people, married or unmarried, who had this child through assisted reproduction using sperm and/or egg donation, except if the donation was from their spouse. 

The home birth must have occurred within the last 12 months. After one year delayed registration is available through the California Office of Vital Records.

The State of California requires birth records to be registered within twenty one days of birth, per Health and Safety Code Section 102400. “Each live birth shall be registered with the local registrar of births and deaths for the district in which the birth occurred within 21 days following the date of the event.” For out of hospital births attended by the physician or midwife, per California State law it is the responsibility of the attending physician or midwife to register the birth with the county in a timely manner.

Copies of Birth Records

State law allows only authorized individuals to receive certified copies of a birth record. A certified copy of a birth record is required to obtain a driver's license, passport, social security card and other services related to an individual's identity. Please see below for a list of authorized individuals.

Those who are not authorized by law to receive a certified copy will receive an informational certified copy. Informational copies are clearly marked with "Informational, Not a Valid Document to Establish Identity.".

Authorized Persons

• The registrant or a parent or legal guardian of the registrant.
• A party entitled to receive the record as a result of a court order, or an attorney or a licensed adoption agency seeking the birth record in order to comply with the requirements of State law.
• A member of a law enforcement agency or a representative of another governmental agency, as provided by law, who is conducting official business.
• A child, grandparent, grandchild, sibling, spouse, or domestic partner of the registrant.
• An attorney representing the registrant or the registrant's estate, or any person or agency empowered by statute or appointed by a court to act on behalf of the registrant or the registrant's estate.

How to order a certified copy of a birth certificate

• In-person: Complete the In-Person Birth Certificate Application
  • For an in person appointment at the Vital Records Office to obtain a birth certificate, please call 530-265-7264 or email Vital.Records@nevadacountyca.gov 
  • The Vital Records Office is currently requiring an appointment to pick up a birth certificate in person. 
• By mail: Complete the Mail-In Birth Certificate Application
  • If you mail your request, your sworn statement must be notarized. 
  • If your mailed request indicates that you want a Certified Copy but does not include a notarized statement sworn under penalty of perjury, the request will be rejected as incomplete and returned to you without being processed.
  • Please include payment in the form of a check or money order ($31 each).

Order birth certificates ONLINE using VitalChek.

Amending Records

• To amend a record (or correct a mistake) please contact the Hospital that was used.
• You can also contact our office at: (530) 265-7264 or by e-mail: Vital.Records@NevadaCountyCa.gov.
• You can also complete the Birth Amendment by going to: https://www.cdph.ca.gov/Programs/CHSI/Pages/Amending-a-California-Birth-Record.aspx
• Our office is happy to help assist with amendment needs.

Birth Registration Timeliness

The State of California requires birth records to be registered within twenty one days of birth, per Health and Safety Code Section 102400. “Each live birth shall be registered with the local registrar of births and deaths for the district in which the birth occurred within 21 days following the date of the event.” For out of hospital births attended by the physician or midwife, per California State law it is the responsibility of the attending physician or midwife to register the birth with the county in a timely manner.

Copies of Death Certificates and Death Records

State law only allows authorized individuals to receive certified copies of death records. A certified copy of a death record may be required to obtain death benefits, claim insurance proceeds, notify social security and obtain other services related to an individual's identity.

Those who are not authorized by law to receive a certified copy will receive a certified copy marked "Informational, Not a Valid Document to Establish Identity."

Who can get a death certificate?

• A parent or legal guardian of the registrant
• A party entitled to receive the record as a result of a court order, or an attorney or a licensed adoption agency seeking the birth record in order to comply with the requirements of Section 3140 or 7603 of the Family Code.
• A member of a law enforcement agency or a representative of another governmental agency, as provided by law, who is conducting official business.
• A child, grandparent, grandchild, sibling, spouse, or domestic partner of the registrant.
• An attorney representing the registrant or the registrant's estate, or any person or agency empowered by statute or appointed by a court to act on behalf of the registrant or the registrant's estate.
• A funeral director ordering certified copies of a death certificate on behalf of an individual specified in paragraphs one (1) to five (5), inclusive, of subdivision (a) of Section 7100 of the Health and Safety Code.

How to Obtain Copies of Death Certificates

•  In-person: Complete the In-Person Death Certificate Application (PDF)
  • For an in-person appointment at the Vital Records Office to obtain a death certificate, please call 530-265-7264 or email Vital.Records@nevadacountyca.gov 
  • The Vital Records Office is currently requiring an appointment to pick up a death certificate in person. 
• By mail: Complete the Mail-In Death Certificate Application (PDF)
  • If you mail your request, your sworn statement must be notarized.
  • If your mailed request indicates that you want a Certified Copy but does not include a notarized statement sworn under penalty of perjury, the request will be rejected as incomplete and returned to you without being processed.
  • Please include payment in the form of a check or money order ($26 each).

Order death certificates ONLINE using VitalChek.

• A funeral director ordering copies on behalf of an individual specified in paragraphs one (1) to five (5), inclusive, of subdivision (a) of Section 7100 of the Health and Safety Code is not required to complete the notarized statement.)
• Death Certificates are received from the Funeral Homes typically within 8 to 10 days from the date of death and then registered through our Vital Records office.  Once received by vital records it will be processed within 48 to 72 business hours (Two - Three business days).

Other information

Can I fix an error on a death certificate?

• Informants must review the Certificate of Death with the Funeral Home for any reported errors.
• Any error on the Death Certificate, particularly in the Name field, Spouse's Name, Social Security Number, and / or Date of Birth, could result in the delay of receiving any death benefits such as life insurance and Social Security benefits.
• Affidavits to Amend a Record must be filed to correct any errors on Death Certificates. This process takes approximately six to ten months.

Amending Records

• To amend a record (or correct a mistake) please contact the Funeral Home or Hospital that was used.
• You can also contact our office at: (530) 265-7264 or by e-mail: Vital.Records@NevadaCountyCa.gov. 
• To complete a Death Amendment: https://www.cdph.ca.gov/Programs/CHSI/Pages/Amending-a-California-Death-or-Fetal-Death-Record.aspx
• Our office is happy to help assist with amendment needs.

What happens if a cause of death is "pending"?

In the case of a pending cause of death, the original Certificate is held in the Vital Records office until the amendment is received from the coroner, usually within 60 to 90 days. Certified copies are available once the amendment has been received and processed.

Certified Copies of a Fetal Death

Certificate can only be issued at the time of registration. Fetal Death Certificates are not kept in the Local Vital Records Office. Once the certificate is registered it is immediately sent to the State Office of Vital Records in Sacramento.

Birth and Death Certificate Fees

Effective January 1, 2026, Certified Certificate Fees are:

• Certified copy of Birth Certificate: $31
• Certified copy of Death Certificate: $26
• Certified copy of Fetal Death Certificate: $23
• Disposition of Human Remains (Burial Permit): $12

For an in-person appointment, please call 530-265-7264 or email Vital.Records@nevadacountyca.gov 

Payments

• In-person payments can be made in person by check, credit card or cash. There is a $2 or 2.4% processing fee for using a credit card. Make your check payable to Nevada County Vital Records. 
• Mail-in payments can be made by check or money order only. Include completed application with payment (see tabs below for applicable forms). Make your check payable to Nevada County Vital Records. 
  • Send your mail-in application and payment to:
    Nevada County Vital Records
    500 Crown Point Circle, Ste. 110
    Grass Valley, CA  95945

Online ordering

Online ordering available using VitalChek online portal 

To create an account :1 (888) 216-9944 or visit the VitalChek website.

Death Records

Application for Death Records (PDF)

• Certified Death Certificates are $26.00 each 
• Certified Fetal Death Certificates are $23.00 each

Burial Permits

A burial permit must be accompanied by a death certificate and should correspond with that information. The cost of a burial permit is $12.00.

If the disposition of human remains is moving from one location to another, then the permit must be re-filed to reflect the new location. All re-files must have a paper trail.  Burial Permits are numbered and kept in the Vital Records office for 2 years. Funeral Homes/Mortuaries keep their copy too.

Fees

Fees for Death Records and Burial Permits should be addressed to:

Nevada County Vital Records, 500 Crown Point Circle, Ste. 110, Grass Valley, CA  95945

Make checks payable to: Nevada County Vital Records

Application Process

Applications for the Medical Marijuana Identification Card (MMIC) are accepted by appointment only. 

1. Complete your paperwork for your appointment:
   • Your completed Medical Marijuana Identification Card Application (PDF).   
     • The application lists all required documentation that you need to bring to your appointment. 
   • Have your physician complete the MMIC Physician Attestation Form (PDF). This is also required at your appointment. 
2. Make an appointment. Call (530) 265-7264 or email Vital.Records@nevadacountyca.gov to schedule an appointment.

Medical Marijuana Card Fees 

• Patient card, primary caregiver card, replacement card, or renewal card: $100
• Medi-Cal participants are eligible for a 50% reduction in fees
• CMSP participants are eligible to have the fee waived

Payments

• Payments must be made in person during your appointment.
  • We can accept Cash or Money Order only for MMIC Cards.

Order birth or death certificates ONLINE using VitalChek.

Certain types of death certificates and some information on death and birth certificates is not available to the public. Fetal death certificates and the separate section identified as health and medical information on birth certificates shall not be available to the public or to government agencies except as authorized by law.

Special Authorization

Specific authorization is granted to:

• State and local registrars' staff
• State and local health department staff when approved by the state or local registrar respectively
• Researchers who have approval from the Committee for the Protection of Human Subjects and the Vital Statistics Advisory Committee (VSAC)
• The parent who signed the certificate, or if no parent signed, the mother
• The person named on the certificate
• An adoptive parent after the certificate has been amended pursuant to Health and Safety Code, Section 102645