If you are applying for a U.S. passport—whether for the first time, for a child, or after letting your previous passport expire—you will need to provide proof of U.S. citizenship. For the vast majority of applicants born in the United States, that proof is a certified birth certificate. However, not all birth certificates are created equal. The U.S. Department of State requires a specific type of document: a long-form birth certificate—also known as a full-image or certified copy—that includes certain key details. A short-form birth certificate, birth abstract, or hospital-issued commemorative certificate will not be accepted[reference:0][reference:1]. Understanding the difference, knowing where to request the correct document, and following the proper steps can save you from frustrating delays or a rejected application.
Key Rule: For a U.S. passport application, you must submit a certified long-form birth certificate that includes: your full name, date and place of birth, the full names of your parent(s), the date the record was filed, and the official seal of the issuing authority[reference:2]. Short-form abstracts, hospital certificates, and photocopies are not accepted[reference:3][reference:4]. The document must be issued by the vital records office of the state or county where you were born[reference:5].
Long-Form vs. Short-Form Birth Certificate: What's the Difference?
Understanding the distinction between these two types of certificates is the first and most critical step. Many applicants mistakenly submit a short-form document, only to have their passport application rejected.
A long-form birth certificate (sometimes called a "full-image" or "certified copy") is a complete reproduction of your original birth record as filed with the state or county[reference:6]. It typically includes your full name, date and place of birth, the full names of your parents (including your mother's maiden name), the attending physician or midwife, and the official seal and signature of the registrar[reference:7]. This is the document the U.S. Department of State requires for passport applications[reference:8].
A short-form birth certificate (often called a "birth abstract" or "computer-issued certificate") is a summary of the original record[reference:9]. It may not list the parents' names or the place of birth[reference:10][reference:11]. Because it lacks this critical information, the U.S. Passport Office will not accept it[reference:12]. Some states even print "NOT FOR PASSPORT USE" on short-form versions[reference:13].
Follow These Steps to Obtain Your Long-Form Birth Certificate
The process for obtaining a long-form birth certificate is straightforward but varies slightly depending on the state where you were born. The key is to request the document from the correct issuing authority.
- Identify the correct vital records office. You must contact the vital records office in the state or county where you were born[reference:16]. This is typically the state Department of Health, Bureau of Vital Statistics, or the county clerk's office. For example, if you were born in Texas, you would contact the Texas Department of State Health Services Vital Statistics[reference:17]. If you were born in New York City, you would contact the NYC Department of Health and Mental Hygiene[reference:18].
- Request the "long-form" or "full-image" version. When you submit your request, explicitly ask for the long-form version[reference:19][reference:20]. Do not simply ask for a "birth certificate," as you may receive a short-form abstract by default. Some states, like Oregon, automatically determine which version you need based on your request[reference:21].
- Complete the application form. You can typically download the form from the vital records office's website. Fill it out completely, providing as much information as possible: your full name, date of birth, place of birth, and your parents' full names.
- Provide proof of identity. Most states require a clear copy of your government-issued photo ID (driver's license, passport, or state ID). Some may require the copy to be notarized.
- Include the required fee. Fees vary by state, typically ranging from $10 to $34 per copy. Payment methods vary—checks and money orders are widely accepted for mail requests; credit cards are accepted for online orders.
- Include a self-addressed stamped envelope (for mail requests). The office will use this envelope to return your certified copy. Without it, your request cannot be processed.
- Submit your request by mail, online, or in person. Mail-in requests take the longest; online and in-person requests are faster. Many states partner with VitalChek for online orders.
- Receive your long-form birth certificate. Once you receive it, verify that it includes all the required elements: your full name, date and place of birth, parents' names, the date the record was filed, and the official seal of the issuing authority[reference:22].
State-by-State Considerations and Variations
While the general process is similar across all states, there are some important variations to be aware of. The table below provides a summary of fees and processing times for selected states as of July 2026. Always verify current fees and processing times on the official state website before submitting your request.
| State | Issuing Authority | Fee (Approx.) | Processing Time (Mail) |
|---|---|---|---|
| California | CDPH Vital Records | $31–$34 | 2–4 weeks |
| Texas | DSHS Vital Statistics | $23 | 5–7 business days |
| New York (State) | NYS DOH | $30 | 10–12 weeks |
| New York City | NYC DOHMH | $15 + $8.30 | 8–10 weeks |
| Florida | FL DOH | $14–$19 | 5–7 business days |
| Oregon | OHA Vital Records | $25 (short) / $30 (long) | Varies |
Note: Processing times for mail-in requests can be significantly longer during peak periods. Some states, such as New York, have experienced backlogs of several months. Always plan well ahead of your passport application deadline.
Authentication and Apostille for International Use
If you are applying for a passport from abroad, or if you need your long-form birth certificate for dual citizenship or other international purposes, you may need to have it apostilled (if the destination country is a member of the Hague Convention) or legalized (if it is not).
The apostille process for a long-form birth certificate is straightforward but requires the correct sequence:
- Obtain a certified long-form birth certificate from the state or county vital records office.
- Submit the certified copy to the Secretary of State of the state where the document was issued. The apostille certifies the official's signature and seal on the birth certificate[reference:25].
- Include the required fee and a return envelope. State apostille fees typically range from $5 to $20 per document.
- Receive the apostilled document. The Secretary of State will attach the apostille certificate to your birth certificate. Do not remove or alter the attachment.
For state-issued vital records, the apostille must come from the state Secretary of State, not the U.S. Department of State. Sending your document to the wrong authority will cause delays. For example, in New York, you must obtain a long-form birth certificate and a Letter of Exemplification from the city, then have them notarized by the County Clerk before submitting to the NYS Department of State for an apostille[reference:26][reference:27].
Common Mistakes That Can Delay Your Passport Application
Even with the correct document, errors in the submission process can cause your passport application to be rejected or delayed. Avoid these frequent pitfalls.
- Submitting a short-form or abstract birth certificate. The U.S. Passport Office will not accept these[reference:28]. Always request and submit the long-form version.
- Submitting a hospital-issued or commemorative certificate. These are not official records and are not accepted[reference:29].
- Submitting a photocopy or notarized copy. You must submit the original certified copy with the official seal[reference:30]. Photocopies are not acceptable.
- Submitting a document that does not list your parents' names. The birth certificate must include the full names of your parent(s)[reference:31][reference:32].
- Submitting a document without an official seal. The certificate must bear the raised, embossed, impressed, or multicolored seal of the issuing authority[reference:33][reference:34].
- Submitting a document that does not show the date the record was filed. The certificate must show the date the record was officially recorded[reference:35].
- Applying to the wrong office. You must contact the vital records office in the state or county where you were born[reference:36].
- Waiting until the last minute. Obtaining a long-form birth certificate can take weeks or even months, depending on the state. Start the process as soon as you know you will need a passport.
Related Guides
- Vital Records Office Guide: Ordering Documents State by State
- How to Get a Certified Copy of Your Birth Certificate by Mail
- Name Change Documents Needed After Marriage for a Passport
Frequently Asked Questions
Q: What is the difference between a long-form and a short-form birth certificate?
A: A long-form birth certificate is a complete reproduction of your original birth record, including your parents' names, place of birth, and the official seal[reference:37]. A short-form certificate (or birth abstract) is a summary that may not include parents' names or place of birth[reference:38][reference:39]. The U.S. Passport Office requires the long-form version[reference:40].
Q: Where do I get a long-form birth certificate for my passport application?
A: You must obtain it from the vital records office of the state or county where you were born[reference:41]. This is typically the state Department of Health, Bureau of Vital Statistics, or the county clerk's office.
Q: How much does a long-form birth certificate cost?
A: Fees vary by state, typically ranging from $10 to $34 per certified copy. Additional copies are often cheaper. Online orders through VitalChek add convenience and shipping fees.
Q: How long does it take to get a long-form birth certificate?
A: Processing times vary dramatically by state. Some states process requests in 5–7 business days (Texas), while others take 10–12 weeks (New York State). Always check the current processing time on the official state website before submitting your request.
Q: Can I use a hospital-issued birth certificate for my passport?
A: No. Hospital-issued certificates, "commemorative" certificates, and notifications of birth are not acceptable[reference:42]. You must obtain a certified copy from the vital records office[reference:43].
Q: What if my long-form birth certificate does not list my parents' names?
A: The U.S. Passport Office requires a birth certificate that includes the names of the parent(s)[reference:44][reference:45]. If your certificate does not include this information, you may need to request a corrected or amended version from the vital records office.
Q: Do I need an apostille for my birth certificate for a passport application?
A: No. The U.S. Passport Office does not require an apostille for domestic passport applications. Apostilles are only needed for using documents in foreign countries that are members of the Hague Convention.