To request Birth, Death, Divorce, and Marriage records:

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  Ask the claimant to write directly, file electronically, or call the custodian for a copy of the record, depending on the custodian's instructions.

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  Help the claimant request the record, if needed. For information on identifying claimants who may need assistance, see GN 00301.180.

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  When providing assistance, check the applicable section in this subchapter to determine whether to send the request directly to the custodian of record or ask for help from the FO servicing the area where the custodian of the record is located. For information about requests for District Office (DO) assistance, see GN 00904.080.

When assisting a claimant with a records request, instruct the claimant to provide as much as possible of the following details:

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  full name of person who was born or who died; or for divorce and marriage records, the full names of the husband and wife (including a maiden name and nicknames);

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  date of event;

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  place of event;

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  sex (for birth and death records);

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  parents' full names, including mother's maiden name (for birth records).

Annotate that the request is for Social Security purposes. Request the claimant enclose payment for the certificate. For exception to claimant payment, refer to GN 00301.210.

Some BVSs may require a photocopy of the requester's identification for processing vital record requests. In these instances, do not photocopy your HSPD-12 SSA ID card, as that is a violation of 18 U.S.C. §701.

Instead, prepare and date a written request under SSA letterhead that includes the following statement:

Federal law (18 U.S.C. §701) prohibits photographs or copying of the Government identification card unless authorized by Federal regulation. As a Social Security employee, I can provide the following identifying information:

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  [Your Name];

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  [Your Office's Name and Location]; and

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  [Your Office's Contact Information (e.g., office's administrative phone line, office's mailing address)].

IMPORTANT: Do not include an email address unless the custodian of record is registered on the agency's Secure Email Partner's List.