Applicant |
Documents Required for Proof of Relationship |
Current Spouse |
Must be listed on death certificate |
Ex-Spouse |
Must present proof of direct & tangible interest (i.e. Social Security record, insurance policy) Document must clearly state/show
the ex-spouse’s eligibility. |
Parent |
Must be listed on the death certificate.
Does not include:
• any birth parent of an adopted child seeking a record for the adopted child when the birth parent does not have custody; |
Shared Parentage |
For passport reasons and Social Security reasons only- a shared parent can present the child’s birth certificate (showing
both parents listed) (in cases for passport, the child must be under age 16). |
Stepparent |
Certified copy of a marriage/civil union certificate to a parent listed on the death certificate is required. For common
law marriage, some examples of documents we can accept are: notarized affidavit of common law marriage, joint
income tax returns, or insurance policies. (In the case of common-law marriage, the document must clearly state:
husband and wife). |
Siblings / Half Siblings |
Birth or death certificate showing at least one same parent required. (Cannot accept baptismals, hospital records or
school records, unless the customer presents a letter from the state of birth stating no record of birth was found).
Does not include:
• an adopted child seeking a record for a birth relative whose parental rights have been relinquished and/or terminated; |
Children |
Birth certificate(s) and/or death certificate(s) showing relationship is required. (Cannot accept baptismals, hospital
records or school records, unless the customer presents a letter from the state of birth stating no record of birth was
found) If the death occurred more than 25 years ago, a basic family tree is acceptable for proof of relationship
(certification should be marked for “Genealogical Use Only”).
Does not include:
• an adopted child seeking a record for a birth relative whose parental rights have been relinquished and/or terminated;. |
Step-Children |
Birth certificate proving relationship required. Birth certificate must show a parent that is listed on the death certificate
as the spouse. |
Legal Representative / Paralegals |
Proof of client relationship required as well as proof of the client’s relationship to the registrant.
Proof of client relationship can consist of (but not limited to) the following examples:
• Copy of fee agreement
• Copy of contract
• Signed release on letterhead
• Copy of a court order showing the attorney’s legal representation of client |
Attorney-in-fact/agent (power of attorney) |
Must present a Durable Power of Attorney that has been signed by the “principal” (person they are representing) and
notarized. Durable Power of Attorneys are indefinite unless specified in the document or upon death. We do not accept
Medical Power of Attorney. Review the Power of Attorney carefully, since some provide a limited amount of authority to the
“attorney-in-fact”/”agent”. If Power of Attorney is for anyone other than the registrant, proof of relationship or legal
interest between the principal and the registrant is also required. |
Opposing counsel |
Processed at state office: Certificate will be mailed to court w/ motion to seal “confidential record”. Name, address and
case number of the court required. |
Consular Corps/Consulate Offices |
Must present credentials verifying connection to the Consulate |
Genealogists |
Notarized signed release from immediate family member required as well as proof of the family member’s relationship. Certificate will be marked “For Genealogical Use Only” |
Other relatives:
In-laws/aunts/uncles/
nephews/nieces/cousins/grand
parents/great
grandparents/grandchildren/
great grandchildren |
For a death certificate 25 years or younger- Must present proof of direct & tangible interest. (i.e. insurance policy,
personal will, etc.) Document must clearly state/show the requestor’s eligibility.
For death certificates over 25 years- Must present proof of relationship (a family tree would be acceptable for this
case) Death certificate marked “For Genealogical Use Only”.
|
Probate Researchers |
Proof of direct & tangible interest required |
Creditors |
Proof of direct & tangible interest required. A creditor can submit a copy of the signed loan paperwork, as well as
their credentials. |
Anatomical Board |
Must be listed on death certificate |
Employer |
Proof of direct & tangible interest required. Must present documentation to establish the employer/employee
relationship. Credentials are required.
Some examples of document(s) that can be presented to establish proof of employer relationship are (but limited
to):
• Signed agreements/contracts from employee
• HR documents (W2, signed payroll documents, etc.) |
Beneficiaries |
Proof of direct & tangible interest required (i.e. letter on insurance company/pension company letterhead that clearly
states the applicant is a beneficiary or is eligible to file a claim). Please note, insurance policies must contain the policy
number. |
Insurance Companies |
Proof of direct & tangible interest required (Insurance policy). Credentials are required. |
Hospital / Nursing Home / Hospice / Physician |
Proof of patient relationship required. This can be a signed consent for treatment. |
Funeral Directors |
Must be listed on the death certificate. If not listed, they can submit proof of the relationship between themselves
& the funeral establishment listed on the death certificate. (i.e. copy of contract). |
Coroners |
Must present their work credentials (work ID). No fee is required. Required that the coroner need the death certificate for
1) death in their county, 2) transfer of jurisdiction or 3) as a result of an active investigation they are working on. |
Informant |
Must be listed on death certificate |
County, state, federal governmental agencies (SSA, Human Services, etc.) |
No additional document needed – fee may apply
Must present their work credentials (work ID) Note some governmental agencies do not allow photocopying of their
government IDs. In these scenarios, make a note on the request that the deputy verifies the governmental ID and a copy
of their driver’s license or passport will then be required.
Colorado State agencies and Veteran Administration offices are not required to pay the fee if a certificate is needed in
their administrative duties.
Out-of-state government agencies and federal government agencies (i.e. SSA) must submit the fee. |
Law enforcement |
All types of criminal investigations at the federal, state or out-of-state level must be directed to the State Vital
Records office.
Criminal investigations at the Colorado county or city level concerning the issuance of a birth or death record of the
subject of the investigation may be processed by the respective local office or at the State Vital Records office. Examples
of eligible offices/agencies requiring certificates for criminal investigations are: District Attorney offices, city/county
police or sheriff departments, probation departments, District Courts, etc.
No fee is required. If the request is submitted in person, by mail or by fax, an ID of the requester is required for every
request. If the request is submitted via an official governmental email, an ID will not be required, however, the email must
be submitted via a secure method and contain the pertinent information regarding the birth or death certificate (name,
date of event, parents’ names – if applicable) and a complete email signature line which includes the name and title of the
requestor, name of agency, address and phone number. The request must also contain a reason for the request of “criminal
investigation” or a similar reason.
If an agency is asking for verification of various data fields on a certificate or for broad research requests relating to
a criminal investigation, the agency will be referred to the State Vital Records office.Certificate will contain the
watermark. |
Beneficiary on insurance policy
-or
Person applying for benefits (i.e.
pension, VA, SSA) |
Acceptable:
• Letter on letterhead from the benefit/insurance company
• Naming the decedent
• Verbiage that the requestor has been approved or the requestor is eligible and
further documentation is needed to process the claim, i.e. a death certificate
Not Acceptable:
• Claim form applying for benefits/insurance
• Letter or form that the requestor may be eligible |
Transfer/update property record |
Acceptable:
• A property record (i.e. deed) showing the name of the requestor and the name of the decedent
as joint owners.
• A will signed by the decedent that specifically states that the requestor was deeded or
designated the property
• A court order showing the requestor was granted the property (possibly through a probate hearing) |
Transfer/update car title |
Acceptable:
• Must present official, department of revenue car title listing the name of the decedent as well
as the requestor. The requestor needs to be either joint-owner or has signed the back as the
buyer along with the signature of the seller. Seller will need to provide proof of relationship,
if they are not listed on the front of the car title.
• Must present current, non-expired, car registration listing the name of the decedent as well as
the requestor.
Not acceptable:
• Bill of sale |