Vital Records

This article explains how residents and requesters can obtain certified copies of birth, death, and marriage records connected to Polk County, Iowa. You’ll learn who is eligible, what the fees and ID rules look like, which years are available locally versus statewide, how to request records in person or by mail, and where to turn when a record isn’t on file in Polk County. The focus is on practical, step-by-step guidance that helps you get your vital record the first time you apply.

Navigate Polk County IA Vital Records With Confidence

When you’re tracking down a vital record—especially under a deadline for school enrollment, passports, benefits, estate work, or real estate transactions—it helps to start at the right office and follow the rules that control access. Polk County processes vital records through the County Recorder’s Office. The county emphasizes identity protection and chain-of-custody, which is why certified copies are released only to people with a lawful “entitled” relationship to the registrant and only after identity checks are satisfied. The county also sets a same-day service cut-off to keep processing predictable.

Begin at the county’s dedicated hub for births, deaths, marriages, and genealogy by visiting the Polk County Vital Records page (use Polk County Vital Records). There you’ll see the record types handled by the Recorder, core requirements for certified copies, the departmental phone line for Vital Records, and the hours the public counter is open.

Understand who can get a certified copy

Iowa law limits access to certified copies. In Polk County, a certified copy request must come from an “entitled” person and include a complete written application that identifies the record. Entitled persons include:

The person named on the record
That person’s spouse
Children
Legal parents
Grandparents
Grandchildren
Siblings
Legal representative or guardian

Every applicant must provide a photo ID that includes a signature. For mail requests, the signature must be notarized and a clear photocopy of a current government-issued photo ID must be included. These safeguards are designed to protect personal data while ensuring that families and lawful representatives can obtain the documents they need.

Know the hours, in-person service, and the cut-off time

Polk County’s public counter is open Monday through Friday, 8:00 a.m. to 4:30 p.m. Same-day service in the Vital Records Department ends at 3:30 p.m. Plan your arrival accordingly if you need your certificate the same day; arriving after the cut-off typically pushes pickup or mailing to the next business day.

Fees, Forms of Payment, and What a “Search Fee” Means

A certified copy request for a birth, death, or marriage record requires a $15.00 fee. That fee covers the record search and includes one certified copy when the record is found. Each additional certified copy of the same record is $15.00.

If no record is located, the office retains the $15.00 as the statutory search fee and issues a notification confirming the search results. Budget for the fee even if you aren’t sure a record exists; the law treats the staff time to search as the service you’re purchasing.

Polk County accepts cash, check, credit card (Mastercard, Visa, Discover), and money order for many Vital Records counter transactions. If you are mailing your request, you’ll include payment by check or money order as directed on the county’s forms and instructions.

Step-by-Step: Requesting Polk County Birth Certificates

A certified birth certificate is often needed for passports, driver’s licenses, school enrollment, and benefits. Polk County provides both a counter service and a mail-in option for birth records.

Visit Birth Records for current instructions and forms tailored to births.

What the County Recorder has and what it does not

1985 to present: Polk County has access to all Iowa birth records from 1985 to the current year. That statewide coverage means you can typically request a post-1984 Iowa birth certificate directly at the Polk County Recorder, even if the birth occurred in a different Iowa county.

Before 1985: The Recorder keeps Polk County birth records only for earlier years (with important exceptions).

No local records for 1921–1941 births: The Recorder does not have births from 1921 through 1941.

Special-case records: Single-parent births and records with legal actions such as adoption, name change, or paternity may not be held locally; these are handled at the state level.

If your record falls outside Polk County’s holdings—especially 1921–1941 births or cases involving adoption or paternity—use the statewide application process through Iowa’s health department (more on that below).

How to apply in person

Bring a completed application form and your current government-issued photo ID with signature.

Confirm you are an entitled person (see the “Understand who can get” section).

Arrive by 3:30 p.m. for same-day service.

Pay the $15.00 fee (plus $15.00 per additional copy).

If the office can locate the record and process it that day, you’ll leave with a certified copy.

How to apply by mail

Complete the written request form with all identifying details for the birth record.

Sign your application in front of a Notary Public.

Enclose a clear photocopy of your current government-issued photo ID.

Include a check or money order for the $15.00 search/certification fee (plus $15.00 per additional copy).

Mail to:
Polk County Recorder
Attn: Vital Records
111 Court Avenue, Suite 245
Des Moines, IA 50309

Once the Recorder receives a complete and eligible request, fulfillment is typically mailed out the following business day.

When to use the state application channel for births

If a birth record isn’t held at the Polk County Recorder—such as births in 1921–1941 or those with adoption/paternity actions—submit through the state’s health authority using Iowa’s statewide instructions. Use application for certified copies (Iowa HHS) to follow the state request process or to resolve special-case records.

About commemorative birth certificates

Statewide commemorative birth certificates are an optional keepsake that also function as certified copies under Iowa rules. The application, fee amount, and mailing address are provided by Iowa’s health department. Use the state’s vital records request page to learn about commemorative certificates and eligibility requirements.

Step-by-Step: Requesting Polk County Death Certificates

Certified death certificates are frequently required to settle estates, file life insurance claims, transfer real estate, and manage financial accounts. Polk County’s death records page is your starting point for what’s available locally and how to apply; see Death Records for current requirements.

What the County Recorder has and what it does not

No local death records prior to July 1, 1941. For deaths before that date, you’ll use the state’s request channel.

For deaths on or after July 1, 1941, Polk County can search its holdings and statewide accessible indexes, consistent with Iowa’s practices and the entitlement rules.

How to apply in person

Bring a completed written application and your current government-issued photo ID with signature.

Confirm you meet the entitlement criteria.

Arrive before the 3:30 p.m. same-day service cut-off if you want to pick up that day.

Pay the $15.00 search/certification fee (plus $15.00 per additional copy).

How to apply by mail

Complete the written request with full decedent details.
Sign before a Notary Public (mail-in requests must be notarized).
Enclose a clear photocopy of your current government-issued photo ID.
Include a check or money order for the fees.
Mail to the Vital Records mailing address shown above for Suite 245.

If the death occurred before July 1, 1941—or if the record cannot be located—use the statewide Request for a certified copy (Iowa HHS) to route your request through the state registrar.

Step-by-Step: Requesting Polk County Marriage Certificates

Certified marriage records are often needed for Social Security, insurance benefits, legal name changes, immigration, and real estate. Polk County processes marriage record requests under the same entitlement and ID rules that apply to births and deaths. For guidance specific to marriages, including how to identify the record, visit Marriage Records.

What to prepare for a marriage certificate request

Names of both parties (as listed on the record)
Date of marriage
Place of marriage
Your relationship to the record (entitlement)
Current government-issued photo ID with signature
$15.00 search/certification fee (plus $15.00 per additional copy)

As with other record types, mail-in requests must be notarized and accompanied by a photocopy of your ID. In-person applicants should bring an original ID and arrive before the 3:30 p.m. cut-off time if same-day service is required.

A note on divorce records

The Polk County Recorder does not provide divorce decrees. Divorce records are handled through the Clerk of Court. If you need a divorce record in connection with a vital event (for example, to prove a name change or marital status), contact the courts directly for certified court documents while you obtain birth or marriage certificates through the Recorder.

Eligibility, Identity, and Notarization: Getting the Details Right

The fastest way to delay a vital record is to submit an incomplete or ineligible request. Use the following checklist before you head to the counter or seal an envelope:

Entitlement: Verify that you are on the list of entitled persons for the event you’re requesting.

Written application: Complete all fields that identify the record—spelling, dates, and locations matter.

Identity: Bring a current government-issued photo ID with a signature. If mailing, include a clear photocopy.

Notarization (mail only): Sign the application in front of a Notary Public. Mail requests without notarization will be returned.

Fees: Include the $15.00 search fee (and $15.00 per additional copy) via accepted payment methods.

Timing: For same-day pickup, arrive before 3:30 p.m.; otherwise, expect processing after that time.

If you aren’t sure which documents will satisfy the identity requirements for notarization, call the Vital Records line listed on the county’s Vital Records page or use the county’s contact information to reach the Recorder’s Office before you apply.

What to Do When a Record Isn’t at the Polk County Recorder

Iowa maintains vital records services at both the county and state levels. Some records are not retained locally due to historical gaps or legal restrictions. When Polk County’s page directs you to the state, use the Iowa HHS certified copy application instructions to:

Apply for records Polk County does not hold (e.g., births from 1921–1941, special-case birth records involving adoption/paternity, or deaths prior to July 1, 1941).

Confirm statewide entitlement rules and identification steps.

Submit commemorative birth certificate applications through the state registrar.

Routing your request correctly (county vs. state) is the most reliable way to avoid repeat applications and extra fees.

In-Person vs. Mail-In: Choosing the Best Route for Your Timeline

Both methods work well as long as you follow the rules. Use this guidance to choose:

Visit the counter if you have a tight deadline, can arrive before the 3:30 p.m. same-day cut-off, and want a certified copy in hand as soon as possible.

Mail your request if notarization is convenient for you and you don’t need immediate pickup. Include your notarized application, ID photocopy, and fee in one envelope addressed to the Vital Records Suite 245 mailing address.

If you’re coordinating multiple records—for example, a birth certificate for a passport and a marriage certificate for a name change—factor in the time to prepare separate applications and, if mailing, separate notarizations. When in doubt about which details the county needs to locate your record quickly, confirm by phone with the Vital Records line before you apply.

Genealogy and Historical Research: Where to Start

The county’s Vital Records hub links out to resources that explain what is and is not available locally for older events and how genealogical requests intersect with certified copy rules. For background and county-provided directions specific to genealogy, consult Genealogy. Keep in mind that certified copies still require entitlement, even when a request is tied to research rather than administrative needs.

Practical Tips That Help Your Application Succeed

Match names precisely. Provide the name exactly as it appeared at the time of the event. If there was a name change later, list that separately on your application to help staff search more efficiently.

Include complete dates and places. For statewide searches (post-1984 births), identifying the county of event accelerates the search; for pre-1985 county-only holdings, it’s essential.

Bring the right payment method. The counter accepts multiple forms of payment; mail-in applicants should follow the county’s directions on checks and money orders.

Expect the $15 search fee even if no record is found. Iowa uses a search-fee model by statute.

Mail to the correct suite. In-person services are conducted at the Administration Building, but mail-in Vital Records requests go to Suite 245 (Attn: Vital Records).

When Your Needs Cross Offices: Recorder vs. Courts vs. State

It’s common for a life event to require documents from more than one public office. A few common scenarios:

Passport or REAL ID: Birth certificate from the Recorder; if there was a name change due to marriage/divorce, you may also need a certified marriage certificate (Recorder) and possibly a certified divorce decree (Clerk of Court).

Estate and real estate transfers: Death certificate from the Recorder; if property records must be updated, you may also interact with real estate records within the Recorder’s office.

Adoption or amended records: Contact the state registrar via Iowa HHS for special-case records not released at the county level.

Use county pages to handle births, deaths, and marriages tied to Polk County or covered statewide since 1985, and the state page to handle exceptions and older gaps.

Where to Go and Who to Call for Polk County IA Vital Records

Polk County Recorder – Vital Records — 111 Court Avenue, Suite 250, Des Moines, IA 50309 — 515-286-3781

Polk County Recorder – Mail-in Vital Records Requests — 111 Court Avenue, Suite 245, Des Moines, IA 50309 — 515-286-3781

Iowa Department of Health and Human Services (Bureau of Health Statistics) — Lucas State Office Building, 1st Floor, Des Moines, IA 50319 — 515-281-4944

Polk County Vital Records FAQs

Who is eligible to request a certified copy, and what identification is required?

Certified copies are issued only to entitled parties: the registrant or that person’s spouse, children, legal parents, grandparents, grandchildren, siblings, or a legal representative/guardian. Every request must “completely identify the record” and include a valid photo ID with signature. Mailed requests must be signed in front of a Notary Public and include a clear photocopy of the current government-issued ID, per the county’s guidance on the Vital Records – Polk County Iowa page.

What are the fees and how are payments handled?

A nonrefundable $15.00 statutory fee covers the record search and one certified copy; each additional certified copy of the same record is also $15.00. If no record is located, you’ll receive written notification, but the $15.00 search fee is retained. Accepted payment methods include cash, check, money order (payable to “Polk County Recorder”), and major credit cards where noted on the county pages linked below.

Which birth and death records are available through the County Recorder?

The Recorder can issue all Iowa birth records from 1985 to present; for earlier years, the office generally holds only Polk County births, with exceptions for single-parent births and records tied to legal actions (such as adoption, name change, or paternity). For deaths, Polk County does not have records prior to July 1, 1941. See Birth Records – Polk County Iowa and Death Records – Polk County Iowa for the precise availability notes and any exceptions. Divorce records are not held by the Recorder; they are handled by the Clerk of Court.

How long are in-person services available each day, and how are mailed requests processed?

The Recorder’s office is open to the public Monday through Friday, 8:00 a.m. to 4:30 p.m. Same-day service in the Vital Records Department ends at 3:30 p.m. For mail, once a complete and notarized request with ID is received, the office indicates the certified copy is mailed out the following business day. Service windows and processing details are posted on the Vital Records – Polk County Iowa page.

Can I apply online or order a commemorative birth certificate?

Applications must be in writing; use the state Application for a Certified Copy to request certified copies. Iowa-born residents may also order a commemorative birth certificate through the state program described on that page; the fee is $35, eligibility mirrors standard certified copy rules, and delivery is typically within 30 days.