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Frequently Asked Questions - Clerk's Office

FAQs - Clerk's Office

How do I obtain a birth certificate copy for someone born in the City of Middletown?

  • Visit the City Clerk/Registrar’s Office at City Hall, 16 James Street, Middletown, NY  10940


Who is eligible to obtain a birth certificate copy?

  • The person named on the birth certificate (must be at least 18 years old).
  • A parent of the person named on the birth certificate (the requesting parent's name must be on the birth certificate).
  • Only by order of a New York State Court may a spouse, child or other person obtain a copy of a birth certificate.

 

Do I need to fill out any paperwork?

You are required to complete an application to obtain a copy of a birth certificate. (See Application for Birth Record.)

 

What Identification items do you accept?

  1. One (1) of the following forms of valid photo-ID:
    • Driver license – non expired
    • State issued non-driver photo-ID card
    • Passport
    • U.S. Military issued photo-ID,

What is the fee for a birth certificate copy?

  • The fee is $10.00 per birth certificate copy.
  • Make your check or money order payable to City of Middletown.   
  • Do not send cash. 

You may request a copy of a birth certificate by mail by sending a completed application, copies of the appropriate identification, and a $10.00 check or money order for each copy made payable to the City of Middletown to:

 

City Clerk/Registrar

City Hall

16 James Street

Middletown, NY  10940

Certified copies of birth, death, marriage certificates may be ordered directly by mail from the City of Middletown in the following manner:

                 

1) A request from a qualified applicant may be accepted in writing on a signed application(link to website below)a signed letter under the following conditions:

  • Birth certificates are only released to the person named on the birth certificate or the parents named on the birth certificate with proper identification requirements (see #2 below for requirements).
  • The applicant provides the name, date of birth, place of birth, father’s first and last names and mother’s first and maiden names of the person on the birth certificate; and
  • The applicant provides his/her current name and address along with their relationship to the person named on the birth certificate.
  • Include your phone number on the application for contact.

2) Identifications Requirements – One (1) of the following:

  • Copy of your valid non-expired Driver’s License
  • Copy of State issued non-driver photo-ID card
  • Copy of non-expired Passport

3) Printing the Forms

4) Fees

  • The fee is $10.00 per copy
  • Please enclose money order payable to the City of Middletown
  • Do not send cash

5) Handling

  • Please enclose a business size self-stamped envelope with your address for return of record.
  • Mail application, fee, and envelope to: City Clerk Office, Box 4, 16 James Street, Middletown, New York, 10940.

NOTE:  Failure to include the necessary identification will result in rejection of your application.

  1. a.To receive a copy of your Marriage Certificate you must have obtained your license at City Hall.
  2. b.Copies of Marriage Certificates are only issued to the bride and Groom only.
  3. c. Identifications Requirements – One (1) of the following:
  • Copy of your valid non-expired Driver’s License
  • Copy of State issued non-driver photo-ID card
  • Copy of non-expired Passport

Fees

  • The fee is $10.00 per copy
  • Please enclose money order payable to the City of Middletown
  • Do not send cash

Handling

  • Please enclose a business size self-stamped envelope with your address for return of record.
  • Mail application, fee, and envelope to: City Clerk Office, Box 4, 16 James Street, Middletown, New York, 10940.

NOTE:  Failure to include the necessary identification will result in rejection of your application.

a. The City of Middletown only has copies of death certificates in the City of Middletown

b. Death certificates are only released to surviving spouse, biological children, sibling or parents to the deceased with the proper identifications requirements.

c. The applicant provides name of deceased, date of death in writing or application on website.

1.Identifications Requirements – One (1) of the following:

  • Copy of your valid non-expired Driver’s License
  • Copy of State issued non-driver photo-ID card
  • Copy of non-expired Passport

2.Printing the Forms

3.Fees

  • The fee is $10.00 per copy
  • Please enclose money order payable to the City of Middletown
  • Do not send cash

4.Handling

  • Please enclose a business size self-stamped envelope with your address for return of record.
  • Mail application, fee, and envelope to: City Clerk Office, Box 4, 16 James Street, Middletown, New York, 10940.

NOTE:  Failure to include the necessary identification will result in rejection of your application.

a.The City of Middletown only has copies of death certificates in the City of Middletown

b.Death certificates are only released to surviving spouse, biological children, sibling or parents to the deceased with the proper identifications requirements.

c.The applicant provides name of deceased, date of death in writing or application on website.

1) Identifications Requirements – One (1) of the following:

  • Copy of your valid non-expired Driver’s License
  • Copy of State issued non-driver photo-ID card
  • Copy of non-expired Passport

2) Printing the Forms

3) Fees

  • The fee is $10.00 per copy
  • Please enclose money order payable to the City of Middletown
  • Do not send cash

4) Handling

  • Please enclose a business size self-stamped envelope with your address for return of record.
  • Mail application, fee, and envelope to: City Clerk Office, Box 4, 16 James Street, Middletown, New York, 10940.

NOTE:  Failure to include the necessary identification will result in rejection of your application.

Marriage licenses are issued in the City Clerk's Office from 9:00 a.m. - 3:00 p.m.

Marriage licenses may be issued to:

  • Persons over 18 with appropriate identification
  • Persons aged 16 with consent forms from both parents
  • Persons aged 15 by court order only 

Both spouses must appear in person to apply for the marriage license.

The fee for a marriage license is $40.00, payable in cash or check or money order payable to the City of Middletown. Credit/debit cards are not accepted.

You must provide ONE of the following proofs of age and identity:

  • Original or certified copy of your birth certificate – Must not be ripped or taped
  • Original or certified copy of naturalization papers
  • Original Baptismal Record

In addition to the above, you must also provide ONE of the following identity related documents:

  • Current driver's license
    • Passport
    • Employment picture identification
    • Immigration Record
    • Military Identification Card
    • Other government-issued identification

Previous Marriage:

  • Original or CERTIFIED divorce papers must be provided.
  • If multiple divorces all original or certified papers must be provided.
  • Certified copy of death certificate of former spouse must be provided. 

All documents must be in English or must be translated by a CERTIFIED TRANSATOR.   A translation that is notarized is not a CERTIFIED document.   The marriage license is not good for the first 24 hours after it is issued; license only remains valid for 60 days after issuance.

 

Please Note:

All documents will be reviewed to ensure that they adequately meet the purpose of identifying the applicant.

Documents that are defaced, taped, laminated, photocopied or ripped will not be accepted.
Social Security card is not an acceptable form of identification.
If you are unsure about your identification documents, please call the City Clerk at 845-346-4166.

Click on the link below for the Freedom of Information form that you can fax at 845-344-5428 or email to jnaumchik@middletown-ny.com.

icon FOIL Application

All dogs in the City of Middletown are required to have a dog license. You must come to City Hall office the City Clerk to obtain a new license with the current rabies certificate. The fee is $11.00 for spayed or neutered or $23.00 if not spayed or neutered.

Permits are issued with the proper paperwork from your doctor and you must live in the City of Middletown to obtain a permit at the City Clerk’s office or the Police Department.

You must bring your valid driver license with you to obtain a permit.

icon Parking & License Permit Application for Persons with Handicaps

You must have a Yard Sale Permit to have a Yard Sale or Garage Sale in the City of Middletown.

  • The fee for a permit is $10.00 with a $50.00 refundable deposit as per the City Code posting of signs.
  • As per the City Code there is a limit of 2 permits per calendar year.

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