How to Get an Official Immunization Record for Your Child

Where do I start to get my child's shot records?

Start with your child's primary care provider. Vaccination records are kept in the child's medical chart and can be printed on official letterhead or exported from the electronic health record 2Ref 2Centers for Disease Control and Prevention (2024).Vaccination Records.Providers must document vaccine name, date, manufacturer, lot number, and administering provider; official records include these elements and are accepted by schools and employers. Call the front desk, identify yourself as the parent or legal guardian, and ask for an immunization summary or shot record. Many practices can also upload a copy to a patient portal the same day.

Two federal rules shape the request. A records request must be fulfilled "within 30 days of receipt (with the possibility of a single 30-day extension) in the format requested by the patient if the records are readily producible in that format" 5Ref 5Lye CT, Forman HP, Gao R, Daniel JG, Hsiao AL, Mann MK, deBronkart D, Campos HO, Krumholz HM (2018).Assessment of US Hospital Compliance With Regulations for Patients' Requests for Medical Records.By federal regulation, medical record requests must be fulfilled within 30 days of receipt (with the possibility of a single 30-day extension) in the format requested by the patient if the records are readily producible in that format. — so you can ask for a PDF to the portal rather than a mailed printout. And any fee has to be reasonable and cost-based: HIPAA limits it to "the costs of labor for copying the information, supplies for creating the paper copy or electronic media, and postage" 6Ref 6American Academy of Family Physicians (2018).HIPAA: Answers to Your Frequently Asked Questions.Your practice may charge reasonable, cost-based fees to provide patients copies of their medical records. HIPAA regulations are very specific about what these fees can include — only the costs of labor for copying the information, supplies for creating the paper copy or electronic media, and postage. | Practices are expected to notify the individual in advance of the approximate fee for the copies..

What is a state immunization registry and how do I use it?

Every U.S. state maintains an Immunization Information System (IIS) — a confidential, population-based computerized database that receives vaccination reports from doctors' offices, pharmacies, schools, and public health clinics 1Ref 1Centers for Disease Control and Prevention (2024).Immunization Information Systems (IIS).IIS are confidential population-based databases collecting vaccination reports from providers across a jurisdiction; records are available when a practice closes and can be accessed through state health departments. If your child has received shots in your state, there is a good chance a record exists there.

The CDC maintains a directory of all state IIS contact information and web portals at cdc.gov/iis/contacts-locate-records 3Ref 3Centers for Disease Control and Prevention (2024).Contacts for IIS Immunization Records.State-by-state directory for parents to request child immunization records from their jurisdiction's IIS; records can be requested from any state where vaccines were administered. Most states accept requests by mail, fax, or online portal, and many are free. Processing time varies from same-day to a few weeks depending on the state.

Coverage is high enough that the registry is usually worth checking. CDC reported that IIS participation among children aged 4 months through 5 years "increased from 90% in 2013 to 94% in 2016" 4Ref 4Murthy N, Rodgers L, Pabst L, Fiebelkorn AP, Ng T (2017).Progress in Childhood Vaccination Data in Immunization Information Systems — United States, 2013–2016.IIS participation among children aged 4 months through 5 years increased from 90% in 2013 to 94% in 2016 — so for most children vaccinated in the United States, a registry record likely exists even when the original clinic has closed.

Can the school nurse's office help in the meantime?

Schools and licensed childcare centers collect proof of vaccination for enrollment. If you need something quickly, the school nurse's office may have a copy on file. This is generally a photocopy rather than an official registry printout, but it can serve as a working document while you obtain the official version.

What if my child's previous provider has closed?

When a practice closes, state law usually requires patient records — including immunization histories — to be transferred to another provider or stored by a third-party medical records company. Contact your state medical board or health department for guidance on locating records from a closed practice. The state IIS is especially valuable here because it collects data independently of individual offices 1Ref 1Centers for Disease Control and Prevention (2024).Immunization Information Systems (IIS).IIS are confidential population-based databases collecting vaccination reports from providers across a jurisdiction; records are available when a practice closes and can be accessed through state health departments.

What counts as an official immunization record?

An official immunization record typically includes the child's full name and date of birth, the vaccine name (such as DTaP, MMR, or varicella), the date each dose was given, and often the lot number and the administering provider's name 2Ref 2Centers for Disease Control and Prevention (2024).Vaccination Records.Providers must document vaccine name, date, manufacturer, lot number, and administering provider; official records include these elements and are accepted by schools and employers. A printout from the provider's electronic health record system or from the state registry is accepted by schools, daycares, camps, and most employers. A handwritten card from home is generally not accepted as official documentation.

What if my child received vaccines in more than one state, or outside the U.S.?

Each state's registry is separate. If your child received vaccines in multiple states, you may need to contact each state registry individually 3Ref 3Centers for Disease Control and Prevention (2024).Contacts for IIS Immunization Records.State-by-state directory for parents to request child immunization records from their jurisdiction's IIS; records can be requested from any state where vaccines were administered and ask the current provider to consolidate the records into one chart.

Vaccines received outside the United States may not appear in any U.S. registry. A pediatrician can review foreign records and determine whether doses will be accepted by U.S. schools, or whether any catch-up doses are needed. Children who were adopted domestically or internationally may have incomplete histories; a pediatrician familiar with adoption medicine can help assess immunity and recommend an appropriate schedule.