How to Get a Certified Copy of a Custody Order in Virginia

You won the custody case. Now every school registrar, pediatrician, and benefits office wants proof — and they do not accept a photocopy. You need a certified copy of your custody order from the court clerk.

Where to Request Certified Copies

Go to the clerk's office of the court that issued your order:

• JDR District Court orders — request from the JDR Court Clerk in the city or county where the case was heard.
• Circuit Court guardianship orders — request from the Circuit Court Clerk where the guardianship was entered under Title 64.2.

Most JDR and Circuit Court clerk offices are open Monday through Friday, 8:00 AM to 4:00 PM. You can typically request copies in person or by mail.

What You Will Need

Bring a government-issued photo ID and the case number. If you do not have the case number, the clerk can usually look it up by the child's name and your name. Be prepared to tell them the approximate date the order was entered.

Copy fees are set by statute: a district-court clerk may charge up to $1 for the first two pages and $0.50 for each additional page; a circuit-court clerk charges $0.50 per page plus $2 for certification. Ask the clerk for the total for your order. Request at least three certified copies: one for school enrollment, one for medical providers, and one to keep in your records.

What Makes a Copy "Certified"

A certified copy has a certification affixed or attached to it, using wording such as "true copy" or "certified copy," signed by the clerk or a deputy and identifying the court. Virginia law does not require an official seal. This is what distinguishes it from a regular photocopy. Certification shows that the copy matches the court record; it does not show whether a later order changed it. Ask each school, provider, or benefits office what kind of copy it accepts.

Presenting the Order to Schools and Medical Providers

Once you have certified copies:

• School enrollment — bring the certified order to the school registrar along with the child's birth certificate, immunization records, and proof of your residential address. If the order grants you legal custody, that status gives you the right and duty to provide the child's education, subject to any residual parental rights and responsibilities under Virginia Code § 16.1-228.
• Medical care — give a certified copy to each of the child's healthcare providers. If the order grants you legal custody, that status gives you the right and duty to provide ordinary medical care, subject to any residual parental rights and responsibilities under Virginia Code § 16.1-228.
• Benefits applications — Virginia TANF eligibility includes a child living with a caretaker relative. Virginia uses a combined Medicaid/FAMIS application; for a child under 18, a parent or legal guardian, authorized representative, or co-residing caretaker relative may sign. A custody order is not required for every such application.

If You Need an Order From Years Ago

JDR records are not kept indefinitely. Under Virginia Code § 16.1-306, covered juvenile case records are destroyed once the juvenile is at least 19 and five years have passed since the last hearing. Records of offenses reportable to the Department of Motor Vehicles are destroyed when the juvenile reaches age 29; felony-delinquency records are retained. For a Circuit Court guardianship file, contact the clerk to ask whether it is still available. Older cases may take a few extra days if the file is archived.

Getting Started

The certified copy is one piece of a larger process — before you get here, you have to file the right petition, serve notice, and attend the hearing. Our Virginia Guardianship and Custody Court Process Guide covers the full sequence from your first trip to the Court Services Unit through post-order tasks like getting certified copies and presenting them to institutions.

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