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What is a vital record — and can I notarize it?

Person with serious expression reviewing documents

Updated 5-22-23. Customers often ask Notaries to notarize birth certificates or marriage certificates — also known as vital records. But because of the special nature of these documents, you will have to say no. Here's what a vital record is, and why they cannot be notarized.

What documents are considered vital records?

A vital record is a government document containing information about a person’s important life events. Examples of vital records include birth certificates, death certificates and marriage certificates. In the United States, vital records are typically issued and maintained at the county or state level by offices such as a county clerk or recorder’s office, registrar’s office or vital records office.

Can I notarize a vital record?

Customers most commonly ask if Notaries can certify a photocopy of a vital record. Unfortunately, Notaries cannot do this. The reason is that a copy certification requires the Notary to certify that the copy is a true and accurate reproduction of the original document. However, original vital records documents are kept by the government agency that issues them. Only that agency is authorized to issue certified copies of the vital record in question — Notaries are not authorized to make copies or certify copies of vital records.

However, if a customer wishes to sign a document to request a copy of a vital record from a government agency, you may notarize the customer’s signature on the request form, provided that the notarization request meets all requirements of your state’s Notary laws.

Can a vital record be used to identify a signer?

A signer may ask to use a birth certificate as proof of identity for a notarization. Many states, including California, Florida and Texas, do not allow this. Even if not specifically prohibited in your state, a birth certificate is not a reliable form of ID because it lacks the signer’s photo and signature, and any physical description of the signer as a baby on the certificate is useless for verifying the signer’s identity.

David Thun is the Assistant Managing Editor with the National Notary Association.


Related Articles:

Handling certified copies of public records and other unusual Notary requests


Additional Resources:

NNA Notary Hotline


View All: Best Practices

48 Comments

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Mike S

08 Jul 2019

If the state allows for self-attesting statements about documents to be notarized, can that be notarized for a vital record?

National Notary Association

22 Jul 2019

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Cindy Ivester

09 Jul 2019

Regarding a vital record notarization. Isn't it possible to attach a jurat to the letter wherein the customer declares the document is a true copy of the original? In this way, the notary isn't actually notarizing the document itself. Thank you for your clarification.

National Notary Association

23 Jul 2019

Hello. Normally, the original version of a vital record is held by the recording agency that issued it, and only that agency is authorized to certify copies of the original vital record.

Carla Swenson

09 Jul 2019

Thank you for the info

Daniel

10 Dec 2019

Yes, but if your state can allow for notarize the vital records, you can do. Or you can get help from Online Vitals.

Seema

08 Jun 2020

I am confuse I am new . In California. Client asked me to certify copy of death certificate . Can this be done or not . If yes how .

National Notary Association

08 Jun 2020

Hello. California Notaries are not authorized to certify copies of vital records such as death certificates. The client would need to contact the appropriate recording office to request a certified copy.

Inês Leite

20 Jul 2020

Can vital records from foreign countries be notarized as a copy certification notarization or does this apply to foreign documents as well?

National Notary Association

24 Jul 2020

Hello. Normally, vital records of any kind cannot be copy certified. To help us provide you with more information, can you please tell us what state you are commissioned in?

Tonya Leeper

11 Aug 2020

Thanks this was very helpful

Mark

02 Sep 2020

My birth certificate was issued in New Jersey, but is not certified, I now reside in Florida. Can I have a Florida Notary notarize my New Jersey birth Certificate?

National Notary Association

04 Sep 2020

Hello. No, Florida Notaries are not permitted to certify copies of vital records such as birth certificates. You would need to contact the recording office that issued the original birth certificate to request a certified copy.

Ira Grabeal

07 Jan 2021

If you have the original copy of a birth certificate and the mother wishes to add the father’s name (who has passed away and they were never married ) and her son is 28 and both sides of family agree, can she have a notary republic witness and certify to send to Vital statistics in Oklahoma?

National Notary Association

08 Jan 2021

Hello. We're sorry, but we cannot provide instructions regarding amendment of a birth certificate. The parties involved would need to contact the appropriate recording office and request instructions from that office.

TALIA

17 Feb 2021

Trying to obtain my birth certificate from (kern county) California I live in Texas currently, yet when I took the form from kern county vital statistics to my bank to get notarized they would not complete the request because there is not a specific place on the form for a notary to sign the form only states that it needs to be notarized (again no place on the request form for a notary to sign) Do I even need to notarize this document??

National Notary Association

24 Feb 2021

Hello. You would need to contact the recording office in question directly to ask what their notarization requirements are and obtain instructions.

Gely McGovern

06 Jul 2021

Can be notarize a copy of a Naturalization Certificate in Michigan? It is not a vital record, but it is a government document containing information of a person's important life event (become a U.S. Citizen).

National Notary Association

07 Jul 2021

Hello. Can you tell us what type of notarization was being requested (e.g. copy certification, acknowledgment, etc.) for the document?

Ledia Abebe

23 Sep 2021

However, if a customer wishes to sign a document to request a copy of a vital record from a government agency, you may notarize the customer’s signature on the request document, provided that the notarization request meets all requirements of your state’s Notary laws. If a client don’t have government issued ID, what else can they use to Identify themselves.

Lee

25 Nov 2021

Can a notarized copy of a foreign certificate be copied and notarized again?

National Notary Association

06 Dec 2021

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Joe Ewing

04 Jul 2022

Question, can the county clerks signature on a vital record be authenticated by the county clerks office that issued the certification?

National Notary Association

05 Jul 2022

Hello. You would need to contact the county clerk's office in question directly to ask if they can perform this service for you.

Katrice Cloyd

04 Jul 2022

What about states where notaries are allowed to officiate weddings/marriages? Are you referring to copies only or the original document, when you say do not notarize?

National Notary Association

05 Jul 2022

Hello. In states that authorize Notaries to officiate wedding ceremonies, certifying copies of vital records is not normally part of the officiating process.

David V Fuentes

06 Jul 2022

In California a Vital Record Certificate could be, authenticated by the County clerk where the Birth, Marriage, Death Certificate was first issued. If that Birth, Marriage or Death Certificate is needed in another country, the certificate must be translated to the lenguaje of that country, the official document must be a Certified Copy of Vital Récords; the Translation must be done by a competent translator: Ex- a Certified court or Hospital Interpreter, registered with the County or must be Certified by an Interpreter member of the the American Translators Association (ata) then the authenticated Birth, Marriage or Death Certificate and translation document must be sent to the Secretary of State to be Apostilled. The country destination must be a member of the La Hague Convention, if country is not a member of the La Hague Convention, then the Country’s consulate must Legalize the Translation. I hope this helps Notaries in California.

Jacqueline Harrison

06 Jul 2022

Just asking…are divorce copies considered vital records?

National Notary Association

22 Jul 2022

While divorce records are not vital records, they cannot be copy certified in most states – not because they are vital records, but because they are court records. Typically, court records are only certified directly by the court.

Joe Ewing

10 Jul 2022

Would a background check be considered a vital record? I only ask because to be accepted some countries are requiring these documents to be authenticated and apostilled by the USDOS.

National Notary Association

11 Jul 2022

Hello. Notaries do not issue apostilles as part of their duties. Please see here for more information: https://www.nationalnotary.org/notary-bulletin/blog/2015/07/notary-basics-understanding-apostilles

Yolanda Copeland

05 Jun 2023

when I translate a marriage or birth certificate from Spanish to English, it is ok to notarize these documents correct? this is for the Immigration Law Office . I always asked for ID'S.

National Notary Association

05 Jun 2023

Hello. Some states restrict who may translate immigration forms. Please see this article for more information: https://www.nationalnotary.org/notary-bulletin/blog/2019/09/3-things-notaries-should-know-about-translating-documents

Drew Robinson

05 Jun 2023

If you have a document from the state (you are calling a copy) but if that document is signed by the participants (like a marriage license) and you notarize it, isn't that considered an original?

National Notary Association

05 Jun 2023

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Catherine

22 Jun 2023

What if a notary forgets the rule about not notarizing vital documents, such as a death certificate and accidentally does so?

National Notary Association

26 Jun 2023

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

parminder

23 Jun 2023

in california. document custodian bring a statement and sign that this is copy of my ID / passport. Can we sign Copy certification by document custodian in this case ?

National Notary Association

26 Jun 2023

Hello. Please see the sections "If I can't certify a copy of a document, is there an alternative?" and "Can I advise a signer regarding copy certification alternatives?" in this article for more information: https://www.nationalnotary.org/notary-bulletin/blog/2014/04/how-to-certify-copy-document

Asheana

10 Jul 2023

Can a birth certificate, be notarized in a different state, then it was issued ?

National Notary Association

10 Jul 2023

Hello. As a vital record, a birth certificate normally cannot be notarized. A certified copy must be obtained from the recording office that issued the original birth certificate. Please see here for more information: https://www.nationalnotary.org/notary-bulletin/blog/2019/07/what-is-vital-record-notarize

Caitlin

03 Aug 2023

Hi! Can I have a birth certificate application notarized? It is requested on the application form. I live in MN.

National Notary Association

04 Aug 2023

Hello. Do you know what type of notarization is being requested for the application form (e.g., acknowledgment, jurat or copy certification)?

The Angry Notary

29 Jan 2024

I was just asked to notarize documents with NO notarial language, and the requester didn't know what act was needed. All he could tell me was, "This is what my friends do." Then when he found out he proceeded with the documents and the supporting documents were copies of his drivers license, utility bills, all that. You can guess what state I'm in. I told him sorry I can't notarize this and he argued with me about what it is I'm actually doing. Sorry, who took the test you or me? I refused the notarization after examining all the documents thoroughly. I don't look good in orange.

Kiri Hart

31 Jan 2024

Are drivers license's considered a vital record?

National Notary Association

15 Feb 2024

Hello. No, a vital record is a document such as a birth, death or marriage certificate where the original document is issued and held by a recording agency.

Maria Braun

01 Mar 2024

AAA has notary services I have used in the past. I needed a copy of a “Legal Certified copy of my Spanish birth certificate” notarized and they told me they could not do it. This again was not an original birth certificate and just a legal copy of the original birth certificate. The Spanish consulate in New York needs this notarized copy in order for me to be inscribed in the consulate as a born Spaniard but now US citizen living in the USA. I live in Pennsylvania. So what am I supposed to do? Thank you for your assistance. M Braun

National Notary Association

04 Mar 2024

Hello. Pennsylvania Notaries may not certify copies of vital records such as birth certificates. You would need to contact the consulate to ask for an alternative option for obtaining a certified copy of your original Spanish birth certificate.

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