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

Updated 6-10-24. 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 Editorial Manager at the National Notary Association.

Handling certified copies of public records and other unusual Notary requests

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64 Comments

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Anthony Watson

29 Aug 2024

I have a general understanding, vital records are generally off the table to certify copies of when a person could get a real record from the owning agency. But I am new, in AZ, and the ARS and the handbook use the language "public record of this state". Drawing a line under that phrase - Does that mean or imply I could certify a copy of a vital record from another state? I have seen some people ask this question and struggle with some conflicting information or anecdotes of having done it in the past - it seems like there may be a bit of confusion given how it is written. Thank you!

National Notary Association

03 Sep 2024

Hello. The general answer would be "no," because original vital record documents in the U.S. are normally always retained by the issuing agency. Only the recording office that holds the original vital record is authorized to issue certified copies of the vital record.

Hayley Evans

23 Aug 2024

In Virginia, are divorce decrees also considered vital records since they are the other side of the coin in regard to marriage certificates?

04 Sep 2024

Hello. If you are referring to divorce certificates where the original is issued by a state agency and the state agency is the authority that issues certified copies, yes, those are considered vital records.

August

22 Aug 2024

We occasionally get people that want copies of US/Foreign passports and VISA's notarized, are these considered vital records?

Hello. To help us answer your question, can you please tell us what state you are commissioned in?

June

13 Aug 2024

I just received the strangest call from the Office of Vital Records in VA. They asked if I could notarize a certified copy of a death certificate for someone in my area, and I said No. Why would they have been asking if they know we can't do it??

That seems unusual. However, the role of Notaries is not always familiar to members of the public or even government agencies. Some agencies have issued documents in the past with instructions that are not compliant with state notarization rules. For more information, please see here: https://www.nationalnotary.org/notary-bulletin/blog/2015/08/notary-errors-government-documents

Carolyn Blakeslee Proeber

25 Jun 2024

I live in Florida and I may officiate a marriage as long as we're located in Florida. Who, then, would sign the marriage certificate? Thanks.

27 Jun 2024

Hello. Instructions for officiating a wedding in Florida can be found here: https://www.flgov.com/wp-content/uploads/notary/wedding_handbook.pdf

Mauricio Antonio Mejia

24 Jun 2024

what about in Maryland?

Hello. While Maryland Notaries are authorized to certify copies of documents, in the case of vital records, the original document is held by the issuing recording office, which is the only agency that can issue certified copies of the original vital record.

A. Ferguson

12 Jun 2024

I work for a public library and I'm a notary public. Our notary policy states that we will not notarize vital records. We have just been asked by a customer if we could notarize their last will and testament. This is the first time I have ever been asked to notarize something like this. Is a last will and testament considered a vital record or am I safe to notarize this without issue?

14 Jun 2024

Hello. A last will and testament is not a vital record. However, because wills and testaments are complex legal documents, you must be careful to avoid offering unauthorized legal advice and only proceed if you have clear notarization instructions. For more information, please see this page: https://www.nationalnotary.org/knowledge-center/about-notaries/tips-tutorials/notarize-wills

Jerry Coleman

16 May 2024

Would a Parenting plan be considered a vital record? I am in California.

22 May 2024

Hello. We are not familiar with the document you mentioned. A vital record is a government document, typically issued by a county or state recording or registrar's office, containing information about a person’s important life events. Vital records normally cannot be copy certified by Notaries, because the original document is held by the issuing agency and that agency is normally the only source authorized to issue certified copies.

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

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.

Kiri Hart

31 Jan 2024

Are drivers license's considered a vital record?

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.

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.

Caitlin

03 Aug 2023

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

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)?

Asheana

10 Jul 2023

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

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

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 ?

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

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?

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.

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?

Yolanda Copeland

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.

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

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.

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

Jacqueline Harrison

06 Jul 2022

Just asking…are divorce copies considered vital records?

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.

David V Fuentes

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.

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?

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.

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

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

Lee

25 Nov 2021

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

06 Dec 2021

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.

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).

07 Jul 2021

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

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??

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.

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?

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.

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?

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.

Tonya Leeper

11 Aug 2020

Thanks this was very helpful

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?

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?

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 .

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.

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.

Carla Swenson

09 Jul 2019

Thank you for the info

Cindy Ivester

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.

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.

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?

22 Jul 2019

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What documents are considered vital records?

Can I notarize a vital record?

Can a vital record be used to identify a signer?

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