Requesting vital records, such as birth or death certificates, is a standard part of handling personal or family matters. While the process is often straightforward, some states require an additional step: providing a notarized signature or statement with your application. This requirement is most often seen with mail-in requests and is designed to help prevent identity theft and safeguard sensitive personal information.
In this blog, we’ll explain what a notarized statement is, why some states require it, who needs to provide one, and which states currently have this requirement in place for requesting vital records.
Notarized Signature vs. Notarized Statement: What’s the Difference?
Notarized Signature
This means that you sign a document in the presence of a notary public, who verifies your identity, witnesses your signature, and applies an official seal. It confirms that the person signing is who they claim to be.
Notarized Statement
This is a sworn declaration—often called an affidavit—where you not only sign, but also affirm that the information provided is true under penalty of perjury. The declaration, signature, and oath are all notarized, making them legally binding.
In simpler terms, a notarized signature confirms who signed a document, whereas a notarized statement affirms that the contents of the document are truthful. This notarized document may be included with your application form, ID, and payment when ordering by mail.
Is It Common to Get Your Birth Certificate Notarized?
It’s a common misconception that you can—or should—get a birth certificate notarized. In reality, it is illegal for a notary public to notarize a certified copy of a vital record, such as a birth, death, marriage, or divorce certificate. These documents are issued and certified directly by a government agency, and their authenticity cannot be legally confirmed or duplicated by a notary.
This can be confusing because a few states require notarization as part of the process to request a certified copy of a birth certificate, especially when done by mail. This notarized signature is not applied to the birth certificate itself, but rather to the application form or a sworn statement verifying the identity of the person making the request. What’s the Difference?
Understanding the difference is important. If you’re requesting your birth certificate and are asked to have something notarized, it’s likely referring to the application or supporting documents, not the certificate itself. Always follow your state’s guidelines and never attempt to have a certified copy of a vital record notarized directly.
Why Is Notarization Required?
Vital records contain highly sensitive personal information, including full names, birth dates, places of birth or death, and sometimes Social Security numbers (death certificates). To protect this information from identity theft or unauthorized access, many states have implemented identity verification processes—especially for mail-in requests where in-person ID verification isn’t possible.
Notarizing your signature or application helps state agencies verify your identity, confirm that you have the legal right to request the record, and protect against fraud or misuse of personal information. This added step provides an extra layer of security to ensure that vital records are released only to authorized individuals.
Who Needs a Notarized Statement or Signature?
You’ll typically need to provide a notarized statement if:
- You are requesting a certificate by mail, and
- You live in or are requesting records from a state that requires notarization.
Even if you are a qualified applicant (e.g., the individual on the record, a parent, legal guardian, or executor), some states still require the statement to be notarized if you’re not appearing in person.
You don’t usually need notarization for:
- In-person requests at a vital records office
- Online requests through official state portals or third-party services like Vital Records Online (VRO).
States Requiring Notarization with the Vital Records Request
Not every state requires notarization for mail-in vital record requests, but here are some that do:
Alaska: requires a notarized letter of consent if you are a third-party requester—that is, someone other than the person named on the certificate or their parent (if the individual is a minor). The letter must come from the certificate holder or their legal guardian authorizing the release of the record..
California – Authorized certified copies of birth/death records must include a notarized sworn statement with the application.
Colorado: a notarized signature is required on the application when requesting a certified copy of a birth or death certificate. It is a standard security measure under state law.
Louisiana: In Louisiana, mail-in requests for vital records such as birth and death certificates typically require a notarized affidavit of entitlement. This is due to the state’s “closed record” policy, which restricts access to these records and limits who is legally authorized to obtain them.
Minnesota: Requires the application to be notarized for mail or fax requests. Applicants must sign the request form in the presence of a notary public and provide valid identification to verify their eligibility for receiving a certified birth or death certificate.
New York City: The NYC Department of Health and Mental Hygiene requires mail-in applications for certified birth and death certificates to be notarized. This ensures the applicant’s identity is verified and the request is authorized.
Texas: When requesting a birth or death certificate by mail, the application must include a notarized signature. This serves as a security measure to verify the applicant’s identity and ensure the request is authorized.
How Do I Get My Vital Records Application Notarized If I Currently Live in Another Country?
If you’re living abroad and need to get your vital records application notarized, you have a couple of options. You can seek notarization through a U.S. official, such as an Ambassador, Minister, Consul, Vice Consul, or Consular Agent, or from a judge of a court of record with an official seal in the foreign country. Alternatively, you can use a local foreign notary; however, in this case, the notarized document must include an apostille to validate the foreign notarization.
What to Do Before Requesting
These requirements can change, so it’s best to check with the state’s official Vital Records Office before submitting your request. Always check current requirements with your state’s or county’s Vital Records Office before applying. Confirm whether you’re requesting an “Authorized Certified Copy” (which typically requires notarization) or an “Informational Copy” (often not notarized). Gather and complete the necessary forms—including a notarized sworn statement, if needed—to avoid delays or rejections.
How to Get a Notarized Signature or Notarized Statement
The process of notarization is straightforward, whether your state requires a notarized signature on the application or a complete notarized statement (such as a sworn declaration). Here’s how to complete each:
For a Notarized Signature:
- Please complete your application form, but do not sign it yet.
- Bring the unsigned form and a valid photo ID to a licensed notary public.
- Sign the form in front of the notary, who will verify your identity and apply their seal.
- Submit the notarized application with your request for the vital record.
For a Notarized Statement (Sworn Affidavit):
- Write a brief statement that includes: your full name, your relationship to the person on the record, the reason for the request, and a declaration that the information is true and accurate.
- Bring the unsigned statement and your ID to a notary.
- Sign the statement under oath in front of the notary.
- The notary will witness, certify, and seal the document, thereby making it a legally valid document.
Where to Find a Notary
Many banks and credit unions offer notary services, often at no additional charge to account holders. UPS Stores and other shipping centers frequently provide notarization as well. Law offices, courthouses, and city or county government buildings are also familiar places to access notary services. In some states, online notary services are available, allowing you to complete the process remotely through a secure video call.
When and Why You Need Notarization for Vital Records
Not all states require notarization when requesting a death certificate, but in those that do, it’s an important step to verify your identity and legal right to access the record. Some states may ask for a notarized signature on the application, while others require a notarized statement to confirm your relationship to the deceased and the purpose of your request. These requirements are designed to protect private information and prevent fraud. To avoid processing delays, ensure you check your state’s current guidelines and prepare all necessary documents, especially if you’re submitting your request by mail. Understanding when notarization is needed can help ensure a smooth and secure process.
