Sworn Letter

Sworn Letter: Definition & When You Need One for Vital Records

What Is a Sworn Letter?

A sworn letter (also called a sworn statement or notarized sworn letter) is a written declaration signed under oath or penalty of perjury, typically in the presence of a notary public. It affirms that the information provided is true and that the signer is who they claim to be. In the context of vital records, a sworn letter serves as an identity verification tool—confirming your name, your relationship to the person on the record, and the reason for your request.

Sworn Letter vs. Affidavit: What’s the Difference?

The terms sworn letter and affidavit are closely related and sometimes used interchangeably, but there are subtle differences:

• Sworn letter: A notarized written statement declaring specific facts under penalty of perjury. Often used in California and other states as part of a vital records application.
• Affidavit: A more formal legal document, typically structured with numbered statements, also signed under oath before a notary. Often used in court proceedings and legal filings.

For vital records purposes, both serve the same function: verifying the applicant’s identity and legal right to obtain the record.

When Is a Sworn Letter Required?

A sworn letter is most commonly required when:

• Requesting vital records by mail in states that require notarized identity verification.
• Ordering an authorized (certified) copy of a birth or death certificate—as opposed to an informational copy.
• A third party or authorized representative is requesting the record on someone else’s behalf.

Which States Require a Sworn Letter?

Several U.S. states require a notarized sworn letter or sworn statement as part of the vital records application process. The most notable include:

• California – Requires a notarized sworn statement with all mail-in applications for authorized certified copies of birth and death certificates. California is VRO’s most common sworn letter state.
• Colorado – Requires a notarized signature on birth and death certificate applications.
• Louisiana – Requires a notarized affidavit of entitlement for mail-in requests.
• Minnesota – Requires the application to be notarized for mail or fax requests.
• New York City – Requires mail-in applications for birth and death certificates to be notarized.
• Texas – Requires a notarized signature on mail-in birth and death certificate applications.
• Alaska – Requires a notarized letter of consent for third-party requesters.

Note: Requirements can change. Always check your state’s current guidelines before submitting a request.

What Should a Sworn Letter Include?

A typical sworn letter for a vital records request should contain:

1. Your full legal name
2. Your relationship to the person named on the record (self, parent, legal guardian, spouse, etc.)
3. The type of record you are requesting (birth certificate, death certificate, etc.)
4. The reason for the request (passport application, legal proceedings, personal records, etc.)
5. A declaration that the information provided is true and correct under penalty of perjury
6. Your signature, signed in the presence of a notary public
7. The notary’s seal, signature, and commission details

How to Get a Sworn Letter Notarized

1. Prepare the letter with all required information, but do not sign it yet.
2. Bring the unsigned letter and a valid government-issued photo ID to a licensed notary public.
3. Sign the letter under oath in front of the notary.
4. The notary will witness your signature, administer the oath, and apply their official seal.
5. Submit the notarized sworn letter along with your vital records application form, ID copy, and payment.

Notary services are commonly available at banks, UPS Stores, law offices, courthouses, and through online remote notarization services in states that allow it.

Sworn Letters and Vital Records Online (VRO)

When you order through VRO, the system automatically detects whether your state requires a sworn letter. If it does, VRO generates a pre-filled sworn letter document with notarization instructions as part of your order. You simply print, sign, notarize, and return it. For more details on this process, see our Notarization Process support page.

Frequently Asked Questions

Is a sworn letter the same as a notarized statement?

Yes, in the context of vital records, a sworn letter and a notarized statement serve the same purpose. Both are written declarations signed under oath before a notary public. California’s vital records office uses the term “sworn statement,” while other states and VRO commonly refer to it as a “sworn letter.”

Do I need a sworn letter if I order online through VRO?

It depends on your state. If your state requires notarization (such as California), you will still need to provide a notarized sworn letter even when ordering online. VRO will provide the pre-filled document and instructions as part of your order.

Can I use an online notary for my sworn letter?

Many states now accept remote online notarization (RON), which allows you to complete the process via a secure video call. However, not all states accept online notarization for vital records requests. Check with your state’s vital records office to confirm.

What happens if I don’t include the sworn letter with my application?

If your state requires a sworn letter and you don’t include one, your application will likely be rejected or delayed. The vital records office will typically send your application back with instructions to resubmit with the required notarized document.

How much does it cost to get a sworn letter notarized?

Notarization fees typically range from $5 to $15 per signature. Many banks offer free notary services to account holders. Mobile notaries and online notarization services may charge higher fees, typically $25 to $50.

Related Terms

• Notarized Birth Certificate Copy
• Adoption Records

Related Articles

• Do You Need a Notarization for Vital Records?
• Notarization Process (Support)
• Give a Friend or Family Member Permission to Request (Authorized Representative)
• What Documents Are Required for Birth Certificate Replacement?
• What Is a Name Change Affidavit? Everything You Should Know
• Vital Records Online Adds Notarize Integration

Last updated April 2026.