Birth certificate notarization is not something a notary public can actually do. A notary has no authority to certify that a photocopy of a birth certificate is genuine, and any agency you hand a notarized photocopy to will reject it. What you need instead is a certified copy issued by the government vital records office in the state, city, or county where the birth was recorded. That office holds the original record and is the only body that can produce a copy agencies will accept.
Why a Notary Can’t Certify a Birth Certificate
Notaries verify identities and witness signatures. Their authority stops there. They have no way to confirm that the document being copied is itself authentic, so certifying a photocopy of a government record falls outside what the office can legally do. Several states spell this out directly in their notary statutes, and some attach criminal penalties for notaries who try.
Only the issuing agency, which keeps the original record on file, can guarantee a copy is genuine. The federal government does not maintain birth records. They sit permanently with state vital statistics offices, or with local offices in the city or county of birth.
What Agencies Actually Accept
A certified copy is a government-issued reproduction printed on security paper, bearing the official seal or stamp of the issuing office and the registrar’s signature. Passport offices, schools, licensing agencies, and courts accept this document. A notarized photocopy meets none of the requirements.
The U.S. Department of State, as one example, requires a birth certificate issued by the city, county, or state of birth that lists the applicant’s full name, date and place of birth, and parents’ full names, includes the registrar’s signature, and bears the official seal or stamp.1U.S. Department of State. Get Citizenship Evidence for a U.S. Passport
Most states issue two versions. A long-form certificate is a complete copy of the original record, including hospital, parents’ full names and birthplaces, the attending physician or midwife, and filing date. A short-form certificate is an abbreviated summary. For school or employment purposes, either usually works. For a passport, immigration application, or court proceeding, order the long form. The State Department specifically calls for a certificate that lists the parents’ full names and was filed within one year of birth, which some short-form abstracts do not include.1U.S. Department of State. Get Citizenship Evidence for a U.S. Passport
How to Order a Certified Copy
You order from the vital records office in the state or territory where you were born. You’ll need to know the city and county of birth.2USAGov. How to Get a Certified Copy of a U.S. Birth Certificate Most offices accept requests online, by mail, or in person.
Online and by Mail
Many state vital records offices run their own online portals. Others contract with authorized third-party vendors that handle electronic orders and add a processing fee on top of the state’s base fee, plus shipping.3VitalChek. Timing and Pricing Ordering directly from the state office by mail is cheaper. Mail orders typically need a completed application, a copy of your photo ID, and a check or money order.
Processing times run from a few business days to several weeks depending on the agency’s workload. Sending your application by certified mail with return receipt gives you tracking.
In Person
Walking into the office is usually the fastest option. Some offices issue certificates the same day, though appointments may be required. Bring government-issued photo ID and be ready to pay on the spot. Not every office accepts credit cards for walk-in orders, so call first.
Fees
Base fees run from about $10 to $35, with most states falling between $15 and $25. Third-party online and phone orders run higher once processing and shipping are added. Some states discount additional copies ordered at the same time.
Information the Application Asks For
Applications generally want the full name at birth, date of birth, city and county of birth, parents’ full names including the mother’s maiden name, your relationship to the person named on the certificate, and the reason for the request. A copy of valid photo identification comes with the application: driver’s license, state ID card, or passport.
The One Time a Notary Is Involved: An Affidavit of Copy
A foreign institution or an unusual administrative process may occasionally ask for a “notarized copy” of a birth certificate. What actually satisfies that request is not a notarized photocopy but a notarized affidavit of copy. This is a separate sworn statement in which you declare under oath that the attached photocopy is a true reproduction of your original birth certificate. The notary verifies your identity and witnesses your signature on the affidavit. The notary is not authenticating the birth certificate.
This is uncommon within the United States. If an agency asks for a “notarized copy,” call and confirm. Most of the time they want a certified copy from the vital records office and have used imprecise language.
How to Get an Affidavit of Copy Notarized
If you genuinely need one, the process is straightforward:
- Make a clear, complete photocopy of your original certified birth certificate.
- Draft a short sworn statement declaring that the attached photocopy is a true and accurate reproduction of your original birth certificate. The requesting entity may provide a template.
- Find a notary. Banks, credit unions, and shipping stores offer notarization, and some banks notarize free for account holders. Mobile notary services will come to you.
- Bring your original birth certificate, the photocopy, the drafted affidavit, and a valid government-issued photo ID. Sign the affidavit in the notary’s presence. The notary completes the notarial certificate, affixes the seal, and signs.
The seal applies to your signature on the affidavit, not to the birth certificate copy. Any agency receiving the document should understand that distinction.
What to Do If You Have No Photo ID
Ordering a certified birth certificate without current photo ID is a common problem, and most states have workarounds. Options usually include submitting a sworn statement of identity or providing a notarized letter along with a copy of the photo ID from a parent listed on the birth certificate.2USAGov. How to Get a Certified Copy of a U.S. Birth Certificate This is one of the few situations where a notary plays a legitimate role in the birth certificate process: notarizing a parent’s supporting letter, not the certificate itself.
If none of these alternative verification methods work, the usual advice is to replace your driver’s license first, then use the new ID to order the birth certificate.2USAGov. How to Get a Certified Copy of a U.S. Birth Certificate Contact your state’s vital records office directly to ask what alternatives it accepts.
If You Were Born Abroad to U.S. Citizen Parents
U.S. citizens born in another country don’t have a state-issued birth certificate. If your parents reported the birth to a U.S. embassy or consulate, that office issued a Consular Report of Birth Abroad, which serves the same legal purpose as a domestic birth certificate.2USAGov. How to Get a Certified Copy of a U.S. Birth Certificate Replacements come from the State Department, not a state vital records office.