A birth certificate with a raised seal is a certified copy of your official birth record, issued by the government vital records office that holds your original file. The seal — pressed into the paper so you can feel it with a finger and see the indentation from both sides — confirms the document came from the issuing authority rather than from a hospital, a photocopier, or a keepsake printer. You order one from the vital records office in the state where you were born, by mail, in person, or through an authorized online service. Federal agencies require this kind of certified copy for passports, and since May 7, 2025, you need one to get a REAL ID–compliant driver’s license.1Transportation Security Administration. REAL ID
What the Seal Actually Is
The traditional raised seal is made by pressing the paper between two metal dies, producing a three-dimensional impression. A government registrar or clerk applies it after confirming that the information on your copy matches the original record in the state’s registry. That tactile element is what makes the document hard to fake with a scanner.
One detail trips people up. Federal agencies don’t actually require the seal to be raised. The State Department’s passport rules say the certificate must carry “the seal or stamp” of the city, county, or state that issued it.2U.S. Department of State. Get Citizenship Evidence for a U.S. Passport Many states have moved to flat security paper that uses watermarks unique to the state, chemical-sensitive paper that reacts to tampering, microprinting, hidden-word pantographs, security patterns, and serialized document numbers in place of embossing.3U.S. House of Representatives. Counterfeiting and Misuse of the Social Security Card If your certified copy feels flat but has visible watermarks, microprinting, or color-shifting ink, it is still a legitimate certified copy and will be accepted.
What matters, regardless of whether the seal is raised or flat, is that the document was issued directly by the vital records office. A photocopy of a certified copy is not certified. A notarized photocopy is not certified either. The agency itself has to produce the document.
Long Form or Short Form
When you place the order, you’ll often get a choice between two versions, and picking the wrong one can send you back to the office.
A long-form birth certificate reproduces the original record. It includes your full name, date and time of birth, the hospital and its address, both parents’ full names, ages, and birthplaces, and often the attending physician’s signature. A short-form certificate is a summary with your name, sex, date of birth, place of birth, parents’ names, and the filing date.
For a U.S. passport, the certificate has to list your full name, date and place of birth, both parents’ full names, the registrar’s signature, a filing date within one year of birth, and the seal of the issuing authority.2U.S. Department of State. Get Citizenship Evidence for a U.S. Passport A short form that includes all of those elements will work. If it’s missing parent names, or was filed more than a year after birth, you’ll need additional documentation. When in doubt, order the long form. The price is usually the same and it satisfies essentially every agency requirement.
How to Order a Certified Copy
By Mail
Mailing an application to your state’s vital records office is the most common method. You send the application form, a copy of your ID, and payment. Mail processing can take several weeks, with some states averaging five to seven weeks from receipt to delivery. Plan ahead if you need the document for a passport or other deadline.
In Person
Visiting a county clerk’s office or local vital records office is the fastest route. Many offices offer same-day processing, so you walk out with the certified copy in hand. Bring your ID and be ready to pay the fee on the spot. Not every county handles birth records directly, so call ahead or check the office’s website first.
Online
Many states contract with services like VitalChek to accept online orders. The portal collects the application and payment electronically and routes the request to the appropriate government office. You pay the state’s standard fee plus a convenience fee, and the certificate is mailed to you. The convenience is real, though the added cost and shipping time make this option best for people who can’t easily visit an office or mail a form.
Fees and Timing
A single certified copy generally runs from about $10 to $31 depending on the state. Additional copies ordered at the same time are often discounted. Expedited processing and shipping are available in many states for an extra fee and can cut wait times from weeks to days. For a time-sensitive application, the expedited option is usually worth it.
What You’ll Need to Apply
The application will ask for the full name shown on the birth record, the date of birth, and the city or county where the birth occurred. Most states also want both parents’ full names, including the mother’s name before marriage. That information helps the office locate the correct file and confirm you’re authorized to receive it.
You’ll also need to prove your own identity. Requirements vary by state, but the usual approach is a photocopy of a current government-issued photo ID like a driver’s license or passport. Some states use online identity verification instead, asking knowledge-based questions. If you don’t have a current photo ID, many offices accept two secondary documents, such as a utility bill paired with a medical insurance card, bank statement, or voter registration card.
Who Can Request One
Most states restrict who can order a certified copy. The eligible list generally includes the person named on the certificate, their parents, a legal guardian, a spouse, a child of the person named, or an authorized legal representative. Some states will issue an “informational” copy to anyone who asks, but those are marked with a legend stating they are not valid to establish identity. If you’re ordering on behalf of someone else, expect to show proof of your relationship or legal authority, such as a power of attorney or court order. Check with the vital records office before applying.
Documents That Don’t Count
Several birth-related documents look official but won’t be accepted for passports, REAL ID, or Social Security applications:
- Hospital-issued certificates. The document the hospital gives new parents is a keepsake, with no seal, no registrar’s signature, and no filing date.
- Commemorative or heirloom certificates. Some states sell decorative versions with ornamental borders or baby footprints. These are keepsakes and are not acceptable for official purposes.
- Photocopies and notarized copies. A photocopy of a certified birth certificate, even notarized, is not a certified copy.
- Informational copies. In states that issue them to people who aren’t on the authorized list, these are stamped with a legend showing they are not valid for identity.
If you’re unsure whether what you have will work, look for the seal or stamp of the issuing authority, the registrar’s signature, and a filing date. If any of those are missing, order a new certified copy from the vital records office in the state where you were born.
Correcting an Error
If your certificate contains a spelling mistake, a wrong date, or other incorrect information, you can file an amendment with the vital records office in the state where you were born. Minor clerical errors are typically handled through an administrative correction. You submit an amendment application along with supporting documents that show the correct information, such as hospital records, early school records, immunization records, or a baptismal certificate.
Legal name changes require a certified copy of the court order granting the change. Paternity-related amendments may require a court order of paternity, a certificate of parentage, or marriage and divorce records depending on the circumstances. Once the amendment is processed, the vital records office issues a new certified copy with the corrected information. Processing times, fees, and supporting documentation requirements vary and can be strict, so contact the office before submitting.
Using the Certificate Abroad
A certified copy with a seal is a U.S. document. If you need it recognized in another country, you’ll usually need an apostille — a certificate attached to the document by a designated government official, typically your state’s Secretary of State, confirming the document is genuine. Countries that participate in the 1961 Hague Convention accept apostilles as sufficient authentication.4U.S. Department of State. Preparing a Document for an Apostille Certificate For countries outside the Convention, authentication is longer and may involve both the Secretary of State and the foreign country’s embassy or consulate. Start with a certified copy and check the specific requirements of the country where you’ll use it.