Notary Public: What a Notary Does and Why Vital Records Ask for One
A notary public is a public officer of the state who administers oaths, takes acknowledgments and witnesses signatures. The Texas Secretary of State, which commissions notaries there, describes the role this way.
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What a notary does
A traditional notary works with paper documents. Online notaries have the same authority but notarize through secure two-way video and audio, and need a separate online commission in Texas. State employee notaries in Texas can notarize only for their own agency or university, not for the public.
A notary's role is to witness the signing and the oath, not to prepare the document.
Why vital records ask for it
Many offices use notarization to confirm who is requesting a record. Texas says that for mail orders you present your original ID to a notary and include a photocopy with your application, and that you should not send original IDs in the mail. Minnesota says certificate requesters must show ID and sign the request before a notary or county vital records staff.
Rules and accepted forms of notarization vary by state and by issuing office. Read the instructions on the application.
Frequently asked questions
Can a state employee notary notarize for me?
In Texas, state employee notaries can notarize only for their own state agency or university, not for the public.
Can any notary sign my vital records application?
Check the application. It names the notarization the office requires.
Is online notarization accepted?
Some states allow it. Ask the issuing office whether it accepts online notarization for the application.
Sources
US Records is a private company and is not a government agency. Government agencies issue certified records; we help you order them.
Written By
US Records TeamThe US Records Team writes and reviews guides on birth, death, marriage and divorce certificates, using state statutes, agency instructions and court records as sources.
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