A certified birth certificate is a key vital record needed for many legal and official processes in the United States. It’s a primary form of identification that you can use to prove US citizenship, and it’s often required to get a State ID or driver’s license.
Birth certificates come in different formats, but not all of them can be used for official purposes. A certified copy is the only version accepted by government agencies.
In this guide, we’ll explain how to identify an official birth certificate, what a certified copy looks like, and what to do if your current document is missing a seal, signature, or other required details.
What Is a Certified Copy of a Birth Certificate?
A certified copy of a birth certificate is an official reproduction of your birth record issued by a state, county, city, or local vital records office. It’s legally valid because it includes official certification features, like the issuing office’s seal and the registrar’s signature.
A certified, or authorized, copy is different from:
- An informational copy, which shows some birth details but cannot be used to prove identity
- A hospital birth record, which may be given to parents after delivery, but is not an official government birth certificate
- An heirloom copy, which is decorative and used as a keepsake, rather for legal reasons
For legal and official purposes, a certified copy is usually treated as the valid version of the birth certificate. The original birth record is kept by the vital records office. You can request multiple certified copies of your own birth certificate.
Certified Birth Certificate vs. Informational Birth Certificate
The main difference between certified and informational birth certificates is how you can use them.
Certified copies are official documents you can use to verify your identity, age, citizenship, or relationship to your parents in formal or legal processes.
Informational birth certificates give useful information about a birth, but they can’t be used for legal purposes or in official paperwork processes.
Informational and certified birth certificates both usually contain the key details about a person’s birth, so it’s important to understand which type of document you have.
In California, for example, informational copies contain the same information as authorized copies but include a legend saying they are not valid to establish identity.
Using a certified vs. an informational birth certificate
This table shows some common official proceedings that require a certified birth certificate. Informational copies are not accepted in the following scenarios:
| Application Process | Certified Birth Certificate | Informational Birth Certificate |
| Passport | ✔️ | ❌ |
| Driver’s license | ✔️ | ❌ |
| Marriage license | ✔️ | ❌ |
What’s the purpose of an informational birth certificate?
Informational birth certificates include basic details, like your full name and your state, county, or city of birth. They can be useful for personal record-keeping, genealogy, or family records, but they can’t be used for legal identification.
Some states, including Texas, Florida, and Alabama, also offer heirloom copies that can be used as keepsakes. These are usually decorative, commemorative certificates, not official documents.
Original Birth Certificate vs. Certified Copy: What’s the Difference?
Many people ask for their “original birth certificate,” but in most cases, what they actually need is a certified copy.
The original birth record is the official record filed and kept by the vital records office. It’s not normally handed out to individuals. When you request your birth certificate, the vital records office issues a certified copy of that original record.
| Type of Document | What It Means | Can It Be Used Officially? |
| Original birth record | The record filed with the vital records office | Usually kept by the issuing office, not released |
| Certified copy | Official copy issued by the vital records office with seal and signature | Yes |
| Informational copy | Copy for personal or reference use only | No |
| Hospital copy | Document or keepsake given by the hospital | No |
| Heirloom copy | Decorative or commemorative version | No |
If an agency asks for your original birth certificate, they usually mean a certified copy issued by the vital records office, not a hospital souvenir document.
Need your official birth certificate to file paperwork? It only takes a few minutes to request a certified copy online for home delivery. We make it easy to understand the requirements and order, even if you’re applying from out of state.
What Does an Official US Birth Certificate Look Like?
US birth certificates look slightly different from state to state, but all certified versions usually share several key features, including:
- Person’s full name
- Date and place of birth
- Parent names
- Certificate number, file number, or document number
- Recordation or filing date
- Registrar’s signature
- Official government seal
- Security paper, watermark, or anti-fraud background pattern
- The words “Certified Copy” or similar certification language
Certified birth certificates are usually printed on special security paper and feature a raised, embossed, impressed, engraved, or multicolored seal. Some states use watermarks, patterned backgrounds, or other authentication features.
Birth certificate requirements for US passports
To get a passport, the US Department of State requires that your birth certificate show your full name, date and place of birth, and parents’ full names. It must also include the official custodian’s signature, the seal of the issuing office, and a filing date within one year of birth.
How Can I Tell if My Birth Certificate Is Certified?
Certified and informational documents are usually clearly marked to distinguish between them.
A key sign that your birth certificate is certified is the official government seal. Depending on the state where you were born, the seal might be:
- Raised
- Embossed
- Multicolored
- Impressed into the paper
- Printed as part of the certified copy
Certified copies also have a signature of the state, county, city, or local registrar. If you can’t find a seal and signature, your birth certificate is likely an informational copy, hospital copy, or unofficial document.
Copies given to new parents at the hospital, sometimes with the baby’s footprints, are usually issued as a memento rather than an official certification of birth.
Informational or commemorative copies are sometimes marked with wording such as ‘Informational,’ ‘Not a Valid Document to Establish Identity,’ or ‘For Informational Use Only’, to help avoid confusion.
If you only have a commemorative certificate and need an official version, you can order a certified replacement with US Birth Certificates. We’re vital records experts who help you file your application hassle-free.
Key Fields on a Birth Certificate Explained
Even though the design of birth certificates varies from state to state, all certified copies contain several official fields. These help identify the record and prove that it was properly registered.
- Certificate or document number: The unique number assigned to the birth record, usually found in the top section
- Recordation or filing date: The date the birth was officially recorded, not the date of birth, usually found near the registrar or filing details
- Registrar’s signature: This proves that an authorized official certified or recorded the document, usually located in the bottom section
- Official seal: This shows the copy was issued by the proper vital records office, may appear near the bottom, center, or side
- Watermark or security paper: Anti-fraud features that are usually visible in the paper or background pattern
Where is the document number on a birth certificate?
The document number is usually printed near the top of the birth certificate, often in the upper right-hand corner. However, the exact location depends on the state and the format of the certificate, so you should carefully check the label.
The birth certificate document number might be called:
- Certificate number
- State file number
- File number
- Registration number
If your certificate has more than one number, use the number that matches the wording on the form you are completing.
What is the recordation date on a birth certificate?
The recordation date, also called the filing date or registration date, is the date the birth was officially recorded with the vital records office.
This isn’t the same as your date of birth. It can take several days for a birth to be filed and officially registered after a child is born, so it’s perfectly normal for the recordation date to be later than the birth date.
For official purposes, some agencies check that the record was filed within a certain period after birth. For example, federal passport rules require a birth certificate to show a filing date within one year of birth.
What is a raised seal on a birth certificate?
A raised seal is an official mark pressed into the paper by the issuing vital records office. You may be able to feel it if you run your finger over the document.
Not every state uses a raised seal today. Some use embossed, impressed, engraved, printed, or multicolored seals instead. A seal doesn’t always have to be raised to be official, but the document should show certification from the issuing office.
What does a birth certificate watermark mean?
A watermark is a security feature built into the paper. It may only be visible when you hold the document up to light.
Not every birth certificate has a visible watermark, but many certified copies use security paper, background patterns, or other anti-fraud features.
This helps distinguish official certified copies from photocopies or unofficial printouts, which are usually not accepted by government agencies.
Do Birth Certificates Look Different by State?
Yes. Birth certificates look different depending on the state, county, or city that issued them.
The exact design, color, paper type, and placement of the key features, like the seal and certificate number, as well as the security background, can vary. Despite design differences, your document should still have all the essential elements of a certified birth certificate.
Examples:
Texas: Texas birth records are issued in different formats, including long-form, short-form, heirloom, and birth verification records. A certified copy should include official state certification features, like a seal and signature.
California: California distinguishes between authorized certified copies and informational copies by clearly labeling them. Informational copies aren’t valid to establish identity, but authorized certified copies are valid for official use.
Florida: Florida offers computer-generated certified birth certificates printed on security paper with the Florida embossed seal. These are accepted by state and federal agencies.
Kentucky: Kentucky’s Office of Vital Statistics issues certified copies only. It does not provide photocopies, faxed copies, non-certified copies, or electronic copies of birth records.
Pennsylvania: All Pennsylvania birth certificates issued by the Department of Health are certified copies and include the raised or embossed seal required for PennDOT identity purposes.
Georgia: Georgia birth certificates are official documents printed on certified security paper and used for legal purposes. Certified copies can be requested through the State Office of Vital Records or local county offices.
As formats vary, do not judge a birth certificate only by color, layout, or paper style. Focus on whether it has the official certification features required by the issuing state.
How Can I Get a Certified Copy of My Birth Certificate?
Births are registered through the appropriate state, county, city, or local vital records office. To get a certified copy of your birth certificate for official purposes, you must request it from the vital records office that holds the record.
It’s possible to request a certified copy in person in some states, but it’s often more convenient to apply online. Once your request is approved, you’ll receive the document by mail.
In most states, only the person named on the certificate, an immediate family member, legal representative, or authorized person can request a certified copy of a birth certificate. Others may only be eligible for an informational or heirloom copy, depending on state law.
What If My Birth Certificate Is Not Certified?
If your birth certificate does not have an official seal, registrar’s signature, certification language, or security features, it may not be accepted for legal or official purposes.
You should order a certified replacement if your document:
- Says “Informational”, “Not a Valid Document to Establish Identity”, or something similar
- Came from a hospital and includes footprints or decorative details
- Is missing a seal or registrar’s signature
- Is a photocopy or scan, not a certified copy
- Was rejected by an official or government agency
You need the certificate for a passport, REAL ID, marriage license, school enrollment, or driver’s license.
If you’re unsure about what documentation you need when filing paperwork, contact the relevant federal agency.
Long-form vs. Short-form Certified Birth Certificates
If you order your birth certificate, you may be asked for the purpose of your request. Both long-form and short-form certified copies are available in many states, but they contain different levels of detail.
Long-form birth certificates usually have more information about the birth, the parents, and the registration details. They’re often preferred for official processes that require detailed proof of identity, citizenship, or parentage.
Short-form birth certificates usually show the basic details about a birth, such as the person’s name, date of birth, place of birth, and sometimes the parents' names. They may be accepted for some purposes, like school enrollment, but not for others.
What type of certificate should I order?
If you’re unsure which version you need, requesting a long-form certified copy can help avoid delays. This version contains the most complete information and is accepted for the widest range of legal purposes.
Depending on the reason you need the document, you can choose the most suitable type of certificate to request. For passport, immigration, or identity purposes, a long-form certified copy is often the safer option.
Do Birth Certificates Expire?
Birth certificates don’t have an expiry date. A certified birth certificate remains a valid record of the birth even if it was issued many years ago.
If you’re filing paperwork and need to show a birth certificate, you might sometimes be asked for a recently issued certified copy, especially if you have an older birth certificate that’s:
- Damaged or torn
- Faded or altered in some way
- Laminated
- Hard to read
- Missing required details
- Does not meet current document standards
If your birth certificate is rejected by an agency, order a new certified copy before submitting another application.
It takes less than ten minutes to order a certified replacement online using our platform. It’s fast, secure, and delivered by mail.
