Brazilian authorities often ask for birth and marriage certificates for immigration, citizenship, residency, marriage registration, family reunification, and other legal or administrative procedures.
In most cases, applicants need a certified copy from the government agency that keeps the record. A photocopy, scanned image, or notarized copy usually does not work for official purposes.
Each state, county, or city may follow different rules. Issuing authorities, application requirements, fees, and delivery methods can vary. For that reason, applicants should identify the correct agency and certificate format before ordering the document.
What Is a Certified Copy?
A certified copy is an official reproduction of a birth or marriage record. The government authority that keeps the original record issues this copy.
It usually includes:
- The registrar’s signature
- An official or embossed seal
- Security features
- The registration number
- A statement confirming that it matches the official record
These features show that the agency officially issued the document. A printed scan, photograph, ordinary photocopy, or notarized copy normally does not replace a certified copy from the competent authority.
Who Issues Birth and Marriage Certificates in the United States?
The United States does not have one federal agency that issues all birth and marriage certificates. State and local offices usually maintain these records.
Depending on the location, the issuing authority may be:
- Department of Health
- Bureau of Vital Records
- Office of Vital Statistics
- County Clerk
- County Recorder
- City Clerk
- Register of Deeds
- Clerk of Court
Before submitting a request, the applicant should identify where the birth or marriage was registered. The applicant should also confirm which agency currently keeps the record.
Sending the application to the wrong office may cause extra fees, delays, or a returned request.
How to Obtain a Certified Copy of Birth Certificate
Applicants generally request a certified copy of a birth certificate from the state or territory where the person was born. Depending on the jurisdiction, a state vital records office, county office, or city office may provide the record.
The application usually asks for:
- The person’s full name at birth
- Date and place of birth
- Parents’ full names
- The applicant’s relationship to the person named on the record
- The reason for the request
The issuing authority may also ask for identification. It may also require proof that the applicant can receive the certificate.
How to Obtain a Certified Copy of Marriage Certificate
Applicants normally request a certified copy of a marriage certificate from the state or county where the marriage took place and was registered.
The application may ask for:
- The spouses’ full names at the time of marriage
- The date and location of the marriage
- Identification
- Proof that the applicant can obtain the record
It is also important to distinguish between a marriage license and a marriage certificate.
- A marriage license authorizes the ceremony before it happens.
- A marriage certificate confirms that the marriage happened and was officially registered.
Immigration and civil registration procedures generally require the certified marriage certificate.
Who May Request a Certified Copy?
Access rules vary by jurisdiction and by the age of the record. Recent records often have restricted access.
Eligible applicants may include:
the person named on the certificate
- A parent
- Spouse
- Child
- Legal guardian
- Authorized attorney
- Representative with a valid power of attorney
- Another person with a legitimate legal interest
When a third party submits the request, the issuing authority may ask for extra documents. These may include:
- A signed authorization
- Notarized statement
- Power of attorney
- Court order
- Proof of relationship to the person named in the record
Older records may have less restrictive rules, especially for genealogical purposes.
Available Application Methods
Applicants can usually request certified copies online, by mail, in person, or through an authorized third-party provider.
Many states allow online orders through an official government website or authorized service provider. One common example is VitalChek, when the relevant state or local agency designates it.
Online requests usually require:
- An electronic application
- Identification
- Payment of government and processing fees
- A valid delivery address
Mail applications often require:
- The official form
- A copy of acceptable identification
- Payment
- Any required authorization or notarization
- Some offices also ask for a return envelope
Some locations allow in-person requests. In certain offices, applicants may receive the certificate on the same day.
Applicants using a private provider should first confirm that the official government website authorizes that provider. Private services usually charge additional service and shipping fees.
Information and Documents Commonly Required
Requirements vary, but applicants commonly need to provide the official application form and information about the record.
This may include:
- The full name appearing on the record;
- The date and place of the birth or marriage;
- The names of the parents or spouses;
- The purpose of the request;
- A mailing address;
- The applicant’s signature;
- Government-issued identification;
- Proof of relationship or legal authorization, when applicable;
- Payment of the required fees.
Some jurisdictions require notarization of the applicant’s signature. Missing identification, payment, authorization, or application information may delay the request or lead to rejection.
Long-Form and Short-Form Certificates
Some states offer more than one version of a certificate.
- A shorter version may appear as a short form, abstract, certification, or informational copy.
- A more complete version may appear as a long form, full form, full certified copy, or certified copy of the original record.
For immigration, citizenship, residency, and marriage registration procedures, applicants should generally request the most complete certified version available.
A long-form certificate may include the parents’ full names and places of birth, the precise location of the event, registration details, and annotations that shorter versions may omit.
Certified Copies and Notarized Copies
A notary public does not replace the vital records office.
In general, a notary public cannot turn an ordinary photocopy into a new official birth or marriage certificate. When an authority asks for a certified copy, the applicant should normally obtain the document from the state, county, or city agency responsible for the record.
General Request Process
First, the applicant should identify where the event was registered. Next, the applicant should confirm which government agency keeps the record.
After that, the applicant should confirm who may request the certificate, choose the correct version, complete the official application, provide identification and authorization, pay the fees, and choose an accepted delivery method.
Before ordering the document, the applicant should also confirm the receiving authority’s requirements. Some authorities may require a recently issued certificate, a long-form version, parents’ full names, an original physical document, or a version eligible for apostille.
Apostille and Translation for Use in Brazil
When a U.S. birth or marriage certificate will be used in Brazil, the certified copy may be only the first step.
In many cases, the certificate must also receive a Hague Apostille from the competent authority in the state that issued it.
The Secretary of State may reject a certificate if it lacks an acceptable signature, seal, or certification. In some jurisdictions, locally issued certificates may need county-level or state-level authentication before the apostille can be issued.
The document may also need a Portuguese translation by a Brazilian sworn translator.
The certified copy confirms the official issuance of the record. The apostille authenticates the signature or authority on the document. The sworn translation presents the contents in Portuguese for use before Brazilian authorities.
How Oliveira Lawyers Can Help
Obtaining a U.S. birth or marriage certificate may require several steps. Applicants may need to identify the correct authority, complete specific forms, prepare authorizations, arrange payment, and coordinate domestic or international delivery.
Oliveira Lawyers assists clients with identifying the agency responsible for the record, confirming the proper certificate format, preparing and reviewing applications, explaining identification and authorization requirements, coordinating delivery, requesting the Hague Apostille, arranging sworn translation, and reviewing the final document before submission to a Brazilian authority.
Because requirements vary significantly among states and local jurisdictions, each case should be reviewed individually.
For assistance obtaining U.S. birth or marriage certificates, apostilles, and sworn translations for use in Brazil, contact Oliveira Lawyers. Our team can review your case and assist with each stage of the document process.