Certified Copy vs Informational Certificates

Important Update: Embossed Birth and Death Certificates
Effective June 1, 2026, The Office of Vital Records has resumed the practice of embossing all newly issued certified birth and death certificates. An embossed seal is a raised, textured impression on the paper that serves as an additional security feature and is a standard requirement for some international agencies.

What this means for your certificate:
Certificates issued on or after June 1, 2026: These documents will feature the official embossed seal.

Certificates issued prior to June 1, 2026: If your certificate was issued by our office before June 1, 2026, it does not have an embossed seal. Please be assured that these certificates remain valid, legal documents. The "Date Issued" is located near the bottom of your certificate and can be used to verify when your copy was produced.

Do you need an embossed seal on a recently issued certificate?
If you currently hold a certificate issued by this office (not a county office) dated within the last year, and are experiencing difficulty with a specific agency due to the lack of an embossed seal, we are happy to assist you.

Please contact our office at 406-444-2685 or HHSVitalRecords@mt.gov to discuss having your certificate re-issued with an embossed seal at no additional charge.

Certified Copies (Official Legal Documents)

Montana birth and death certificates are issued in two distinct formats depending on your needs. It is important to know which version you have to ensure it is accepted for its intended purpose.

Certified copies are the only versions accepted for legal identification, such as obtaining a driver’s license, a social security card, or a passport.

How to Identify a Certified Copy:
  • Security Paper: Printed on specialized blue-bordered security paper.
  • Holographic Bear: Features a distinctive holographic bear in the top right corner of the front side.
  • State Watermark: Includes a watermark of the official Montana State Seal on the front.
  • Official Signatures: Signed by the State Registrar (or Deputy) and the individual who issued the certificate at the bottom.
  • Document Control Number: A unique tracking number is located on the bottom left corner of the back side.

Which Certified Version Do You Need?

Abstract:

  • A computer-generated summary of basic birth/death facts.
  • Used for: school enrollment, Real ID, passport

Long Form:

  • A certified scan of the original document held in our vault.
  • Used for: tribal enrollment, Apostilles, and Dual Citizenship.
Note: Both the Abstract and Long Form versions are considered "Certified" and are generally accepted for passports and most other legal needs.

Informational Copies (Non-Legal)

Informational copies are typically used for genealogy or personal records. They cannot be used for legal identification.

How to Identify an Informational Copy:
  • Standard Paper: Printed on regular white copy paper.
  • Red Stamp: Clearly marked with a red stamp that says: "FOR INFORMATIONAL PURPOSES ONLY" across the front.
  • No Security Features: Does not include the holographic bear, unique signatures, or document control numbers.
  • Visual Style: These always look like a scan of the original record; there is no "Abstract" version for informational copies.

 

Verification Assistance for Agencies

If you are an agency or organization and need assistance determining the legitimacy of a Montana birth or death certificate, please contact our office directly:
Montana Office of Vital Records
📞 406-444-2685