Missouri Notary Public Handbook
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Document Certification Information
Topics
- Requests for Certification of Documents
- Fees
- Birth Certificates and Death Certificates
Marriage Licenses and Divorce Decrees - Apostilles
- School Documents
- Special Handling and Mailing
- Foreign Language Documents
- Need Additional Information
Requests for Certifications of Documents
Requests for these services should be made in writing to the Commissions Office and should include the name of the country where these documents will be forwarded.
Mail documents to:
Commissions Office
Secretary of State’s Office
PO Box 784
Jefferson City, MO 65102-0784
Express mail:
Commissions Office
Secretary of State’s Office
600 W. Main St., Room 322
Jefferson City, MO 65101
Documents received in the mail are given same-day or next-day service.
Walk-in customers can receive same-day processing. The hours for walk-in service are 8 a.m. to 5 p.m..
The office location is:
Commissions Office
James C. Kirkpatrick State
Information Center
600 W. Main St., Room 322
Jefferson City, MO 65101
This service can also be provided by our branch offices located at:
St. Louis:
U.S. Customs & Post Office Bldg.
815 Olive Street, Suite 150
St. Louis, MO 63101
(314) 340-7490
Kansas City:
615 E. 13th St., Room 513
Kansas City, MO 64106
(816) 889-2925
Springfield:
149 Park Central Sq., Suite 624
Springfield, MO 65806
(417) 895-6330
Fees
The fee allowed by law (RSMo Chapter 28) is $10 for countersigning and sealing certificates of official character.
New legislation regarding adoptions—The Legislature passed SCS SB 1258—This act limits the state’s allowable fee for processing certain adoption documents to $100 per child per adoption, or per multiple children adopted at the same time. This bill went into effect on August 28, 2002.
The Secretary of State’s Office accepts checks, money orders, (made payable to Director of Revenue) MasterCard, Visa, American Express or Discover. For MasterCard, Visa, American Express and Discover the following must be included in a cover letter accompanying the documents: your name exactly as it appears on the credit card, credit card number, expiration date and approval for the office to charge the account. Documents sent by special delivery using a credit card number must include a completed air bill.
Birth Certificates and Death Certificates
Marriage Licenses and Divorce Decrees
MISSOURI birth certificates, death certificates, marriage licenses or divorce decrees should be certified by the issuing agency. Birth and death certificates should be obtained from the Missouri Department of Health and Senior Services, Bureau of Vital Records, 930 Wildwood, PO Box 570, Jefferson City, MO 65102-0570. There is a fee charged by Vital Records for these copies. Vital Records will issue a certified copy of these MISSOURI records and we will authenticate this certified copy. Marriage licenses and divorce decrees can sometimes be obtained from the county recorder of deeds offices where they have been recorded for public record. In this case the recorder of deeds will issue and sign the copy of the original document. (Sample document FRONT;sample document BACK.) We will then authenticate the official act of the recorder of deeds.
Apostilles
Apostilles are issued by our office for all documents going to countries who are members of the 1961 Hague Convention. The Convention provides for a simplified certificate for public documents to be used in the countries which have joined the Convention. With only an Apostille, the document is entitled to recognition in the country of its intended use. The Apostille MUST BE REQUESTED for documents going to the member countries. Our office has a reference list of these countries.
School Documents
Documents issued by educational institutions for foreign students are also certified by our office.
The face of a diploma should not be altered by the registrar or notary.
The registrar or other authority of the school must sign a statement, which is typed on the BACK of the diploma or transcript. The wording in this statement says that the diploma or transcript is either the original record issued by the school or a copy of the original document issued by the school and the date it was issued.
The signature of the school official is witnessed by a notary public. The notary states that he/she saw the school official sign the document. (Sample Jurat for this purpose)
If the school does not issue a diploma for foreign students, a notarized letter from the registrar or other school authority must be given to the student. This letter must state that the student has completed the requirements for graduation from that school, but the school does not issue diplomas for foreign students. This letter is notarized in the same manner as other notarized school documents. (Sample document.)
Special Handling and Mailing
The secretary of state’s office is pleased to forward documents directly to a third party if a stamped addressed envelope to the third party is enclosed with the letter of request. If the third party is a consulate or embassy for the country requiring the documents, it is practical to include a letter of instruction to them with their fees.
We will also return or forward documents by overnight mail if a prepaid self addressed mailer is enclosed with the letter of request.
Foreign Language Documents
Notarizing a foreign language document is not illegal. CAUTION should be used as the notary is dependent upon the signer to explain the contents. The notarization could invalidate the document since the document might contain specific instructions to the notary as to placement of the notary seal. You may be perceived by your foreign constituent as doing more than merely witnessing signatures.
You may want to suggest to your constituent to find a notary who speaks the language. Most large cities have ethnic neighborhoods where bilingual notaries can be found. A college or university is another source for bilingual people. Perhaps the document could be translated and you could notarize the English translation.
Many countries have foreign consulate offices. The offices can be found in the yellow pages of a phone book. One of the consulate’s duties is to notarize documents destined for the home country. Most of these officials have the same powers as notaries public.
If you are requested to notarize a document in another language, you will want to note this in our journal. You may want to complete an English language notary certificate with an English certificate, you will know what you have notarized because this can be stated in your certificate.
Need Additional Information
Please call (866) 223-6535, (573) 751-4756 or 751-2783 if you need any additional information or have any questions regarding certification of documents.
NOTE: Missouri notaries cannot certify any birth certificates, death certificates, divorce decrees or marriage licenses. These documents must be obtained from and certified by the issuing agencies or recorder of deeds.
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