Which Texas forms does this page cover?
Mail applications VS-140 (edition 1/26) for birth and VS-142 (edition 2/22) for death. In-person ordering is noted only as a different channel.
Document Guides
Texas Birth & Death Certificate Mail Request: Notary Requirements
Focus on Texas DSHS mail applications VS-140 and VS-142: notary + seal + ID photocopy. In-person rules differ, and no express DSHS remote-online-notarization acceptance was identified for this mail pathway.
iRemoteNotary Editorial Team
Published and reviewed by iRemoteNotary
Last reviewed September 20, 2026
Quick Answer
What notary steps does Texas require for mail birth or death certificate applications?
For DSHS mail orders, the application certification generally must be notarized with a notary seal, and a photocopy of the applicant's acceptable ID is part of the mail packet. Birth mail uses VS-140 (edition 1/26); death mail uses VS-142 (edition 2/22).
In-person ordering follows different witnessing/ID rules. This guide does not claim Texas notaries are the only notaries who may complete the certificate, and it does not claim DSHS has published an express remote-online-notarization acceptance statement for these mail forms—confirm with DSHS before relying on RON.
Texas mail applications verified
| Form | Verified detail |
|---|---|
| VS-140 | Mail Application for Birth Record — edition 1/26 (1/2026 PDF) |
| VS-142 | Texas Death Certificate Application — edition 2/22 |
| Mail notary pattern | Notary certification with seal + photocopy of applicant ID (per DSHS mail requirements) |
| RON status reviewed | No express DSHS RON acceptance statement identified for this mail pathway — recipient confirmation required |
Texas separates mail and in-person vital-statistics ordering. This page focuses on the mail pathway and its notary-plus-ID-photocopy pattern. Do not import in-person shortcuts into a mail packet.
For other states and federal passport vital records, use the Vital Records Notary Center. iRemoteNotary is a national and international online-notary organization; remote online notarization is performed under the law of the online notary's commissioning state.
Mail vs In-Person: Do Not Mix the Rules
DSHS publishes separate requirements for mail and in-person orders. Mail applications are the focus here because they drive the notary-certification and ID-photocopy pattern described on the requirements page and forms.
In person, county or DSHS staff may follow different witnessing and ID presentation rules. Briefly: do not assume an in-person shortcut satisfies a mail packet, and do not assume a mail notary packet is required when you appear in person under current DSHS instructions.
| Channel | What this guide emphasizes | Limit |
|---|---|---|
| Mail — birth | VS-140 (1/26); notarized certification with seal; ID photocopy with packet | Not an in-person order |
| Mail — death | VS-142 (2/22); notarized certification with seal; ID photocopy with packet | Not an in-person order |
| In person | Different DSHS/county presentation rules may apply | Do not copy mail notary assumptions into in-person without checking |
VS-140 and VS-142 Form Mechanics
Use the current official VS-140 for mail birth-record applications (edition 1/26 / January 2026 PDF reviewed) and VS-142 for the Texas death-certificate mail application (edition 2/22).
Complete applicant and record fields before the notarial act. The notary completes the notarial certificate and applies the seal as the form and Texas notarial practice require for that certificate. Include the ID photocopy DSHS requires for mail orders.
This guide does not claim that only a Texas-commissioned notary may complete the certificate. Follow the form's notarial certificate language and DSHS mail instructions; if DSHS or the form imposes a geographic limit, obey that current instruction.
Remote Online Notarization: Recipient Confirmation Required
Unlike Missouri's express RON acceptance language for correction affidavits, the Texas DSHS mail materials reviewed for this guide do not include an express statement that remote online notarization is accepted for VS-140 or VS-142 mail packets.
State RON legality for a notarial act is not the same as DSHS acceptance for this mail form. If you want to use remote online notarization, ask DSHS whether it will accept a remotely notarized VS-140 or VS-142 packet—including seal and ID-photocopy expectations—for your exact submission.
- Confirm VS-140 (1/26) or VS-142 (2/22)
- Complete the application before notarization
- Plan for notary seal and ID photocopy with the mail packet
- Ask DSHS about RON acceptance before booking remote online notarization
- Do not treat in-person rules as mail rules
- Remember notarization ≠ eligibility or issuance
DSHS confirmed RON for your mail application?
Only after DSHS confirms that it will accept remote online notarization for your exact VS-140 or VS-142 mail packet should you book a U.S. online notary session for that purpose. Otherwise follow DSHS's accepted notary pathway for mail.
Hard Gates
Official certified vital record ≠ notary-certified photocopy. DSHS issues the certified birth or death record; a notary does not.
Notarization ≠ eligibility or issuance. Completing VS-140 or VS-142 with a notary does not entitle you to the record by itself.
Notary ≠ apostille; RON ≠ apostille.
If foreign authentication is the real need, see online notarized document and apostille.
Important Limits
iRemoteNotary does not issue vital records, determine eligibility, approve amendments, issue apostilles, or guarantee DSHS acceptance of any notarization method.
Re-check current DSHS PDFs and the mail/in-person requirements page before mailing.
Frequently asked questions
What does a Texas mail packet typically need from a notary?
A notarized application certification with notary seal, plus a photocopy of the applicant's acceptable ID as part of the mail requirements described by DSHS.
Must the notary be a Texas notary?
This guide does not claim that only Texas notaries may complete the certificate. Follow the current form certificate language and DSHS mail instructions.
Does DSHS expressly accept remote online notarization for these mail forms?
No express DSHS RON acceptance statement for VS-140/VS-142 mail was identified in the materials reviewed for this guide. Confirm with DSHS before relying on RON.
Is notarizing the application the same as receiving the certificate?
No. Notarization does not determine eligibility or issue the certified vital record.
Can a notary create an official Texas certified birth record from a photocopy?
No. Official certified vital records are issued by DSHS or other authorized issuers—not by a notary true-copy stamp.
Sources and Official References
The following primary sources support the legal and procedural information in this guide. Requirements can change, so confirm current rules with the receiving organization before relying on a notarized document.
Requirements for Mail and In-Person Orders(opens in a new tab)
Texas Department of State Health Services
Accessed September 20, 2026
Mail Application for Birth Record (VS-140, 1/2026)(opens in a new tab)
Texas Department of State Health Services
Accessed September 20, 2026
Texas Death Certificate Application (VS-142, 2/22)(opens in a new tab)
Texas Department of State Health Services
Accessed September 20, 2026
Confirm the Texas mail pathway before you book
Use current VS-140 or VS-142, include the notary seal and ID photocopy DSHS requires for mail, and confirm any remote online notarization plan with DSHS first. Notarization does not issue the certified record.