Key Takeaways
- Copy certification confirms a photocopy is a true copy of the original
- Cannot certify copies of vital records (birth certificates, death certificates)
- Cannot certify copies of public records obtainable from agencies
- Signature witnessing requires watching the actual signing
- Both acts require journal entries
Last updated: January 2026
Copy Certification and Signature Witnessing
These additional notarial acts have specific procedures and important limitations.
Copy Certification
What Is Copy Certification?
Copy certification is a notarial act where the notary certifies that a photocopy is a true, exact, and complete copy of the original document.
Procedure
- View Original - Notary must see the original document
- Make or Verify Copy - Ensure copy is complete and accurate
- Compare Documents - Original and copy match exactly
- Complete Certificate - Certify the copy is true and complete
- Apply Stamp - Affix official stamp
- Record in Journal - Document the act
Documents That CAN Be Certified
| Document Type | Certifiable? |
|---|---|
| Private documents | Yes |
| Personal records | Yes |
| Diplomas | Yes (with limitations) |
| Contracts | Yes |
| Letters | Yes |
Documents That CANNOT Be Certified
| Document Type | Reason |
|---|---|
| Birth certificates | Vital record - must get from issuing agency |
| Death certificates | Vital record - must get from issuing agency |
| Marriage certificates | Vital record - must get from issuing agency |
| Driver's licenses | Government-issued ID - get from DMV |
| Publicly recorded documents | Get from recording office |
| Documents issued by government | Get certified copy from issuing agency |
Important Limitation
Notaries may NOT certify copies of documents if:
- A certified copy can be obtained from the custodial agency
- The document is a vital record
- The document is a publicly recorded instrument
Signature Witnessing
What Is Signature Witnessing?
Signature witnessing is a notarial act where the notary:
- Confirms signer's identity
- Watches the actual signing
- Certifies the signature was made
Key Difference from Acknowledgment
| Aspect | Signature Witnessing | Acknowledgment |
|---|---|---|
| When signed | In notary's presence | Before or at notarization |
| Oath | Not required | Not required |
| What notary sees | Actual signing | Signer acknowledging signature |
Signature Witnessing Procedure
- Personal Appearance - Signer appears
- Verify Identity - Proper identification
- Watch Signing - Observe the actual signature
- Complete Certificate - "Signed in my presence"
- Apply Stamp - Official stamp
- Journal Entry - Record the act
When to Use Each Act
| Situation | Appropriate Act |
|---|---|
| Signer wants to swear statement is true | Jurat |
| Signer pre-signed and confirms it's their signature | Acknowledgment |
| You need to watch the signing but no oath | Signature Witnessing |
| Someone wants a certified copy of their diploma | Copy Certification |
| Someone wants certified birth certificate | REFUSE - refer to vital records |
On the Exam
- Copy certification: Cannot certify vital records
- Signature witnessing: Must watch the actual signing
- Birth certificates: Refer to issuing agency
- Private documents: May be copy certified
Test Your Knowledge
Can a Colorado notary certify a copy of a birth certificate?
A
B
C
D
Test Your Knowledge
What distinguishes signature witnessing from an acknowledgment?
A
B
C
D