Key Takeaways
- Copy certification confirms that a copy is a true and accurate reproduction of the original
- Maine notaries can certify copies of certain documents but NOT vital records (birth, death, marriage)
- Signature witnessing requires the notary to actually watch the person sign the document
- For signature witnessing, identity verification is required
- Depositions combine oaths with signature witnessing
Copy Certifications and Signature Witnessing
These notarial acts are less common but equally important to understand.
Copy Certification
A copy certification is a notarial act where the notary certifies that a copy of a document is a full, true, and accurate reproduction of the original.
Requirements for Copy Certification
| Requirement | Details |
|---|---|
| Original document | Must be presented to the notary |
| Copy made | By the notary or verified by notary |
| Accuracy verified | Notary confirms copy matches original |
| Certificate completed | Notary completes certification |
What Notaries CAN Certify Copies Of
- Personal documents (passports, IDs)
- Business records
- Academic transcripts
- Letters and correspondence
- Photographs
- Other non-recordable documents
What Notaries CANNOT Certify
| Document Type | Why Not |
|---|---|
| Birth certificates | Vital records - must obtain from issuing office |
| Death certificates | Vital records - must obtain from issuing office |
| Marriage certificates | Vital records - must obtain from issuing office |
| Divorce decrees | Court records - must obtain from court |
| Recorded deeds | Public records - obtain from registry |
Copy Certification Process
- Examine the original - Verify it's a complete document
- Make or examine the copy - Ensure it's complete and legible
- Compare carefully - Verify copy matches original exactly
- Complete certificate - Sign and date the certification
Copy Certification Certificate (Short Form)
State of Maine County of ___________
I certify that this is a true and correct copy of a record in the possession of _________ [name of custodian of original].
_________________________ [Signature of notarial officer] [Stamp, if any] Title: Notary Public, State of Maine My commission expires: _________
Signature Witnessing
Signature witnessing is a notarial act where the notary observes a person signing a document.
Requirements for Signature Witnessing
| Requirement | Details |
|---|---|
| Personal appearance | Signer must be present |
| Identity verification | Notary must identify signer |
| Observe signing | Must watch person sign |
| Complete certificate | Note that signing was witnessed |
Difference from Acknowledgment
| Feature | Signature Witnessing | Acknowledgment |
|---|---|---|
| Watch signing | Yes (required) | No (optional) |
| Acknowledge voluntariness | No | Yes |
| Pre-signed document | Not allowed | Allowed |
Common Uses of Signature Witnessing
- Wills (some states require notarized witness signatures)
- Depositions
- Certain contracts
- Documents requiring witnessed signatures
Depositions
Maine notaries may administer oaths for depositions (sworn testimony in legal proceedings):
- Verify identity of the deponent (person giving testimony)
- Administer oath or affirmation
- Witness signature on deposition transcript (if applicable)
On the Exam
Key points:
- Cannot certify vital records (birth, death, marriage)
- Copy certification requires viewing original
- Signature witnessing requires watching person sign
- Depositions combine oath + signature witnessing
Can a Maine notary certify a copy of a birth certificate?
What distinguishes signature witnessing from an acknowledgment?