2.1 Copy Certifications
Key Takeaways
- A copy certification verifies that a photocopy is a true, accurate, and complete copy of an original document
- Many states restrict which documents can be copy-certified — vital records (birth/death certificates) are often excluded
- The notary must personally compare the copy to the original document
- The notary does NOT certify the authenticity or legality of the original document itself
- Copy certification by document custodian is an alternative method used in many states
Copy Certifications
A copy certification is a notarial act in which the notary certifies that a photocopy of a document is a true, complete, and accurate reproduction of the original. This act is useful when someone needs a verified copy of an important document but cannot part with the original.
Purpose and Uses
Copy certifications are commonly requested for:
- Passports — Copies needed for visa applications or employment verification
- Diplomas and transcripts — Required by employers, licensing boards, or schools
- Professional licenses — Needed for job applications or credential verification
- Corporate documents — Articles of incorporation, bylaws, resolutions
- Vehicle titles — Copies for insurance or lending purposes
- Immigration documents — Green cards, work permits, naturalization certificates
Critical Restrictions: Vital Records
Most states prohibit notaries from certifying copies of vital records. Vital records are documents issued by government agencies that record life events:
| Restricted Documents | Why Restricted |
|---|---|
| Birth certificates | Only the issuing vital records office can certify copies |
| Death certificates | Same — must come from the issuing agency |
| Marriage certificates | Same — certified copies come from the county clerk or vital records |
| Divorce decrees | Certified copies come from the court that issued the decree |
Why the restriction? Vital records carry inherent legal weight, and allowing notaries to certify copies could enable fraud. Only the issuing government agency has the authority to verify the authenticity of these documents.
State Variations: Some states (like California) prohibit notaries from certifying copies of ANY document that can be certified by the issuing agency. Others have broader permissions. Always check your specific state's rules.
Step-by-Step Procedure
- Document owner appears before the notary with the original document AND a photocopy
- Notary verifies the document is eligible — it must not be a restricted document
- Notary compares the copy to the original — examining page by page to ensure the copy is complete, accurate, and unaltered
- Notary completes the copy certification certificate — typically attached to or written on the copy
- Notary affixes their official seal or stamp
- Notary signs the certificate
- Notary records the act in their journal
Copy Certification Certificate Wording
A typical copy certification certificate reads:
State of [State] County of [County]
On this ___ day of _____, 20, I, [Notary Name], a Notary Public in and for said State, certify that the attached/foregoing is a true, correct, and complete photocopy of a document presented to me by [Document Owner Name].
[Notary Signature] [Notary Seal]
Copy Certification by Document Custodian
Many states offer an alternative called "copy certification by document custodian" (CCDC). In this method:
- The document owner (custodian) makes the photocopy
- The owner swears or affirms (under oath) that the copy is a true and accurate reproduction
- The notary certifies the owner's oath — similar to a jurat
- The notary does NOT need to see or compare the original document
This method shifts responsibility for accuracy from the notary to the document custodian. It is useful when:
- The notary cannot verify the original (e.g., a document in a foreign language)
- The state restricts direct copy certification
- The document owner wants to maintain control of the original
On the Exam
Key points about copy certifications:
- Cannot certify vital records in most states (birth, death, marriage certificates)
- Notary compares copy to original — must verify accuracy personally
- Does NOT certify the original — only that the copy matches it
- CCDC is an alternative where the custodian swears the copy is accurate
- State restrictions vary — know your state's specific rules
Which document can a notary typically certify a copy of?
In a "copy certification by document custodian" (CCDC), the notary:
When performing a standard copy certification, the notary must: