2.4 Copy Certification & Documents a Notary Cannot Copy-Certify
Key Takeaways
A Missouri notary may certify a copy only of a document that is not a vital record, a public record, or a recorded document (Section 486.600(4)).
The notary confirms by visual or electronic comparison that the copy is an identical, exact, and complete copy of the original's image or text and, if applicable, metadata.
The person who asks for a copy certification is the requester of fact, whose printed name and address are recorded in the journal (Section 486.705.1(5)).
The maximum fee is $1 per page certified, with a minimum total charge of $3 (Section 486.685.2(4)).
Certified copies of Missouri birth and death certificates come from Vital Records, not from a notary, and a notary may never certify or authenticate a photograph (Section 486.665.2).
Copy certification lets a notary confirm that a copy is faithful to an original. Missouri limits it carefully, because many documents already have an official custodian who issues certified copies.
The Statutory Definition
Section 486.600(4) RSMo defines copy certification as a notarial act in which a notary:
- locates or is presented with a paper or electronic document that is not a vital record, a public record, or a recorded document;
- compares it with a second paper or electronic document that is presented to the notary, located by the notary, or copied from the first document by the notary; and
- confirms through a visual or electronic comparison that the second document is an identical, exact, and complete copy of the image or text and, if applicable, the metadata of the first document.
The person who asks the notary to perform a copy certification is the requester of fact (Section 486.600(20)). The requester of fact is not a "principal," because no signature is notarized.
What a Notary May and May Not Copy-Certify
| Document | Copy-certify? | Why |
|---|---|---|
| A privately signed lease, contract, or business letter | Yes | Not a vital, public, or recorded document |
| A personal bank statement or employment letter | Yes | Privately issued |
| A Missouri birth or death certificate | No | Vital record; the handbook directs requests to the Department of Health and Senior Services, Bureau of Vital Records |
| A deed recorded with the county recorder | No | Recorded document; the recorder of deeds issues certified copies |
| A divorce decree or other court file | No | Public record; the circuit clerk issues copies |
| A marriage license on file with the recorder | No | Recorded or public record; obtained from the recorder of deeds |
| A photograph | No | Section 486.665.2: a notary "shall neither certify nor authenticate a photograph" |
The certificate itself makes the notary confirm, "to the best of my knowledge," that the copied document is neither a vital record, a public record, nor a publicly recordable document, certified copies of which may be available from an official source other than a notary (Section 486.765). The Secretary's FAQ answers the common question directly: copies of Missouri birth certificates are obtained from Vital Records.
For school documents sent abroad, the handbook describes a different route. The registrar signs a statement on the back of the diploma or transcript, and the notary notarizes the registrar's signature. The notary does not certify a copy.
Performing a Copy Certification
- Confirm the original is a document the notary may copy-certify.
- Make the copy yourself, or compare the copy presented against the original page by page (or electronically, including metadata where applicable).
- Record the act in the journal. Include the date and time, the type of act, a description of the document, the requester of fact's printed name and address, and the fee (Section 486.705.1).
- Complete, sign, and seal the certificate (Section 486.765).
- Under the handbook's fee guidance, record the certified copy in the journal and retain a copy of each page in the notary's file.
The Certificate (Section 486.765)
State of Missouri
County (and/or City) of ________
On this ____ day of ______, 20__,
I certify that the (attached or following paper document) (affixed,
attached, or logically associated electronic document) has been (visually)
(electronically) confirmed by me to be a true, exact, and complete copy of
the image (or text) (and metadata) of ________ (description of original
document), (presented/e-mailed to me by ________,) (found by me (online)
at ________,) (held in my custody as a notarial record,) and that, to the
best of my knowledge, the copied document is neither a vital record, a
public record, nor a publicly recordable document, certified copies of
which may be available from an official source other than a notary.
________ (official signature and seal of notary)
Fees and Worked Examples
Section 486.685.2(4) caps a certified copy at $1 per page certified with a minimum total charge of $3.
| Pages certified | Maximum fee |
|---|---|
| 1 | $3 (minimum applies) |
| 2 | $3 (minimum applies) |
| 3 | $3 |
| 7 | $7 |
| 12 | $12 |
The same per-page structure applies when a notary furnishes a certified copy of a journal entry (Section 486.710.2).
Electronic Copies
An electronic notary may perform a copy certification electronically in person (Section 486.925(4)). Copy certification is not one of the acts a remote online notary may perform: Section 486.1140 limits remote online notarization to acknowledgments and jurats.
Exam Scenarios
- Lease copy. A tenant asks for a certified copy of her two-page signed lease. The notary compares or makes the copy, records the tenant as requester of fact, and may charge up to $3, because the minimum applies.
- Birth certificate. A parent needs a certified copy of a Missouri birth certificate for a passport file. The notary must refuse and refer the parent to Vital Records.
- Photo request. A visa applicant asks the notary to certify that a photograph is a true likeness. Section 486.665.2 forbids it.
Which of these documents may a Missouri notary copy-certify?
A Missouri birth certificate issued by Vital Records
A warranty deed recorded last year with the county recorder of deeds in Boone County
A privately signed commercial lease presented by one of its parties
A divorce decree filed with the circuit clerk
What is the maximum fee for certifying a two-page document?
$10
$3
$5
$2
For a copy certification, whose printed name and address must the notary record in the journal?
Two disinterested witnesses who watched the comparison
The government agency that will receive the copy
The person who signed the original document years ago
The requester of fact who asked for the certification
Sections you finish are checked off in the contents.