Notary Bulletin How To Certify A Copy Of A Document By David Thun on April 09, 2014 in Best Practices Notaries are often asked by signers to verify that a reproduction or photocopy of an original document is a true, complete and correct copy of the original. This is called "certifying a copy" or "copy certification." Whether you can do so isn’t always clear-cut. Here are some important facts about copy certification all Notaries should know. Can Notaries certify copies? Not in every state. Some states (such as Michigan and New York), do not allow Notaries to certify copies of documents as an official notarial act, and three states (California, Hawaii, Maryland) limit the types of documents or records that Notaries may certify. If I can’t certify a copy of a document, is there an alternative? An alternative procedure called “copy certification by document custodian” may be permissible. With this procedure, the document’s custodian or holder signs a statement attesting to the accuracy of the copy, and the Notary notarizes the custodian’s signature on the statement. The difference is that rather than directly certifying the copy, the Notary is notarizing the custodian’s signature on a statement vouching for the copy’s accuracy. How can I advise a signer? You have to be careful not to provide unauthorized legal advice to the signer. You can mention that you may perform a copy certification by document custodian, but should not suggest or recommend that to the signer. For example, if asked to certify a copy, you may say “State law does not authorize me to certify a copy of your document. However, in this circumstance I may be able to notarize your signature on a written statement in which you certify the copy.” You should not say something like, “I can’t do this and must perform a copy certification by document custodian instead.” The important difference here is that you may mention you can perform the procedure, and let the signer choose that option if he or she wishes, but you should not tell the signer what to do — that could constitute legal advice Notaries aren’t allowed to give. What if a signer asks me to certify a copy of a vital record, like a birth or marriage certificate? In some jurisdictions, such as Delaware, Notaries are not permitted to certify copies of vital records. However, it’s the signer’s responsibility — not the Notary’s — to check if copying a document violates a law or will be accepted by a receiving agency. David Thun is an Associate Editor at the National Notary Association. Email Share 62 Comments Add your commentverna kuykendall15 Jul 2014This is an excellent explanation - clear and concise! Thank you.lisa marie mason07 Mar 2015ok i habe my sons birth certifacate. i been to get him a state id i only have a copy of id ss card i never reseved the origanal i sent away fro it they say his birth certifacate is not enough documents to do so he needs a photo id n with out a ss card i cant get a is or the ss card im stuck and dont know how else to go about doin this please hepl any info will be greatly apprecated .National Notary Association10 Mar 2015Hello Lisa. I'm sorry, but we don't handle matters related to replacing social security cards. Your best resource would probably be to contact your local Social Security office and ask for assistance in obtaining a replacement card for your son. More information regarding replacing a lost card is also available from the Social Security Administration here: http://www.ssa.gov/ssnumber/Debbie24 Apr 2015I have a unique question involving a request to notarize a document printed from a computer. I personally know the parties involved with this request. We are located in the State of Georgia. I have been asked to notarize a copy of a Birth Certificate, along with the Social Security Card of an individual. The BC was printed from a document located on the computer of the mother of the requesting individual. The mother passed away within this past year and they are unable to find the original document, but have requested a copy of the BC from Kansas. I don't thing I can legally do this, but just wanted to confirm my instinct. Thank you for your help!National Notary Association24 Apr 2015Hello Debbie. State law does not permit you certifying a copy of a birth certificate. Georgia Notaries may not certify copies of public records or a publicly recorded document when certified copies are available from a source other than a Notary. (OCGA 45-17-8[a]). However you may certify a copy of a Social Security card provided the photocopy is made under your supervision.Drina Marino06 May 2015I have an original and 2 carbons of a cemetery interment document I've been asked to notarize. Can I notarize these 2 carbons. Am in the state of new jerseyNational Notary Association07 May 2015Hello Drina. What kind of notarial act is being requested for the carbons? For example, are you being asked to notarize original signatures on the carbon copies, or certify them as accurate copies?Lidia11 May 2015Can an copy of a power of attorney be certified as an original.National Notary Association12 May 2015Hello. By definition, a copy is not an original document.Ananga 20 May 2015I am in the state of Delaware and I have been asked to certify a copy of a marriage certificate, but I do not know where and how to go about getting the document certified. The certification is for divorce purposes.National Notary Association20 May 2015Hello Ananga. Notaries in Delaware are not authorized to certify copies of official or public records such as marriage certificates (29 DC 4322[d]). The person making the request would need to contact the office that holds the original marriage certificate to request a certified copy.UDAYA KUMAR NAPA02 Jun 2015hi, I need to certify my educational documents which i got it from Universities in India. I need to have the signature, seal and stating "This is a true and accurate copy of the original". I live in NewJersey where can I get this done. please suggest. thanksNational Notary Association04 Jun 2015Hello. Unfortunately, Notaries in New Jersey are not authorized to certify copies of academic documents. For assistance in authenticating your documents, you may need to contact a local Indian consulate or embassy (embassy and consular officials are usually authorized to notarize documents relating to their home nation) or contact the university directly to request help.Karen10 Jun 2015I recently notarized several power of attorney forms at a hospital in New Jersey. The family feels they may need more copies of this document with a raised notary seal. Am I able to certify copies of this document with a raised seal being that I was present when they were originally signed?National Notary Association11 Jun 2015Hello. No, New Jersey does not authorize its Notaries to certify copies of email@example.com Jun 2015I live in the state of Georgia and I have been ask to notarized that the copy of a birth certificate was made from the original in my presence. Can I legally perform the service with a certification by document custodian?National Notary Association07 Jul 2015Hello. Normally only the records office that holds the original birth certificate may issue certified copies. The signer should contact that office if he or she needs a certified copy.lukman 29 Jun 2015Hello, I need to provide certified copies of my Nigerian Internal passport and my utility bill here in New Jersey. How do I go about this? THANK YOUNational Notary Association07 Jul 2015Hello. I'm sorry, but New Jersey Notaries are not authorized to certify copies of documents. You may want to contact the agencies that issued the documents in question for assistance. Geoff01 Jul 2015I am told that notaries in Oklahoma cannot certify copies as "true to the original". Not only will they not write it on the copy, but they refuse to notarize a statement on an attached piece of paper, with their stamp going through to the copy below. The OK Secretary of State's notary office told me to obtain an Apostille. They do not understand that it is the "true to original" that I need, not verification of the notary's legitimacy. Please tell me whether I am being misinformed. Thanks.National Notary Association07 Jul 2015Hello. Oklahoma Notaries are permitted to certify copies of documents. 49 OS 113[D] states, "“(T)he notarial officer must determine that the proffered copy is a full,true, and accurate transcription or reproduction of that which was copied. In the case of official records, only the custodian of the official records may issue an official certified copy”M Frost08 Jul 2015I have been asked to notarize a copy of a social security card. The SS number was submitted on college paperwork incorrectly. In ready your information I would assume I need to complete a "copy certification by document custodian". Is this correct or am I unable to do even that because I am in New York State. Please advise. Thank you.National Notary Association15 Jul 2015Hello. For assistance with this question, please contact our Hotline counselors at firstname.lastname@example.org or 1-888-876-6827.j barham21 Jul 2015can a PA Notary certify a copy of a birth certificate?National Notary Association28 Jul 2015Hello. No, PA Notaries are not permitted to certify copies of birth records.doug chanco28 Jul 2015can a notary certify the following documents: a birth certificate a divorce decree a marriage certificate thanks dougcNational Notary Association04 Aug 2015Hello, thank you for your question. Because copy certification laws vary from state to state, we would need to know what state you are commissioned in to answer your question. You can also contact our Hotline at email@example.com for assistance.Shelley05 Aug 2015We are in Iowa and some original real estate documents have been lost on the way to be recording. Can we certify a copy of a Warranty Deed and Easement to be recorded with the Recorder?National Notary Association07 Aug 2015Hello. You would need to contact the recorder's office to find out what steps they wish you to take in this situation.Jimmy 18 Aug 2015I am a notary in California. Can I notarize a marriage certificate with a certification of document by custodian?National Notary Association20 Aug 2015Hello Jimmy. Because a marriage certificate is a vital record, normally only the records office that holds the original marriage certificate may issue a copy certification. The signer should contact that office if he or she needs a certified copy.Jessica 30 Aug 2015Im not sure if you've answered this question or not, but .... My husband and I were married in Mesa, AZ. He is in the military and we currently live in NC. I am from PA and the PA DMV needs a certified copy of our marriage certificate since I have to mail the document. If i have the original am I able to go to a notary to get a certified copy to send to the DMV?National Notary Association01 Sep 2015Hello. Arizona Notaries cannot certify copies of public records such as marriage certificates. You would need to contact the recording office that issued the original certificate to request a certified copy. Jackie03 Sep 2015I have a certified copy of a Will and they want me to notarize it. Is that okay? I live in CaliforniaNational Notary Association09 Sep 2015Hello. Notaries in California may only certify copies of powers of attorney (GC 8205[a]), or copies of entries in the Notary's journal if ordered by the Secretary of State or a court.(GC 8205[b] and GC 8206[e])Yong04 Sep 2015Hi, I have an Indian customer who wants to have copy certificates for multiple documents such as DL, Passport, utility bill, etc for his Indian passport renewal. He wanted me to do one "copy certificate by document custodian" for all the documents. Is it possible to do so? Or I should advise him to do seperate form for each document. I'm a Californian notary. Thanks!National Notary Assocation10 Sep 2015Hello. CA Notaries are only authorized to directly certify copies of their journal entries if requested by a court of law or the Secretary of State's office, or powers of attorney. Whether you can notarize the customer's statement that the copies are accurate or not may vary depending on the individual documents he needs--for example, in CA copy certification by document custodian is not permitted for vital records such as birth, death and marriage certificates because the originals are held by the recording agency. We suggest that you contact our Hotline team at firstname.lastname@example.org or by phone at 888-876-0827 for additional assistance with this matter.Kathy Eddy15 Sep 2015I live in Ohio and Iadopted my daughter from Russia. We only have one copy of her Birth certificate, can I take it to the court house and get a certified copy or have a notary certify a copy?National Notary Association15 Sep 2015Hello. Ohio does not permit Notaries to certify copies of birth certificates. If the birth certificate was originally issued abroad, a consulate or embassy of the issuing country may be able to assist you in certifying or requesting a certified copy of the certificate.D Noguerra16 Sep 2015I am in the State of California, am I able to notarize a Secretary of state authenticated birth certificate and an attached affidavit?National Notary Association18 Sep 2015Hello. While you may be able to notarize a signature on the attached affidavit, CA Notaries may not certify copies of birth certificates or other vital records. Mary18 Sep 2015I am a notary in MA and have been asked to certify a copy of a marriage license from Aruba can I do this?National Notary Association18 Sep 2015Hello. No, the Governor's website recommends that the signer contact the consulate of the country of origin for assistance with vital records.Kathryn 18 Sep 2015Good Day, I have been asked to certify a true copy of a background check. The document was issued by the Dept. of Public Safety and Human Services in the state of MD (where I am located). This particular document does not include any notarial certificate and I'm unsure if I'm allowed to notarize this? This is for an international adoption.National Notary Association18 Sep 2015Hello. Maryland Notaries may not certify copies of documents other than their own journal records. According to the Maryland Handbook for Notaries Public, page 17, "A notary public has no authority to certify a copy of a public record, a publicly recorded document, a school record or diploma, a professional license, or any other public or private document or record which does not pertain to the notary public’s official acts." Sandy Ghitman20 Sep 2015I live in San Diego, CAlifornia, I must present a certified copy of my guatemalan passport and my US Residence Card as true to the original to an entity in Dublin, Ireland, who has not accepted “copy certification by document custodian". The agencies that issued the documents, such as USCIS or Guatemalan consulate will not do it. Please give me another leade.National Notary Association21 Sep 2015Hello. If the Guatemalan consulate won't assist you, you may want to contact a local Irish consulate or embassy, explain the situation and ask them what alternatives they can accept.Kiera Gadson19 Oct 2015I am in Virginia and have been asked by a physician to certify copies of her college diplomas to send as part of a credentialing package to Africa. The country she is applying to has asked for notarized/certified copies of the diplomas. Can I do that in Virginia?National Notary Association20 Oct 2015Hello. Virginia permits its Notaries to certify copies of documents, except copies of birth, death or marriage certificates, or copies of court-issued documents. (from the state "Handbook for Virginia Notaries Public"). If the copies you are asked to certify do not fall into one of these categories, you may certify the copies. Molly Goossens21 Oct 2015Heyla, I need a certified copy of my citizenship papers.. I was told that a 'justice of the peace or solicitor' might be able to help me. I'm just not sure what that means. Suggestions? ThanksNational Notary Association21 Oct 2015Hello Molly. Different state have different rules regarding copy certification and the duties a "justice of the peace" may perform. To help us answer your question, can you please tell us what state you are in?Molly Goossens23 Oct 2015I'm in Oregon. The citizenship papers are from New Zealand.National Notary Association23 Oct 2015Hello Molly. In Oregon, justices of the peace preside over local courts that handle minor law violations such as traffic violations, officiate weddings, and some small claims cases. (See http://bluebook.state.or.us/state/judicial/judicial38.htm) A registry of judges is available here: http://courts.oregon.gov/OJD/courts/OtherCourts/Pages/registry.aspx. Please note that while judges in Oregon have authority to perform notarial acts, Oregon prohibits Notaries from certifying copies of public records certified by a custodian of records such as a county clerk. If the document in question falls into this category it may not be copy certified by an OR Notary and you would need to contact the issuing agency to issue a certified copy. Ana 28 Oct 2015I live in Florida and applied online for Medicare & they're asking me for original documents or certified copies for proof of residency, birth & citizenship and I don't want to mail my originals in case they get lost. What paper can I use to proof residency? And can a notary public in Florida certify my original papers (Cuban birth certificate, naturalization certificate with my picture on it, etc.)?National Notary Association28 Oct 2015Hello. Florida Notaries cannot certify copies of public records or vital records such as birth certificates. (FS 117.05[a]) You will need to contact Medicare to ask them what documents they will accept as proof of residency. Mercedes11 Nov 2015I have certified copies of my evaluation transcript. Will the CA Bar Association accept the certified copies with the same validity as the original?Michael12 Nov 2015Hi, I live in New York. I have an original document from a court in Florida stating that I am the legal representative of my mother's estate. I need to provide a certified copy of this document to the Treasury Department. They told me to go to the bank and get a "bank-certified" copy. The bank is unfamiliar with this and tells me it is not in the business of making certified copies. Treasury Direct has repeated that they will only accept a bank-certified copy. Do you know where I can go in New York to obtain such a certified copy? Very frustrating. Thanks in advance.National Notary Association17 Nov 2015Hello Michael. Banks do not certify copies of documents. You should contact the agency making this request and ask them to clarify what type of certification they are asking for. If the agency can't clarify their instructions, you should contact an attorney for assistance. Scott Crusoe16 Nov 2015I am a Illinois Notary, Illinois will not let me Certify to be a True Copy. But the Lawyer said I can put a statement on there attesting to the document that the person presents me and notarize that. What should the statement say and how should I notarize it.National Notary Association17 Nov 2015Hi Scott. I'm sorry, it's not entirely clear from your description what the attorney is asking you to do. If the attorney is asking you to write and sign a statement, then notarize your own signature, that would not be appropriate, as a Notary cannot notarize his or her own signature. However, if the attorney is asking you to notarize a signed statement from the document custodian attesting to the copy's accuracy, please see the information on "Copy Certification by Document Custodian" in the article above. Frank Prestia21 Nov 2015Hi, I need to obtain certified copies of my Australian Passport and Drivers Licence, I went to three banks waited in line only to be told that they don't certify copies of ducuments. Where can I go to get them certified?National Notary Association23 Nov 2015Hi Frank. If there is an Australian embassy or consulate near your location, you can try contacting them for assistance. Sometimes consular officers can perform notarizations for documents related to that country. 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