In plain English
Notaries in many states cannot certify copies of public records, but may be allowed to certify copies of some other documents. Rules vary.
The issuing office for a birth certificate or court record provides certified copies.
Why it matters
Agencies often require certified copies of vital records, and a notarized photocopy is not the same. Bringing the wrong kind of copy can lead to rejection and a reorder that takes weeks.
Notaries in many states cannot certify copies of public records, so asking a notary can be a dead end.
Worked example
A person asks the vital records office for a certified copy of a birth certificate instead of asking a notary to copy it.
What to do
- Ask the requesting office exactly what kind of copy it needs.
- Order certified copies from the office that holds the original record.
- Ask a notary whether their state allows copy certification for other documents.
- Keep the certified copy unopened if instructions say so.
- Order extra copies if several offices need them.
Common mistakes
- Asking a notary to certify a birth certificate copy can lead to refusal in many states.
- Sending a plain photocopy when a certified copy is required can cause rejection.
- Waiting until the last minute to order can delay a passport or benefits application.
Not the same as: Certified translation
A certified copy confirms a copy matches an original record, while a certified translation includes a translator's statement about accuracy. See Certified translation.
Go deeper
- Notarizing Copies of Documents: What Is Allowed: People often ask a notary to certify a copy of a passport, diploma or birth certificate. Learn what rules apply and what workable alternatives exist.
Related terms
- Certified translation: A translation with a signed statement from the translator that it is complete and accurate.
- Closing Disclosure: A document that lists final loan terms and closing costs for a mortgage.
- Capacity: A signer's ability to understand what they are signing and its effect.
Common questions
What is a certified copy?
A copy that an official custodian certifies as true to the original.
Can you give an example of certified copy?
A person asks the vital records office for a certified copy of a birth certificate instead of asking a notary to copy it.
Can a notary certify a copy of my diploma?
Some states allow notaries to certify copies of certain non-public documents. Ask the notary and the receiving office what they accept.
Where do I get a certified birth certificate copy?
From the vital records office in the place where the birth was recorded.
General information, not legal advice. Rules vary by state and change; check with your state's commissioning office.