---
title: "What Is a Certified Copy? Meaning & Example | MCC Solutions"
description: "A copy that an official custodian certifies as true to the original. A worked example, how it differs from a certified translation and common mistakes."
url: "https://mcc-solutionsnj.com/notary/glossary/certified-copy"
---

Notary glossary

# What is a certified copy?

A copy that an official custodian certifies as true to the original.

By [Matthew Coleman](/about), MCC Solutions

✓ New Jersey commissioned notary, no. 50244803, insured for errors and omissions. [See the credentials](/about/credentials)

## 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.

Need an official copy? [Have certified records pulled for you](/notary/records-retrieval).

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](/notary/glossary/certified-translation).

## Go deeper

- [Notarizing Copies of Documents: What Is Allowed](/notary/guides/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](/notary/glossary/certified-translation): A translation with a signed statement from the translator that it is complete and accurate.
- [Closing Disclosure](/notary/glossary/closing-disclosure): A document that lists final loan terms and closing costs for a mortgage.
- [Capacity](/notary/glossary/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.

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