Different meanings of 'certified copy'
A certified copy from the issuing agency, such as a vital records office or a court clerk, is an official copy. A notarized copy is something else: it shows that a notary did something with the copy. Receiving offices may want one or the other, or accept either.
Ask the office exactly what it wants.
Where notaries can help
In some places a notary may certify that a copy is a true copy of an original that is not a public record. In others, a notary may only notarize a signed statement in which the document holder says the copy is accurate. This is called a copy certification by document custodian.
The notary does not vouch for the original itself.
Records notaries usually cannot certify
Public records such as birth certificates, marriage certificates and court orders are normally certified by the office that holds them. Many states restrict notaries from certifying copies of these. Passports and some other federal documents also come with restrictions.
If a foreign office asks for a notarized copy of a passport, check whether a signed statement by the holder is enough.
How the signed-statement route works
The holder writes a short statement saying the attached copy is true and accurate. They sign with a jurat, under the notary's watch. The notary completes the certificate and stamps. The copy is attached by staple. This route is widely used where direct copy certification is not allowed.
Read the notary's wording and see if the receiving office accepts it.
Preparing
Bring the original and a clear copy. A print shop or a service that scans can prepare clean copies on request. Bring ID. Do not ask the notary to alter the copy.
Allow time if a follow-up apostille is needed.
Scenario: a foreign employer wants a passport copy
A traveler applying for work abroad is told to send a notarized passport copy. The notary cannot certify the passport copy directly under local rules. Instead the traveler signs a statement that the attached copy is a true and complete copy of the passport, swearing before the notary.
The employer's HR team reads the statement and accepts it. In another case a university asks for a copy certified by the issuing registrar, so the same approach would not have worked.
This shows why the first call should be to the receiving office. Ask them to describe what they need in their own words, and ask if an example is available. Then tell the notary exactly what you were told, so they can advise whether their role fits.
Remember that the signed-statement approach has limits of its own. The notary is notarizing your oath, not confirming the copy. Receiving offices that want stronger proof may insist on an official copy from the issuer. When in doubt, order a certified copy from the issuing agency and keep it sealed until the receiving office asks for it.
Common questions
Can a notary certify my diploma copy?
It depends on the state. A signed statement from you may be the alternative.
Is a photocopy of my ID notarized?
Many notaries avoid it. Ask the receiving office what else is accepted.
Do I need the original?
Bring it, since the notary may need to see it.
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.