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.
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.