Certified and True Copy: What It Is and How Notary Public Center Helps You Obtain It

What Is a Certified and True Copy?

A Certified and True Copy is a reproduction of an original document, officially verified by a notary public or other authorized professional as being an exact, unaltered replica of the original.

In other words, it’s not just a copy — it’s a legally recognized version of the original that includes:

• A notarial certificate

• The notary’s seal or stamp

• A declaration stating the document is a true and correct copy of the original

What It Is NOT:

• It is not an original document

• It is not a self-declared photocopy

• It is not valid if altered, edited, or incomplete

Only certified copies issued properly by recognized authorities or notaries carry legal weight.

Common Documents That Require Certified Copies

At Notary Public Center, we handle Certified and True Copies for a wide range of documents, including:

🔹 Academic Documents

• Diplomas

• Transcripts

• Language proficiency certificates

• Degree evaluations

🔹 Legal & Business Documents

• Power of attorney

• Articles of incorporation

• Bank letters

• Professional licenses

📌 Note: Some documents (like vital records) can only be certified by the issuing authority. In those cases, we’ll help you request the correct version.

When Do You Need a Certified and True Copy?

Certified copies are often needed when submitting documents to governments, courts, universities, or employers who require a valid, reviewed version — but not the original.

Common Use Cases:

• Visa and immigration applications

• University admissions abroad

• Foreign job applications

• International business registration

• Banking or financial processes overseas

• Legal filings or identity verification

Certified Copy vs. Notarized Copy: Is There a Difference?

Yes — and it matters.

In many international contexts, especially under the Hague Apostille Convention, a Notarized True Copy is accepted — and Notary Public Center can provide this service.

Can All Documents Be Certified by a Notary?

No. In the U.S., notaries are not always allowed to certify copies of certain documents, depending on state law.

For example:

• In some states, notaries can’t certify copies of vital records (birth, death, marriage certificates).

• However, notaries can often certify passports and private documents.

📌 At Notary Public Center, we know exactly what can and cannot be certified under your state’s laws — and we help guide you accordingly.

How to Get a Certified and True Copy – Step by Step

With Notary Public Center, the process is simple and secure:

1: Bring the Original Document

We need to see the original document to compare it to the copy.

2: We Make or Inspect the Copy

We’ll either make the copy ourselves or examine a copy you provide to ensure it’s identical.

3: Identity Verification (if required)

Depending on the document and use case, we may also verify your ID.

4: Notarial Certificate Applied

We attach a certificate stating the copy is true and correct, sign it, and affix our official stamp or seal.

5: You Receive the Certified Copy

You receive a document ready for submission to foreign governments, universities, or other institutions.

Common Mistakes to Avoid

Many people attempt to create their own certified copies and make critical errors:

Using a photocopy without notarization

📌 Only official certification adds legal validity.

Sending the original without making a certified copy

📌 We help you keep the original safe while using the certified version.

Using an outdated or expired copy

📌 Always certify the most recent and accurate version.

Not checking international requirements

📌 We guide you based on your destination country or institution.

Does a Certified and True Copy Need an Apostille?

If the certified copy will be used in a foreign country, and that country is part of the Hague Apostille Convention, then yes — the notarized copy may also require an apostille to be valid abroad.

At Notary Public Center, we assist with both:

• Obtaining the Certified Copy

• Requesting the Apostille (state or federal, as needed)

Real-World Cases We Handle

Maria – Student applying to a university in Spain
We certified her diploma and transcript, then processed apostilles for both.

David – Opening a business in Chile
We provided true copies of his articles of incorporation and board resolution with apostilles.