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Certify as true copy how does that work?

Certify as true copy how does that work?
definition true copy
(Last Updated On: May 21, 2022)

So are you searching on the internet about the certification of your documents? But you haven’t found anything that guides you properly about the whole process. You don’t need to be worried at all; here, we will discuss every single detail that will help you to get your documents certified.

A basic idea of a certified copy is the copy or photocopy of a primary or source document that certifies that it is the actual copy of the primary document. But it doesn’t certify the originality of the primary document, only that it’s the exact and accurate copy of that original document. If you are asked to make a copy of a vital record, you must decline.

No state or country would give up the original copy of a vital record. Vital records document citizens’ “life events” within a particular state or country, such as birth certificates, death certificates, marriage, public record, and divorce records. Vital records document citizens’ “life events” within a particular state or country, such as birth certificates, death certificates, and marriage and divorce records. Vital records document citizens’ “life events” within a particular state or country, such as birth certificates, death certificates, and marriage and divorce records. The document cannot be a public record, certified copies of which are available from another public official.

So let’s figure out how and from where you get your documents to certify; without further delay, let’s begin!

What is the true copy of the document?

A certified copy is also known as a true copy. So basically, a true copy is a copy of original documents that claim its accuracy and completeness.

In most states, non-recordable documents (such as foreign passports, driver’s license, insurance card, or green cards) get their certified true copy by the notary public.

On the other hand, the recordable documents or vital records, which include different types of documents like Birth Certificates, Marriage Licenses, death certificates, Original Passports, Visas, Power of attorney, or court-issued documents, are usually obtained directly from the authorities. Other corporate documents such as articles of incorporation get the certificate of formation, and good standing receives the certificate of status now from the state. There is no need to certify their true copy by a notary.

A person can get a certified true copy of their by asking a person or agency to sign it. Usually, the person who signs the document is an authorized person; they might be Notaries, government employees, or Chartered Accountants. However, the authorized person may vary according to the country. Sometimes they are authorized by the legislation to certify the copy, such as a court clerk, public notary, or solicitor. While in other countries, such as the UK or South Africa, only authorized post office staff is allowed to certify the document.

true copy certification
notary true copy

Why we need a certified true copy of documents?

A valid certified copy is the only convenient way to have an official record of the documents in English-speaking law countries. Moreover, it may be used for official government purposes, court procedures, or other commercial purposes. Other than that, it is helpful for the owner of the documents.

It lets people stop worrying about the risks of losing original documents, especially identity documents, identification documents, forms of identification, or Personal document, because they become the proof of your identity. A valid certified copy is somehow related to the notarized copy, but they are not similar. A certified copy of a primary document, when used internationally, might need to be in the form of a notarized copy. That copy may also need to comply with the special ones at the international level.

In case when a primary document needs translation, a certificate other than a certified copy is usually required. For instance, if you are from Italy and want to apply to English speaking country, your Original Birth Certificate or legal documents in Italian needs to be translated into English by a professional person. To do so, you need a professionally translated certificate of accuracy. So then the primary document, the translated document, certificate of accuracy get the certified true copy. And a notarized copy will be required when the birth certificate is in English, used in Italy.

Certify as true copy how does that work?

People usually ask notaries to certify their documents and get them the actual copy of the original manuscripts, or either you can contact the recording office. However, notaries are not capable of certifying copies in every state. Let’s look at the facts that you should know before getting a certification of your documents by a notary.

So the basic procedure that involves the certification process may vary depending on the individual state laws:

Step 1

First of all, you, as custodian of records, have to request the notary public for document certification. But the notary can’t certify duplicate documents, so make sure to send them a copy of the original document.

Step 2

Then you need to confirm that the documents are not public records or vital records, including different types of documents such as original birth certificates, original death certificates, divorce records, deeds, governmental entity documents, mortgages, original marriage certificates, or marriage records and other legal or court-issued documents that are already recorded by the official government in their record book; otherwise, it will be rejected by your states law.

However, if you are a student, certifying your documents by a notary or public officials might be problematic. You are suggested to get your certification from your school registrar’s office. But again, the policies may vary. For example, Florida accepts certified copies of diplomas by Florida notaries, while in Texas, notaries are not allowed to attest to the documents of school diplomas.

Step 3

You need to prepare a copy of the original document.

Step 4

The notarial officer will confirm that the document authentication is identical to the original document. After proofreading and affirming, the notary seals the certification and will attach a copy of the Notarial certificate, which shows that the copy is accurate, authentic, and complete. Although, some public notary use a stamp that has their statutory notary certificate.

Step 5

Once you get the Naturalization certificate, the notarization is complete.

notary certification true copy
certify as true copy

Who can certify the document?

Here is the list of people who can certify copies of documents:

  • Charted Accountants
  • Bank official employees
  • Consular officers.
  • Armed force officer
  • School officials
  • Permanent employees and executive employees/ County Clerk
  • A person with some Government authority
  • Commissioner of oaths
  • Government department/ Government agency’s employees
  • Member of financial services
  • Member of judiciary
  • Clerk Of The Courts
  • FCA regulated person
  • FCA financial adviser
  • Member of Parliament
  • Job center employees
  • Minister of religion
  • Social worker/Social security
  • Police station employees or officer
  • Doctor or Dentist/ Veterinary Surgeons
  • Official post officer/Patent Attorney
  • Teacher
  • Lawyer
  • Notary public
  • Embassy, high commission officer

What should a certified copy look like?

The person certifying your document should write the following true copy statement on it.

Document with a Photo

Statement: “I certify this to be a true likeness of the individual’s name and that this document is certified to be a true copy of the original seen by me.”

The person who is certifying the document with a photo needs to do the various thing:

  • Print their name in capital blocks.
  • Official seals or stamps the name of the organization they work for.
  • Mention their occupation.
  • Sign the copy
  • Provide the contact number.
  • Write the date on which the certification took place.

Document Without a Photo

Statement: “I certify this to be a true copy of the original seen by me.”

The person who is certifying the document without a photo should:

  • Print their name in capital blocks.
  • Seal or stamp the name of the organization they work for.
  • Mention their occupation and their role
  • Sign the declaration on the copy.
  • Provide the contact number.
  • Write the date on which the certification took place.
certification wording true copy

Certified True Copy Certification

The Certified True Copy (CTC) is a certification mark for documents that have been authenticated by the United States government. The CTC was developed in 2002 and used since 2004 to certify copies of official records, such as birth certificates, marriage licenses, death certificates, passports, and naturalizations.

How do CTC works?

To ensure that the document is authentic, the U.S. Department of State uses an independent third-party company called Document Authentication Services (DAS). DAS verifies the document’s authenticity using one or more methods, including fingerprinting, watermarking, and other techniques. Once the verification process is completed, the DAS sends the results to the U.S. Embassy, where the certificate is issued.

Why use CTC?

If you are looking for a way to authenticate your document, then CTC is the best option available. It provides you with a way to verify the authenticity of the document. You can also get a certified copy of any document from the U.S. embassy at affordable prices.

Types of CTC?

There are two types of CTC:

1. Original Certificate – This type of CTC is issued when the original document is submitted to the U.S Embassy.

2. Replacement Certificate – This certificate is issued after the original document is lost or stolen.

How to get a certified true copy

You need to follow these steps to get a proper certified copy:

1. Get a true certified copy from the U.S Embassy website.

2. Print out the certified true copy form.

3. Sign the certified true copy form and send it back to the U.S embassy along with the original document.

4. Wait for about ten days before receiving the certified true copy.

5. Keep the certified true copy safe until you receive it.

6. Use the certified true copy only if there is a problem with the original document. If everything looks OK, keep the original document instead.

7. Make sure that the certified true copy matches the information provided on the original document.

8. Take a picture of the original document and attach it to the certified true copy. This will help you identify the original document if there is a dispute later.

9. Send the certified true copy to the U.S consulate office.

10. Wait for about ten business days before getting your passport.

Who Needs Certified True Copies?

What happens if someone applies for renewal but doesn’t bring proof of application? Well, let me tell you something. The person could be denied. And if they aren’t able to provide evidence of application, they won’t be allowed to renew their passport.So, why would anyone want to go through all of this hassle to renew their passport? Well, the answer is simple. There are many reasons why you might want to have a true certified copy of your passport. Here are some examples:

• People who travel frequently may want to show their passport as evidence of citizenship if they lose it while traveling.

• People who work overseas may want to show their passports as proof of employment.

• People who live abroad may want to show their foreign documents as proof of residency.

• People applying for visas or green cards may want to show their documentation.

• People planning to move to another country may want to show their official documents as proof of residence.

• People who plan to immigrate to another country may want a true certified copy of their passport as proof of citizenship.

If you think that these situations sound familiar, you should consider getting a true certified copy of yours. It will save you time, money, and stress!


Now you have enough knowledge to get your document certified easily. Besides that, a lot of websites on the internet are providing their best service to certify your document. You can visit them and get yours by booking an order online.


The term “certified true copies” is used to describe a document that has been verified by an authorized agency. In this case, the agency is the U.S. Government. A valid certified copy of a birth certificate or additional certificate, for example, would be the same as what you would find in the National Archives.

The answer is no, not even for a single document. The reason is that the digital signature of an electronic document does not guarantee that the data has not been altered in transit. For example, if you have an email message sent from one person to another, the recipient may print out the message and modify it without knowing it. When the sender receives the altered version, they may think that the message was never changed. However, the sender knows that the message was changed because they did not sign the statement.

The first thing that comes to mind is to make sure it has a seal on it. If it doesn’t have a seal, then it’s probably fake. Next, look at the stamping date. If it’s too recent, then it’s probably a fake.

The only way to get a “certified” copy is through an official government agency. The US Postal Service does not issue copies of birth certificates, and neither do any other state or local agencies. If you want a copy of a birth certificate or divorce certificate for yourself or someone else, you must go to the county clerk where the event took place. You must also provide proof of identity (driver’s license) and residency (utility bill).

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