Certify as true copy how does that work?

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So, are you searching on the internet for the certification of your documents? But you haven’t found anything that guides you properly about the process. You don’t need to be worried; here, we will discuss every detail that will help you 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 approve the originality of the preceding paper, 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 records, 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 actual 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, recordable documents or vital records, which include different types of papers 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, the certificate of formation, and good standing receive the certificate of status from the state. There is no need to certify their true copy by a notary.


A person can get a certified true copy by asking a person or agency to sign it. Usually, the person who signs the document is authorized; 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 can certify the document.

The process of notarization involves various elements, such as powers of attorney and certification by a document custodian, which are crucial for ensuring the authenticity and legality of official documents. Notarial records, maintained by the National Notary Association, play a key role in this process. The list of persons authorized to perform notarizations is carefully curated, emphasizing the importance of certification services in handling vital records. This extends to both official and business documents, where notarization ensures the integrity of the document in question. From academic records to other professional document notarizations, the vital function of the notary, often facilitated through the vital records office, underscores the significance of this practice in legal and administrative spheres.

Before submitting the document for certification by a document custodian, it is essential to clearly identify the document type to ensure accurate and appropriate verification.

true copy certification
notary true copy

Why do 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, 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 documents because they become the proof of your identity. A valid certified copy is related to the notarized copy but is not similar. When used internationally, a certified copy of a primary document might need to be a notarized copy. That copy may also need to comply with the special ones at the international level.

A certificate other than a certified copy is usually required when a primary document needs translation. For instance, if you are from Italy and want to apply to English 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, the certificate of accuracy, get the certified true copy. A notarized copy will be required when the birth certificate is in English, used in Italy.

Certify as a 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 you can contact the recording office. However, notaries are not capable of approving copies in every state. Let’s look at the facts 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, as custodian of records, you must request the notary public for document certification. However, the notary can’t certify duplicate documents, so 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 the official government already records in their record book; otherwise, it will be rejected by your states law.

However, certifying your documents by a notary or public officials might be problematic if you are a student. 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 reproduction is accurate, authentic, and complete. However, some public notaries use a stamp with 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
  • Doctors or Dentists/ 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.

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 various things:

  • 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 authenticated by the United States government. The CTC was developed in 2002 and has been used since 2004 to certify copies of official records, such as birth certificates, marriage licenses, death certificates, passports, and naturalizations.

How does CTC work?

The U.S. Department of State uses an independent third-party company called Document Authentication Services (DAS) to ensure the document is authentic. 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?

CTC is the best option if you are looking for a way to authenticate your document. It provides you with a way to verify the authenticity of the paper. 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 proper copy form.

3. Sign the certified proper 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 record instead.

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

8. Attach a picture of the original document 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 can’t provide evidence of application, they won’t be allowed to renew their passport. So, why would anyone want to go through this hassle to renew their passport? Well, the answer is simple. You might want a certified copy of your passport for many reasons. 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 these situations sound familiar, you should consider getting your true certified copy. 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 an authorized agency has verified. In this case, the agency is the U.S. Government. For example, a valid certified copy of a birth certificate or additional certificate 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 the message was never changed. However, the sender knows 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 and other state or local agencies do not issue copies of birth certificates. If you want a copy of a birth or divorce certificate for yourself or someone else, you must go to the county clerk where the event occurred. You must also provide proof of identity (driver’s license) and residency (utility bill).

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