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Certify as true copy how does that work?

Certify as true copy how does that work?
definition true copy

So are you searching on the internet about the certification of your documents? But haven’t found anything that guides you properly about the whole process, right? 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.

Well, a basic idea of a certified copy is that it’s the copy or photocopy of a primary or source document that certifies that it is the true copy of the primary document. But it doesn’t certify the originality of the primary document, only that it’s the exact and true copy of that original document.

So let figure out how and from where do you get your documents to certify, without any further delay let 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 the copy of original documents that claim that its accuracy and completeness.

In most of the states the 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. Some other corporate documents such as articles of incorporation get the certificate of formation and good standing get the certificate of status directly from the state. There is no need to certify their true copy by a notary.

A person can get a certified true copy of his or her 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 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?

Well, a certified true 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 some other commercial purposes. Other than that, it is helpful for the owner of the documents as well; as 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 certified true copy is somehow related to the notarized copy but they are not similar. A certified copy of a primary document, when used internationally, might needs to be in 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 required usually. For instance, if you are from Italy and want to apply in 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 along with the 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 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 true copy of the original documents or either you can contact the recording office. However, notaries are not capable to certify copies in every state. Let’s have a look at the facts that you should know before get 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 includes different type of documents such as original birth certificate, original death certificate, 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, certify your documents by a notaries 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 the copies of school diplomas.

Step 3

You need to prepare a copy of the original document on white paper. If you don’t have the copy you can simply ask them to make one for you.

Step 4

The notarial officer will confirm that the document authentication that it identical to the original document. After proofreading and affirming the notary seal the certification and will attach a copy of the Notarial certificate along with it, which shows that the copy is accurate, true, 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
  • 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 who is 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 individuals 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 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 certification took place.


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

certification wording true copy

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