A certified copy is an official reproduction of a document that an authorized person (notary public, government official, or issuing agency) has verified as a true and accurate copy of the original. It carries legal weight similar to the original document. Common certified copies include birth certificates, academic transcripts, and corporate documents. Here’s what qualifies as a certified copy, who can certify documents, and how to get one.
What Is a Certified Copy?
A certified copy is a photocopy or reproduction of an original document that has been officially verified as accurate and complete. The certifying authority—typically a notary public, government agency, or the original issuing organization—stamps, signs, and dates the copy to confirm it matches the original.
A certified copy has the same legal standing as the original document for most purposes. Courts, government agencies, universities, and businesses accept certified copies when you can’t or don’t want to submit the original.
What Makes a Copy “Certified”?
A certified copy includes these elements:
- Certification statement: “This is a true and accurate copy of the original document”
- Official seal or stamp: From the certifying authority
- Signature: Of the person certifying the copy
- Date: When the certification was made
- Certifier’s credentials: Title, commission number, or official capacity
Who Can Certify a Copy?
Issuing Agency (Best Option)
The organization that created the original document can issue a certified copy. This is usually the most accepted form.
- Vital records office: Birth certificates, death certificates, marriage certificates
- University registrar: Transcripts, diplomas
- Court clerk: Court orders, judgments, legal filings
- Secretary of State: Corporate documents, articles of incorporation
Notary Public
Notaries can certify copies of certain documents, but not vital records in most states. A notary compares your copy to the original and certifies they match.
Documents notaries CAN typically certify:
- Passports (in some states)
- Driver’s licenses
- Contracts and agreements
- Business documents
- Powers of attorney
- Diplomas and transcripts (in some states)
Documents notaries CANNOT typically certify:
- Birth certificates (most states)
- Death certificates
- Marriage certificates
- Any document that’s a public record
Important: Rules vary by state. Some states like Florida, Tennessee, and Maryland allow notaries to certify copies of more document types than others.
Other Authorized Officials
- Attorneys: Can certify documents for legal proceedings
- Bank officers: For banking-related documents
- Government officials: For documents within their jurisdiction
Documents That Commonly Require Certified Copies
Legal and Personal
- Birth certificates
- Death certificates
- Marriage certificates
- Divorce decrees
- Wills and trusts
- Court orders
- Powers of attorney
Academic
- Transcripts
- Diplomas and degrees
- Professional certifications
Business
- Articles of incorporation
- Business licenses
- Operating agreements
- Contracts
- Tax documents
How to Get a Certified Copy
Option 1: From the Issuing Agency
Best for vital records (birth, death, marriage certificates).
- Contact the agency that issued the original (vital records office, court clerk, university registrar)
- Submit a request form (often available online)
- Pay the fee ($10-$50 depending on document type)
- Receive the certified copy by mail or in person
Processing time: Same day to 2-4 weeks depending on agency and method
Option 2: From a Notary Public
Best for non-vital documents where you have the original.
- Bring the original document and a photocopy
- Bring valid photo ID
- The notary compares the copy to the original
- Notary adds certification language, signature, seal, and date
- Pay the notary fee ($5-$15 per certification)
You can get documents certified by a notary at banks, UPS Store, law offices, or through online notarization services.
Certified Copy vs. Notarized Copy: What’s the Difference?
Certified Copy
- What it is: A copy verified as identical to the original
- Who does it: Issuing agency, notary, or authorized official
- Purpose: Confirm the copy matches the original
- Common uses: Submitting documents when you can’t send the original
Notarized Copy
- What it is: A copy with a notary’s acknowledgment of authenticity
- Who does it: Notary public only
- Purpose: Verify the signer’s identity and willingness to sign
- Common uses: Affidavits, powers of attorney, legal documents requiring oath
Key difference: A certified copy focuses on whether the copy matches the original. A notarized document focuses on verifying the signer’s identity.
How Much Does a Certified Copy Cost?
From Issuing Agencies
- Birth certificate: $10-$30
- Marriage certificate: $10-$25
- Death certificate: $10-$25
- Academic transcript: $5-$25
- Court documents: $5-$25 per page
- Corporate documents (Secretary of State): $10-$50
From a Notary
- Copy certification fee: $5-$15 per document (state regulated)
- Online notarization: $25-$50 per session
- Mobile notary: $50-$150 (includes travel)
BlueNotary offers online copy certification for a flat fee—convenient when you need it quickly or outside business hours.
The Bottom Line
A certified copy is an official reproduction of a document that’s been verified as accurate by an authorized person. It carries the same legal weight as the original for most purposes.
Where to get certified copies:
- Vital records (birth, death, marriage): Issuing agency only
- Academic transcripts: School registrar
- Corporate documents: Secretary of State
- Other documents: Notary public (in-person or online)
Always check with the organization requesting the certified copy to confirm what type of certification they require and who must certify it.
Frequently Asked Questions
What is a certified copy of a document?
A certified copy is a reproduction of an original document that has been officially verified as accurate and complete by an authorized person. It includes a certification statement, official seal, signature, and date. It carries the same legal weight as the original for most purposes.
Can a notary certify a copy of a birth certificate?
In most states, no. Vital records like birth certificates, death certificates, and marriage certificates must be certified by the issuing agency (usually the vital records office or county clerk). A few states allow notaries to certify copies of vital records, but this is the exception.
Is a certified copy the same as an original?
For most legal and official purposes, yes. A properly certified copy has the same legal standing as the original. Courts, government agencies, and institutions accept certified copies when the original isn’t available or when you need to keep the original safe.
How long is a certified copy valid?
It depends on the receiving organization. Some institutions accept certified copies indefinitely, while others require copies certified within the last 6 months, 1 year, or 3 years. Government agencies often have stricter requirements. Always check with the organization requesting the document.
Can I certify a copy myself?
No. A certified copy must be certified by an authorized person—the issuing agency, a notary public, or another authorized official. Self-certified copies are not legally valid.
Where can I get a document certified?
For vital records: the issuing agency (vital records office, court clerk, registrar). For other documents: notary public at banks, UPS Store, law offices, or online through platforms like BlueNotary. Corporate documents can be certified by the Secretary of State.
