What is a Certified Copy? Definition, Examples and How to Certify a Document

In many legal and administrative processes, copies of documents are needed for reference. In circumstances where original copies are not easily produced, certified copies can be used in their place. When certified, the copy carries the same legal authenticity and authority as the original.

However, simply creating a copy isn’t enough for it to be a certified copy. Let’s explore what makes a copy certified, what the certification process entails, and what sorts of documents can be certified.

This blog post is offered for general information purposes only. It does not constitute, and is not a substitute for, legal advice.

What is a certified copy of a document?

A certified copy is a duplicated version of an original document that has been verified by an authorized individual. This verification process confirms that the copy is an accurate representation of the original, making it a legally acceptable substitute in various official and legal contexts. Certified copies are often required for situations where presenting the original document is impractical, such as during legal proceedings, government applications, or financial transactions. 

Certified copy examples

Certified copies show up in moments where an organization needs proof a document is genuine but can't take custody of the original. A few common scenarios:

• Opening a bank account or applying for a loan: The bank asks for a certified copy of your passport or driver's license rather than the original, so you're not left without ID while it's on file.

• Applying to a university or job abroad: Instead of mailing your only diploma overseas, you submit a certified copy that carries the same standing as the original.

• Settling an estate: An executor may need a certified copy of a will or death certificate to present to multiple institutions (banks, land registries, insurers) at once, without waiting for the original to circulate between them.

• Registering a business or opening a business bank account: Incorporation documents are certified so the business retains its original filings while satisfying compliance checks.

• Immigration or visa applications: Certified copies of birth or marriage certificates let applicants meet documentation requirements without surrendering originals to a foreign authority.

In each case, the certified copy does the job of the original by proving authenticity, while the original stays safely with its holder.

The role of a notary in copy certification

Notaries play a central role in the certification of copies. A notary public is a licensed individual authorized to administer oaths, witness signatures, and certify documents.

A notary compares the copy to the original document and then affirms its accuracy by attaching their signature, seal, or stamp. This notary endorsement adds credibility and authenticity to the copied document.

Notarized document vs. certified document

While both notarized documents and certified documents involve a form of verification, they serve different purposes. 

A notarized document is one that has been signed (or otherwise acknowledged) before a notary public, who confirms the signer's identity, willingness to sign, and, where applicable, witnesses the signature or administers an oath or affirmation. A notarization generally verifies the authenticity of the signature and proper execution of the document; it does not verify the truthfulness or accuracy of the document’s contents. On the other hand, a certified document is a duplicate that has been verified as a true and accurate copy of the original.

The key differences are outlined below:

In sum, notarization verifies the signer's identity and the proper execution of a document, while certification verifies that a copy accurately reflects the original.

Is a photocopy of a document a certified copy?

A photocopy of a document is not automatically considered a certified copy. A certified copy involves a formal verification process carried out by an authorized individual. While a photocopy can serve as the basis for creating a certified copy, the copy itself must go through the necessary authentication steps to be considered certified. Relying solely on a photocopy without proper certification may render the document invalid for official purposes.

What is the document certification process? Step-by-step guide

Here's a breakdown of the typical steps in the document certification process:

1. Obtain a copy

Start by making a photocopy or digital copy of the original document. This copy will serve as the basis for creating the certified copy.

2. Find a notary or other authorized person

Identify someone who has the legal authority to certify documents opens in a new tab. This often includes notaries public, government officials, lawyers, or other designated personnel.

3. In-person verification

In most cases, you will need to present the original document along with the copy to the authorized party for in-person verification. They will compare the copy to the original to ensure its accuracy.

4. Certification statement

The authorized party will then attach a certification statement to the copy. This statement confirms that the copy is a true and accurate representation of the original document. The statement typically includes the certifier's signature, seal, or stamp, the date of certification, and their designation. It should be noted that a certified copy is not the same as a notarized document, even when the person certifying the copy is a notary.

5. Seal or stamp

Depending on the jurisdiction and the type of certifier, a seal or stamp may be affixed to the certified copy. This adds an official and recognizable mark of authenticity to the document.

6. Documentation and record-keeping

The certifier may also maintain a record of the certification in their own records. This documentation can serve as proof of the certification process and be used to verify the certified copy's legitimacy.

7. Use in official contexts

Once certified, the duplicate document can be used in various official and legal contexts where the original document would have been required. This can include legal proceedings, government applications, financial transactions, academic pursuits, and more.

The specific steps and requirements for document certification may vary based on the jurisdiction and the type of document being certified. 

Some documents may also require additional steps, such as obtaining an apostille opens in a new tab or legalization for international use. It is recommended that you research the requirements of your specific situation or consult with the relevant authorities to ensure proper compliance with the document certification process.

What types of document copies can be certified? 

A variety of document copies can be certified, although the documents that may be certified and the individuals or entities authorized to certify them vary by document type and jurisdiction.

Here are some common types of document copies that can generally be certified:

Personal and academic documents

Copies of personal identification documents such as passports or driver's licences (where permitted), diplomas, transcripts, and educational certificates can be certified. These documents are commonly used for identity verification purposes in government applications, financial services, or legal proceedings.

Legal and financial documents

Copies of legal documents such as contracts, wills (where permitted), and powers of attorney can be certified to provide a valid and accepted record of the original document.

Financial documents like bank statements, tax returns, and loan agreements may also require certification for official purposes, such as loan applications, regulatory checks, or immigration-related processes.

Property and business documents

Real estate documents, including deeds, titles, and mortgage agreements opens in a new tab, can be certified for property transactions or legal proceedings.

Business-related documents such as incorporation papers, business licences, and financial statements can also be certified for legal and regulatory purposes.

Government, medical, and family records

Documents submitted in government applications, such as visas, permits, licenses, and registrations, may require certification to ensure authenticity.

Medical records, prescriptions, and other healthcare documents may be certified for medical purposes or to support insurance claims.

Family-related documents such as birth certificates, marriage certificates, and adoption papers may also need to be certified for immigration, legal, or genealogical purposes.

Court records, judgments, and legal filings can be certified for use in legal proceedings or appeals.

These examples demonstrate how certified copies serve as trusted duplicates of original records, enabling verification even without access to the original document.

Can I certify a document myself?

In most cases, you cannot self-certify your own documents. Creating a certified copy requires an impartial and authorized party, such as a notary public or government official, to validate the accuracy of the copy. Attempting to self-certify a document may lead to it being rejected and unusable. To ensure the acceptance of a certified copy, it's best to follow the proper channels and have it certified by an objective third party.

When do you need a certified copy?

A certified copy is typically required when an organization needs to verify a document without retaining the original. This is common in situations where originals must remain secure or in the possession of the holder.

Typical use cases include:

• Legal proceedings where documents must be submitted as evidence

• Financial processes such as loan or mortgage applications

• Identity verification for government or regulated services

• Educational or employment applications requiring official records

In these cases, a certified copy provides assurance that the information matches the original without requiring the original document to be shared.

Where do you get a certified copy?

Certified copies must be certified by an individual or organization authorized to do so under applicable laws and the receiving organization's requirements. The appropriate certifying authority also depends on the document type and the jurisdiction.

Common sources include:

• Notaries public, where permitted by applicable law,  who may certify copies of certain documents or certify copy declarations

• Authorized legal professionals (such as solicitors or attorneys) in jurisdictions where they are authorized to certify copies

• Government agencies or issuing authorities (for example, vital records offices, courts, universities, or licensing agencies) that issue official certified copies of documents they maintain

• Records custodians, who may certify copies of records under their control

The certifying authority compares the copy with the original document (or certifies a copy from its records, as applicable) and confirms that the copy is a true and accurate reproduction. The certification is typically evidenced by a signature, seal or stamp, and a certification statement.

Certify copies with Docusign eSignature

Certified copies serve as reliable substitutes for original documents, ensuring their accuracy and authenticity in various legal and administrative contexts. Docusign eSignature offers the ability to certify copies using an electronic seal, which provides a digital certificate proving the authenticity of the document. 

Learn more about Docusign eSignature.

Frequently asked questions

What makes a copy a certified copy?

A copy becomes a certified copy when an individual or entity authorized to do so certifies that it is a true and accurate reproduction of the original document or of the official record. The certification is typically evidenced by a signature, seal or stamp, and a certification statement. The authority to certify copies varies depending on the type of document and the applicable jurisdiction.

Do I need the original document to get a certified copy?

 In most cases, yes. If you are asking an authorised person to certify a copy of a document, the original document typically must be presented so the certifier can compare the copy to the original and verify that it is a true and accurate reproduction. However, if the document is maintained by a government agency, court, university, or other official records custodian, you generally do not need to present the original. Instead, you can request an official

certified copy directly from the organization that maintains the record.

Are certified copies always accepted instead of originals?

Not always. Acceptance depends on the requirements of the organization requesting the document.