Ever been told, “We need this document notarized,” only to wonder—do they mean the original or a copy? You’re not alone. Understanding the difference between notarizing originals and certified copies is a common concern, especially when dealing with government forms, court filings, or overseas applications.
Getting it wrong can lead to delays, rejected paperwork, or even legal issues. So let’s clear up the confusion with this simple guide.
What Does It Mean to Notarize a Document?
Notarization is the process where a notary public verifies your identity and witnesses your signature to confirm that it’s legitimate. This typically happens with original documents, such as affidavits, contracts, or power of attorney forms. But sometimes, you don’t need the original—you just need a certified copy notarized.
That’s where things get tricky.
Notarizing Originals: The Standard Route
Original documents are usually required when you’re signing something legally binding. Common examples include:
- Wills and trusts
- Real estate deeds
- Loan agreements
- Power of attorney forms
In these cases, the notary confirms that you signed the original document in their presence and understood what you were signing.
What Is a Certified Copy?
A certified copy is a true, exact replica of an original document. Some notaries—depending on your state—can notarize a statement declaring that a copy is accurate. This is useful when sending documents to another office while keeping the original on hand.
Common Documents for Certified Copy Requests:
- Driver’s licenses or passports
- Academic diplomas or transcripts
- Marriage, birth, or death certificates
- Court records
However, not all documents can be certified by a notary. Vital records (like birth certificates) must be certified by the issuing agency in most states.
State Laws Matter
Every state has different rules about notarizing copies. For example:
- California notaries cannot certify copies of birth, death, or marriage certificates.
- Florida allows copy certification for many documents—except public records that require an agency seal.
- Texas permits copy certification, but the notary must follow specific wording and disclaimers.
So before assuming your local notary can help, check your state’s notary laws or ask a professional.
What You’ll Need to Bring
To avoid delays, come prepared with:
- The original document
- A clean, legible copy
- A valid government-issued ID
- Any instructions from the receiving agency
Let the notary know why the document is being certified. They’ll guide you on whether notarizing the original, a copy, or a statement about the copy is legally allowed.
Why It Matters
Submitting a wrongly notarized document can cause major setbacks. For example, international embassies often demand notarized copies of passports or academic records—but only if properly certified. Courts might reject a notarized copy if it wasn’t authorized under your state’s law.
Need Help? Let Notarizr Handle It
Whether you’re unsure if you need a certified copy or don’t want to risk a mistake, Notarizr by The Opal Group is here to help. Our experienced notaries stay updated on your state’s requirements so you don’t have to stress.
Get your documents notarized right the first time. Book your session with Notarizr today—online or in person.
