Understanding Copy Certification by a Notary Public
In many transactions, individuals and businesses are often required to submit certified copies of important documents. This is where copy certification by a notary public comes in. A copy certification is a process where a notary public verifies that a photocopy of an original document is a true, faithful, and complete reproduction of the original. While the notary does not guarantee the authenticity of the original document itself, the certification assures the requesting party that the copy matches the original presented to the notary.
Copy certification is useful when you cannot part with your original documents but need to provide proof of their contents. The notary public compares the original with the photocopy and, if satisfied that the copy is complete and accurate, issues a Notarial Certificate of Certification of Copy attached to the photocopy. This official certification carries the notary’s seal and signature, giving the copy credibility for use in both private and government transactions.
Some examples of documents that are often presented for copy certification include:
Passports and government-issued IDs
Academic diplomas and transcripts
Business permits and licenses
Contracts and agreements
Court documents and pleadings
However, it is important to note that notaries cannot certify copies of certain documents such as public records or documents that must be certified only by the issuing government agency (e.g., birth certificates from the PSA, marriage certificates, or land titles from the Registry of Deeds). For these, you must request an official certified true copy directly from the issuing office.
Having a document certified by a notary public provides reassurance that the copy you are presenting is legitimate and faithful to the original. This can help prevent fraud, misrepresentation, or the submission of tampered documents. For overseas use, certified copies may also be required to undergo additional steps such as an apostille or consular authentication.
Navigating document authentication can sometimes be confusing, especially if the document will be used abroad or as part of a legal proceeding. Our office can assist you not only in securing copy certifications from a notary public but also in determining when a certified true copy from the issuing agency is required. We also provide guidance on apostille authentication and related processes, ensuring your documents are properly recognized for their intended use. Contact us today at 0917-685-3999 or email us at rbsorianolaw@gmail.com.
