If you need to get a certified copy of a document, Brosgall Legal | Notary Services would be pleased to assist. Regular photocopies are not usually accepted for government, court, academic, and commercial purposes... so, certified copies will be needed. Rather than sending out your valuable papers (such as identity documents or important certificates), you send certified copies. That way, you retain the originals, and avoid risking loss or damage. Once we make a certified copy, it can be used as a true copy of the original document. This article will explain what certified copies are, and how they work.
Certified and Notarized Copy Definitions
A certified copy is a reproduction (usually a photocopy, although printed photographs are also acceptable) of an original document or record, authenticated by a notary to be a true facsimile of the original. The copy will have an endorsement (stamp) to indicate that it is a true copy of the original document. A certified copy does not guarantee that the original document is genuine; only that the copy is a true copy. Therefore, certifying a copy of a document does not add any credibility to the copy. It simply indicates that it is a true copy of the original document.
The key wording on a certified true copy stamp reads: I hereby certify that the within instrument is a true and correct copy of the original document of which it purports to be a true copy.
A sample of a certified copy stamp is attached at the bottom of this article.
A notarized copy is another method of certifying true copies. Strictly speaking, a document is 'notarizated' when a notary witnesses the signing of a document and confirms the identification of the person signing. Having said that, the terminology is sometimes confused and you might be asked to provide a 'notarized copy', rather than a 'certified copy'. Rest assured, these are interchangable, and we can do both, regardless of what it is called. A notarized copy serves the same purpose, and is essentially the same as a certified copy. Just like a certified copy, a notarized copy is a reproduction (usually a photocopy/photograph) of an original document authenticated by a notary to be a true facsimile of the original. Perhaps the main difference is that instead of applying a stamp on the copy (as we do with a certified copy), we use a notarial certificate. The use of a notarial certificate is why this process sometimes gets called 'notarized copy'. Once we make the photocopy and compare it to the original, we attach the completed notarial certificate to the copy, thereby confirming that the copy is a true copy.
The key wording on a notarized true copy notarial certificate reads: I DO CERTIFY AND ATTEST that the document hereto annexed is a true photocopy of a document produced and shown to me and purporting to be a ___________, the said copy of the above noted document having been compared by me with the said original document, an act whereof being requested I have granted under my Notarial Form and Seal of Office to serve and avail as occasion shall or may require. IN TESTIMONY WHEREOF I have hereunto subscribed my name, and affixed my Notarial Seal of Office.
A sample of a notarial certificate is attached at the bottom of this article.
Certified and Notarized Copy Procedure
When you visit Brosgall Legal's downtown notary office to have a certified copy or a notarized copy made, please bring your original documentation with you. We will photocopy your original documents while you wait. You may request as many certified/notarized copies as you wish. For certified copies, we apply our certified copy stamp to the copy. For notarized copies, we prepare and attach a notarial certificate to the copy. In both cases, we will certify that the copy is a true copy of the original by appying our signature and notary seal. If you would like colour photocopies, please make your own colour copies and bring them in with the original. If you have old framed certificates or diplomas that you don't wish to pry open or harm, you may take photos of the framed certificates and print them. Bring in the printed photos as well as the original framed certificates so we can do a comparison.
International Apostille Certification
A copy of a document to be used internationally may also have to comply with additional requirements. It will have to go through the Apostille process. Brosgall Legal | Apostille Services specializes in this niche area of international law. Please see our Apostille article for further infomation.
Certified Copy with Translation
If the primary document has to be translated, an additional certificate will be required. The primary document must be translated by a certified translator. The translator will attach their translator's declaration to the translation. Then, the primary document, the translation, and the translator's declaration are all notarized.
Typical Examples of Certified Copies
- academic certificates
- assignments of intellectual property
- birth certificates
- change of name documents
- citizenship cards
- college and university transcripts
- contracts and commercial agreements
- copyright registrations
- corporate documentation
- death certificates
- degrees
- diplomas
- driver's licences
- identity documents
- marriage certificates
- passports
- permanent resident cards
- police record checks and clearance letters
- professional certificates
- trade-mark registrations
VANCOUVER NOTARY PUBLIC, COMMISSIONER OF OATHS, AND LAWYER
Brosgall Legal's owner and principal, Adam Brosgall, is an experienced Vancouver Notary Public, Commissioner of Oaths, and Lawyer. He is fully qualified, licenced, and insured to make certified and notarized copies. If you have any questions, please feel free to send us an email, or call 604-685-2326 to book an appointment. Same day service and walk-ins are welcome. Please see our home page for our other services, and we look forward to seeing you.
