The notary does this by comparing the two documents. After that, a notarial deed is attached stating that the copy is true. U.S. Driver`s License, ID Card, Military ID Card Most government agencies that issue government driver`s licenses and ID cards do not provide certified true copies. The report creates a duplicate copy only if the original is lost. That is, some state notaries or issuing bodies (most commonly the Department of Motor Vehicles) may specifically prohibit notaries from making certified photocopies of these documents. (For example, Michigan prohibits this practice; in fact, it is a crime to be in possession of a copy of a driver`s license. Texas and Wisconsin also prohibit copying a driver`s license.) If you present a driver`s license or government ID card for copy certification, first determine if the driver`s license or card is valid (not expired), and then proceed only if you know that the issuing jurisdiction does not prohibit photocopying of these documents. 1. The original document must be presented to you for comparison purposes or to make or assist in the photocopy. A certified copy issued by the official records manager (for example, a certified copy of a marriage certificate issued by a district official) is not an original document – it is a copy. For example, if someone brings a certified copy of a birth certificate and tells you that it is the original birth certificate, that is not the case.
No State or country would provide an original copy of a civil status certificate. 4. Complete the notarized certificate As with all notarial acts relating to a document, you must complete a notarized certificate in order to obtain a copy of the certificate. Very few, if any, documents presented for copy certification are accompanied by the correct notarized certificate – you need to create one. You cannot simply write “real copy” on the photocopy and put your seal on it. Below are examples of certificates that reflect two different procedures for this notarial deed. Notaries are often asked to make a certified copy of an original document. However, not all states allow notaries to perform this act. Not all documents can be certified by a notary.
The following discussion will help you navigate these sometimes murky waters. Let`s say your mother signs a power of attorney that gives you the power to manage her affairs. Different banks or companies have their own policies on what they need for the power of attorney: some may accept a copy by fax; Others want a certified copy in the file. If you wish to have your original document certified, you must first make an appointment with your nearest USCIS office. This can be done through the InfoPass appointment scheduler, which can be found on the USCIS website. You must bring your Certificate of Primary Naturalization and a copy of it to your appointment. If you wish to obtain certified copies of your naturalization certificate, you must submit the original documents. Present the original citizenship or naturalization certificate and a photocopy. This is what you can do to get a U.S. passport. As long as you can provide proof of your citizenship to the State Department, USCIS will not prohibit photocopying of certificates.
This procedure places the responsibility for the veracity of the photocopied document on the client, not on the notary, but it must be handled responsibly. Where the document concerned is registered or kept by an official custodian, the procedure of legalisation/certification of a copy through document retention should not be used; Instead, an officially certified copy should be requested from the official holding the original document. A certified copy allows you to receive certain benefits without having to submit your original documents such as a birth certificate or similar. Certification of a copy means that the document is an authentic copy of the original. Thus, it can be used in different situations. Make sure you always have your important copies certified before using them. For example, if one of your parents signs a power of attorney, they may have decided that you will be the one to handle all the matters – this means that you have been given authority. However, various documents are required for the power of attorney. It all depends on the company or bank and the policies it has. Some of them may agree to a faxed copy. Others will be different and will require a certified copy instead. Do not make or witness the taking of a notarized or certified photocopy unless you are presented with an authentic original document.
If you are asked to certify a photocopy that has already been made, the original document must also be presented to you for comparison purposes, and your state law must allow the method of comparison for that notarial deed (see NOTE above). Step 3 – Make a copy of the document on white paper; Do not use colored paper. Do not make a color copy that looks like the original. Use your copier`s default black and white setting. If the customer brings you the copy, check the copy carefully and compare it to the original to make sure the copy is a genuine copy. Step 4 – Use the right notarized certificate to make a certified copy. Or, if you prefer, use a stamp on the copy that contains your legal notarized confirmation word for this type of act. If you cannot use a stamp, you must attach a notarized certificate in bulk. If you are using a free certificate, be sure to add credentials to the end of a vague certificate that resembles the following: “Attached to (document name). Number of pages including this ____. Date of document, if applicable:____.
Signatories, if applicable: _____ Step 5 – Complete certification. Step 6 – If your state requires you to keep a journal of notarial deeds, ask the clerk to sign the notary`s book after recording what was attached to the certificate, the number of pages, the date of the original, and the names of the signatories, if any. Typical certified copy Certificate language As a general rule, states that allow notaries to make copies have a special certificate language specified in notarial manuals. The typical language of the certificate for certified true copies is shown below. Note that notaries in Florida “confirm” the accuracy of the copies. In addition, notaries in Florida must personally supervise the making of copies of originals. State __ County __ Certified true copies may be obtained from an official source other than a notary. [Signature and seal of the notary] Certificate Copy Tips TIP #1 – If a document you want to certify as an authentic copy is destined for another country for a lengthy process such as a foreign adoption, refuse to provide services if your notary commission is less than a year before expiration. Refer the client to another competent notary. TIP #2 – To learn more about certified copies, read this three-part article titled “Advanced Study of Certified Copies.” Part I, Part II, Part III Tell us what you think on Facebook! It is important to respect important legal documents such as a birth certificate or power of attorney. If you need to provide a duplicate of the document, the other party may insist that the copy be a certified true copy of the original. Often, it is enough to find a notary who certifies that the copy is identical to the original.
Sometimes it takes more effort. Types of documents Below is a list of the documents most often presented to notaries for a certified copy. Generally, these forms of identification must be valid/not expired unless your state provides specific guidelines for handling expired documents. Always keep three points in mind: (a) you should always know if your state allows you to perform the notarial deed of legalization/authentication; (b) you need to know how your state`s laws, rules, or procedures specifically determine the documents you can process for the copy certificate; and (c) if in doubt, call ASN for advice. For the sake of clarity, ASN avoids using the term “certified true” copy, except in States whose statutes actually refer to the law in this way. We often use variations of the term “attest tote”; He was the son of the Duke of Nassau. “Copy of certificate” or “certified copy”. In addition to stamping original documents such as wills or deeds, notaries are often called upon to provide their document certification services. The American Society of Notaries prefers to call them “attestation documents”: the notary cannot confirm that the original document is authentic or legally binding; The notary can only ensure that the copy is identical. The process is simple: the notary compares the copy with the original and then attaches a notarized certificate attesting that the copy is correct and complete. Let`s say you need a copy of your high school diploma, but you live in Michigan. Well, as long as the school manager can indicate that your diploma is correct, the notary has the opportunity to confirm the statement.