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. In some states and territories, police stations and libraries have arranged for documents to be authenticated or attested by a justice of the peace. This service is free of charge. Often, notarized copies of originals are destined for recipients in other countries. This almost always means that they go through the notary`s legalization office, so an apostille or attestation certificate can be attached to the document before it is sent to the receiving country. When a document goes through the authentication process, the receiving country can verify that the notary who made the copy is a real notary. Therefore, let`s assume that all the notarized copies you make need to undergo a thorough inspection by your state`s notary`s office.
Please note that not all states allow their notaries to make certified copies of documents. Before attempting this deed, check your state`s notarial law to make sure you are authorized to perform this type of notarial deed. (At the end of this article, you`ll find a link to the most up-to-date information we have on state laws and notarized copies.) Here are the steps to follow This is a high-level overview of the steps that need to be taken. Notaries should review the laws of their state to confirm the appropriate method to be used in their home state. The methods differ slightly from state to state. Step 1 – Check the document to make sure it is an original. Notaries may not make certified true copies. Step 2 – Confirm that the document is not a public document or is otherwise prohibited by the laws of your state. Examples of publicly registered documents include divorce decrees, deeds, mortgages, entity documents, birth certificates, marriage certificates, and other legal documents registered by employees in government offices.
Note that this list is not exhaustive. Student records (transcripts, etc.) can be a problem for some states. Direct the client to the school registry office to obtain certified copies of the school`s transcripts. Policies vary. For example, Florida allows notaries to make certified copies of diplomas, but Texas notaries cannot make certified copies of diplomas. For important documents like a birth certificate, it`s best to keep the original securely in a locked box, or you can send a certified copy to anyone who needs it. A certified copy of a birth certificate is used as an original if you are applying for a passport, marriage certificate, driver`s licence, or if you need to present one of the “two forms of identification,” which is required by many regulations. To inquire about the status of your documents, please call the Legalization Office at 202-485-8000 Monday to Friday from 9:00 a.m. to 12:00 p.m. and 1:00 p.m.
to 3:00 p.m. Before submitting documents that require authentication, you must meet the following requirements: The certified true copy shall be signed by a person designated by the person or body requesting it. Generally, the person is designated as an authorized person. The person authorized to sign the certificate varies from country to country. Sometimes a person is legally allowed to do this (for example, a clerk, lawyer or notary), but this is not always the case. In some countries, such as the United Kingdom and South Africa, identification documents may also be certified by authorized postal workers. [1] Even if your notary can`t certify your document, they may be able to help. Let`s say someone in Michigan wants a certified, authentic copy of their high school diploma. If a school official determines that the copy of the high school diploma is correct, a notary can confirm this statement. The person who received the diploma can also check that the copy is correct and have his declaration certified. In India, section 2(j)(ii) of the Right to Information Act 2005 requires the information officer to provide the complainant with “certified copies of documents or records”.
In such a case, the MIP certifies only that the copies of documents or records are authentic copies of those kept on an “X” page of an AMF “X” file, regardless of their original source. During the 19th century, various competing technologies were introduced to meet office copying requirements. The technologies most commonly used in 1895 are identified in an 1895 description of the New York Business College curriculum: “All important letters or documents are copied into a letter book or carbon copies are made, and it is also taught in the use of the mimeograph and other labor-saving office equipment.” [5] Many states allow notaries to make certified copies of documents as long as the original document is not a publicly registered document.