Certifiedcopy

In plain words

A certified copy is a copy of a document with an official mark confirming that it matches the original. It is usually certified by a notary; in some cases this can be done by the authority that issued the document or by a consulate. The idea is simple: to file documents without parting with the original.

This is especially important when the same document is needed in several procedures at once, or when the original cannot be replaced quickly. Passports, birth certificates, diplomas and corporate documents are more often filed as certified copies, while the original stays with you.

There are two practical rules. First: the copy must be complete — all pages, including blank and reverse sides, and all stamps and marks. A partial copy is invalid. Second: not all authorities accept copies; some procedures require originals or copies certified in a particular way. This is found out before paying the notary.

When a certified copy is needed

What makes a copy valid

How it is done

1. 01Confirm whether copies are accepted
2. 02Prepare the original
3. 03Have the copy certified
4. 04Apostille where required
5. 05Submitting the documents

What you need to know

• The copy must include all pages and stamps
• Not all authorities accept certified copies
• Sometimes the apostille is added to the copy itself
• Certification is dated — some authorities have requirements for how recent it is
• The original must be presented for certification

Common mistakes

• ✕Certifying a copy when the original is needed
• ✕Not copying all pages of the document
• ✕Not checking requirements for how recent the certification must be
• ✕Confusing whether the apostille goes on the original or the copy
• ✕Making a copy of a copy

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