A certified copy is a photocopy that a notary has compared to the original and confirmed as a true and accurate reproduction. Here is what that means.
Definition
A certified true copy — sometimes called a notarized copy — is a photocopy of an original document that a notary public has personally compared to the original and certified, by signature and seal, as a true and accurate reproduction. The certification appears either on the copy itself or on a cover sheet attached to it. Once certified, the copy carries the notary’s authority and can be presented to a receiving party as if it were the original (subject to that party’s acceptance rules).
Who can certify a copy
In Ontario, only a notary public (or another authority specifically empowered by statute) can certify a true copy. A commissioner for taking affidavits cannot certify copies — that is a notarial act outside the scope of the Commissioners for Taking Affidavits Act. A lawyer who is also a notary can certify copies; a paralegal who is a commissioner but not a notary cannot.
What gets certified
Common documents people certify: passports, driver’s licences, citizenship cards, PR cards, birth and marriage certificates, death certificates, divorce decrees, academic diplomas and transcripts, professional licences, contracts, corporate records, court orders, wills, and powers of attorney. Receiving parties — foreign embassies, employers, universities, banks, registries — often have specific requirements about the format of the certification, so check before you book.
How the certification appears
A typical Ontario certification reads: “I certify this to be a true copy of the original document presented to me on [date] at [place].” The notary signs and applies the notarial seal next to the certification. Some receiving parties require additional wording or specific signing locations on the document.
Certified copies versus other concepts
A certified copy is not a translation — if your document is in another language and the recipient needs an English version, you also need a certified translation. A certified copy is not an authentication or apostille — those are separate government-level steps that follow notarization for international use. A certified copy is also not a re-issuance — the receiving party cannot use the certified copy to obtain an original; they treat the certified copy as the record of the original.
Validity and shelf life
Most receiving parties want a recently-issued certified copy — within the last six months or year. Some accept older copies. Confirm with the receiving party before booking. The certification itself does not expire, but the underlying original may (e.g., a passport that has since expired).
Frequently asked questions
Can I make my own copy and have the notary certify it?
Yes — bring a photocopy or have the notary make one in the office.
How is a certified copy different from a notarized signature?
A certified copy certifies that the photocopy matches an original. A notarized signature certifies that the signer signed the document in front of the notary. They are different notarial acts.
Do I need a certified copy or just a photocopy?
Depends on the receiving party. Read their instructions. If they say “certified true copy” or “notarized copy”, you need one of these.