True Copy (Certified Copy) of a Document
Revised: 2023-12-06
True copy (or certified copy) of original documents are often needed to make sure that copies submitted are true, exact, complete and unaltered.
Most states allow a notary public to certify a true copy of non-recordable documents.
Birth certificate, marriage license, deed, court documents are recordable documents and usually should be obtained directly from authorities.
On the other hand, passport, green card are "non-recordable documents" and you may obtain a true copy from a notary.
Certain corporate documents, like articles of incorporation (certificate of formation) and good standing (certificate of status) should also be obtained directly from the state and may not be notarized as true copies.
In this page, we will first discuss how to obtain true copy from a notary, then discuss how to obtain apostille of the true copy document.
I. How to obtain a true copy from notary: Basic requirements
In general, a simple "true copy" word with a stamp and signature of the notary public is NOT enough for the purpose of document authentication in a Chinese consulate. It must be done following strictly the wording and procedure defined by the Secretary of State of each state, which may differ slightly from state to state. Detailed information may be available from the notary handbook or the Office of Secretary of State of each state.
Here are the basic requirements for some states.
Arkansas
Sample wording for certifying photocopies:
State of Arkansas
County of ____________
I, ______[Name of Notary]_______, certify this is a true and perfect copy
of the original document _______[insert type of document]______ presented to me
on this ______ day of _________, 20___.
Notary's Signature _____________
My commission expires: ___________
[Seal of Office]
Oklahoma
Example for attestation of a copy of a document:
State of Oklahoma
County of ____________
I certify that this is a true and correct copy of a document in the possession of _____________________
Dated _________________
(Signature of notarial officer)
(Seal, if any)
Title (and Rank)
(My commission expires: )
(My commission # )
Texas
CERTIFIED COPY OF A NON-RECORDABLE DOCUMENT
STATUTORY CERTIFICATE FOR CERTIFYING A COPY IN TX ONLY
State of Texas
County of _______________
On this __________ day of __________, ___(year)___, I certify that the preceding or attached document, and the duplicate retained by me as a notarial record, are true, exact, complete, and unaltered photocopies made by me of _____(description of document)_______, presented to me by the document's custodian, _______________, and that, to the best of my knowledge, the photocopied document is neither a public record nor a publicly recordable document, certified copies of which are available from an official source other than a notary.
______________________
Notary Public's Signature
(Personalized Seal)
Florida
A notary public may make attested photocopies if the following criteria, found in 117.05(12)(a) of the Florida Statutes, are satisfied.
- The document must be an original document. A notary public cannot make an attested photocopy from a photocopy, or from another certified copy.
- The document cannot be a public record, certified copies of which are available from another public official. If a certified copy can be obtained from the official source, then the notary public should decline the request.
- The making of the photocopy must be supervised by the notary public. It is not sufficient for the notary public to compare the photocopy with the original document. The notary public must actually make the photocopy or supervise another person while he or she makes the photocopy.
F.S.A. 117.05(12)(a)
A notary public may supervise the making of a photocopy of an original document and attest to the trueness of the copy, provided the document is neither a vital record in this state, another state, a territory of the United States, or another country, nor a public record, if a copy can be made by the custodian of the public record.
A notary public must use a certificate in substantially the following form in notarizing an attested copy:
STATE OF FLORIDA
COUNTY OF __________
On this _____ day of __________, ___(year)____ , I attest that the preceding or attached document is a true, exact, complete, and unaltered photocopy made by me of ______(description of document)______ presented to me by the document's custodian, ____________________, and, to the best of my knowledge, that the photocopied document is neither a vital record nor a public record, certified copies of which are available from an official source other than a notary public.
(Official Notary Signature and Notary Seal)
(Name of Notary Typed, Printed or Stamped)
Georgia
Please use one of the PDF versions:
Georgia copy certification by notary public (preferred)
or Georgia copy certification by document custodian.
North Carolina
TRUE COPY
I, _______________________________ (document owner), do hereby swear or affirm that the attached is a true copy of ________________________________________ (description of document) and that this copy contains no alterations from the original.
____________________________________ Principal’s signature
North Carolina
County of _______________
I, __________________ , a Notary Public for _______________ County, North Carolina, do hereby certify that ______________________ (Name of principal) personally appeared before me this day and acknowledged the due execution of the foregoing instrument.
Witness my hand and official seal, this the _____ day of _____________, 20___.
(Official Seal)
Official Signature of Notary ___________________________
Notary Public Notary’s printed or typed name _________________________
My commission expires:_______________________
PDF version available here or: https://www.sosnc.gov/documents/forms/authentications/sample_documents/true_copy.pdf
Idaho
Copy Certification (Verification of a copy of an original document)
State of Idaho )
County of ____________)
I, ____________ (notary’s name), a notary public, do certify that on this ________ day
of _____________, 20_____, I carefully compared the attached copy of
_______________ (described document), with the original. It is a complete and true
copy of the original document.
(Seal)
__________________________
Notary Public
My Commission Expires on ____________________
Wyoming
FOR ATTESTATION OF A COPY OF A DOCUMENT
State of Wyoming
County of __________
I certify that this is a true and correct copy of a document entitled
________________________ (Title of document) in the possession of
________________________ (Name(s) or Person(s)).
Dated _______________________
(Seal)
Signature of Notarial Officer __________________________
Title (Notary Public or Rank if military officer) ____________________________
My commission expires: ________________
Connecticut
Under Connecticut law, notaries have NO AUTHORITY to prepare "certified" or "true" copies of any documents. It is a very common request and notaries should be prepared to meet such requests in a helpful manner. The Office of Secretary of State of CT recommends that all notaries use the following procedure:
The notary should request that the person presenting the document make a photocopy and prepare a written statement, that may be attached to or written on the photocopy itself, stating that it is a true copy of the original. The individual then verifies under oath, administered by the notary, that the statement is true. The requesting party signs the statement in the notary's presence and the form of jurat that appears under Sec. 4.9, is attached and completed by the notary.
