A notary can certify that a copy matches the original, but only under specific conditions

A notary can create what is called a certified copy — a photocopy of an original document that the notary has seen and verified. The notary stamps and signs the copy to confirm they watched you present the original and that the copy is an accurate reproduction of it. This is different from notarizing a signature on a document; instead, the notary is vouching for the accuracy of the copy itself.

However, not every document can be certified this way, and not every situation where you need a copy will accept a notarized one. Some government agencies and institutions have their own rules about which documents they will accept as certified copies, and some require official copies from the issuing agency instead. Before you pay a notary to certify a copy, confirm that the organization requesting the document will actually accept it.

Key Takeaways

  • A notary can certify a copy by comparing it to the original document in front of them and stamping it as a true reproduction.
  • The notary must see the original document and watch you present it; they cannot certify a copy made from a copy or from a description.
  • Many government agencies and institutions will not accept notarized copies and instead require official copies issued directly by the agency that created the document.
  • Birth certificates, death certificates, and marriage licenses almost always require official copies from the vital records office, not notarized copies.
  • Notaries charge a fee for each certified copy, typically between $5 and $15 per document depending on your state and the notary's location.

What a notary actually sees and verifies

When you ask a notary to certify a copy, the notary's job is narrow and specific. You bring the original document and a copy (or ask the notary to make the copy). The notary compares them side by side, checks that every word, number, and signature on the copy matches the original, and then stamps and signs the copy to confirm the match. The notary is not verifying that the original document is real, valid, or legally binding — only that the copy is an accurate reproduction of what they saw.

The notary must see the original document in person. They cannot certify a copy made from a photograph, an email, or a copy someone else made. They also cannot certify a copy of a copy. If you bring a photocopy and ask the notary to certify a copy of that photocopy, the notary should refuse, because they cannot verify that the first copy was accurate.

Documents that notaries cannot certify

Some documents cannot be certified by a notary, either because the law forbids it or because the document is too sensitive. Notaries in most states cannot certify copies of certain government-issued IDs, including driver's licenses and passports. Some states also prohibit notaries from certifying copies of social security cards, immigration documents, or court orders.

If you need a certified copy of a government document like a birth certificate, death certificate, marriage license, or divorce decree, you almost always need to request an official copy directly from the government agency that issued it — the vital records office, the court, or the state department of health. These official copies carry more weight than a notarized photocopy because they come directly from the source and are often required by banks, employers, and schools.

When organizations will and will not accept notarized copies

Some organizations accept notarized copies as proof of a document. Banks, employers, and schools sometimes use them when you cannot provide the original. However, many institutions have specific rules about which documents they will accept in notarized form and which they require from the original issuing agency.

Before you pay a notary to certify a copy, contact the organization that requested the document and ask whether they will accept a notarized copy or whether they need an official copy from the agency that issued it. This conversation takes five minutes and can save you the notary fee and the time spent waiting in line. If the organization says they need an official copy, ask them which agency to contact and what form to use.

How to find a notary and what it costs

Notaries work in banks, law offices, UPS stores, FedEx locations, and as independent contractors. Many banks offer notary services free to account holders and charge a small fee to non-customers. UPS stores and FedEx locations typically charge $5 to $15 per certified copy. Independent notaries charge similar amounts, though fees vary by state and by the notary's location.

Call ahead before you go. Confirm that the notary is available, that they can certify the type of document you need, and what the fee is. Bring the original document and either bring a copy or ask whether the notary can make one for you. Bring a form of ID so the notary can verify your identity. The whole process usually takes 10 to 15 minutes.

What happens if the copy is not an exact match

If the notary finds that the copy does not match the original — a missing word, a different date, a signature that looks different — the notary will not certify it. They will tell you what does not match and ask you to make a new copy. Do not ask the notary to certify it anyway or to note the difference on the stamp. A notarized copy that contains errors defeats the purpose of having it notarized.

If you are making the copy yourself on a photocopier, check it carefully before you go to the notary. Make sure the copy is clear, complete, and in color if the original is in color. If the original has multiple pages, copy all of them. Bring the original and the copy together to the notary so they can compare them on the spot.

Official copies versus notarized copies

An official copy comes directly from the government agency or organization that created the document. It is issued on official letterhead or special paper, often with a raised seal or security features, and signed by an authorized official. An official copy carries more authority than a notarized photocopy because it comes from the source.

A notarized copy is a photocopy that a notary has verified and stamped. It carries the notary's seal and signature but not the seal of the issuing agency. Some organizations treat notarized copies as equivalent to official copies; others do not. When in doubt, request an official copy from the agency that issued the document. Official copies usually cost between $5 and $25 and take one to two weeks to arrive by mail, though some agencies offer rush processing or in-person pickup.

Frequently Asked Questions

Can a notary certify a copy of a copy?

No. A notary can only certify a copy by comparing it to the original document. If you bring a photocopy and ask the notary to certify a copy of that copy, the notary cannot verify that the first copy was accurate and should refuse the request.

Will my bank accept a notarized copy of my birth certificate?

Some banks will, but many require an official copy from the vital records office. Call your bank and ask before you pay a notary. If they need an official copy, contact your state's vital records office or the county where you were born to request one.

Can a notary certify a copy of a passport or driver's license?

Most notaries cannot. State law prohibits notaries from certifying copies of government-issued photo IDs in most states. If you need a certified copy of your ID, contact the agency that issued it — your state's DMV for a driver's license or the State Department for a passport.

How much does it cost to have a notary certify a copy?

Fees vary by state and by notary. Banks often certify copies free for account holders. UPS stores, FedEx locations, and independent notaries typically charge between $5 and $15 per certified copy. Call ahead to confirm the fee before you go.

What if the organization says they need a certified copy but I do not know what that means?

Ask them to clarify: do they mean a notarized copy (a photocopy stamped by a notary) or an official copy from the issuing agency? Some organizations use the term "certified copy" to mean an official copy only. Getting this answer in writing before you go to a notary saves time and money.