Certified Copies & Document Authentication
Complete FAQ Guide to Document Certification in Ontario
What exactly makes a copy "certified" versus just a regular photocopy?
A "certified" or "true copy" is a photocopy that a notary or commissioner has verified as an accurate reproduction of an original document. The notary compares the photocopy side-by-side with the original document to confirm they match exactly, then certifies this by signing and stamping or sealing the photocopy. The certification statement typically reads something like: "I certify that the attached is a true copy of the original document shown to me on [date]." A regular photocopy, by contrast, is just a duplicate with no official verification—anyone could have altered it or compared it incorrectly. For many official purposes (government applications, immigration, court filings, professional licensing), a certified copy carries legal weight because it's backed by the notary's professional commitment that it accurately reflects the original. Organizations accept certified copies as proof of the document's contents without requiring the original. Cost-wise, a certified copy is typically inexpensive (often similar to or only slightly more than a regular photocopy) but requires the notary's verification process, which takes a few minutes. If an organization asks for a "certified true copy" or "notarized copy," they specifically want this notary-verified version, not a regular Xerox.
Which documents qualify for certified copy certification?
Most documents qualify for certification, with some exceptions. Commonly certified documents include: birth certificates, marriage certificates, divorce decrees, driver's licenses, passports, health insurance cards, educational diplomas and transcripts, professional licenses, employment letters, bank statements, financial records, property deeds, contracts, business registrations, and published documents like newspaper clippings. However, notaries cannot certify copies of documents that are themselves fraudulent or forged—we're only certifying that the copy matches the original presented to us, not vouching for the original's authenticity. Also, certain government-issued documents have specific certification requirements. For example, to certify a birth certificate for immigration purposes, the document itself must meet certain criteria. Some notaries have restrictions based on professional liability insurance or training (for instance, not certifying certain international documents). A notary will always tell you upfront if a document can't be certified or needs special handling. Additionally, many government documents like passports or driver's licenses have tamper-evident features; a notary certifies what's visible on the copy, but the organization receiving it might have its own verification systems for authenticity. When in doubt, bring the document and the notary will advise whether certification is appropriate.
Can a notary certify copies of online or electronic documents?
This is increasingly common but requires some adaptation. For documents you've printed from an electronic source (like a bank statement from an online account, an email, a purchase receipt screenshot, or a PDF you downloaded), the process works similarly: you bring the printed copy and ideally some evidence of the original source. The notary reviews what you're certifying and stamps it. However, many notaries add language like "I certify this is a true copy of the electronic document presented to me" to clarify what's being certified. Some organizations are now accepting directly certified electronic documents—you can send a scanned copy to the notary who digitally certifies it and returns it as a PDF with their digital signature. The challenge with online documents is verifying their authenticity. If you're certifying a document you downloaded from an official government or bank website, that's generally straightforward. If it's from a private email or less-official source, a notary might request additional verification. For high-value matters (like certifying financial records for legal proceedings or immigration), consulting with the notary beforehand about how to handle electronic documents ensures you provide everything needed. Remote Online Notarization (RON) has expanded options here—some notaries can view your screen, examine the electronic document, and certify it during a video call, creating a fully digital certified copy.
Do I need to bring the original document to get a certified copy, or can I bring a photocopy for certification?
You must bring the original document (or an official copy issued by a government agency or original source) for a notary to certify a copy. Notarization is about verifying that the copy matches the original, so the notary needs to see the original to make that comparison. If you bring only a photocopy and ask the notary to certify it matches another photocopy, that defeats the purpose—there's no authoritative version to verify against. The exception is "certified copies of certified copies": if you have an original certified copy (one already notarized by someone), you can bring that certified copy as your "original" and have a notary create an additional certified copy of it, attesting that this new copy matches your already-certified version. This is sometimes done when multiple certified copies are needed—get several made from the original certified copy. However, this creates a chain (copy of a copy), which some organizations might question; it's preferable to have the notary create multiple certified copies directly from the original document all at once. If you've lost your original document and only have a photocopy, bringing both the photocopy and any official documentation proving it's legitimate (like a receipt showing you obtained it from an official source) can help, but the notary may decline to certify if they can't verify the photocopy against an original. In that case, you'd need to obtain a replacement original from the document issuer first.
How many certified copies should I get when I have a document notarized?
This depends on your anticipated needs. It's often smart to get multiple certified copies during one notarization visit rather than returning later. If you're certifying for a single purpose (like a government application), one copy usually suffices. However, if you might need the document for multiple purposes over time, getting 2-3 extra copies during the same session is inexpensive and convenient. For example, if certifying a birth certificate, you might need it for passport renewal (one copy), immigration (another copy), employment background check (another), and a future legal matter. Having several copies ready prevents future trips to the notary. Getting too many copies is rarely wasteful—certified copies are typically inexpensive, and having extras sits unused if unnecessary but saves significant inconvenience if you later need them. The notary can produce multiple copies during one appointment by comparing the original to each photocopy. For documents you expect to use repeatedly (like a birth or marriage certificate if you travel internationally frequently), having 5-10 certified copies on hand might be prudent. Conversely, for one-time legal documents (like an affidavit for a specific court case), one certified copy is sufficient. Discuss quantity expectations with the notary when booking; most can prepare multiple copies without additional appointments.
Is a certified copy international accepted, or do I need special certification like an apostille?
A Ontario certified copy is recognized and accepted throughout Canada automatically because notaries are commissioned under provincial law. For international use, recognition depends on the destination country and the specific document. Many countries accept Ontario certified copies if the document's purpose is informational (like submitting a birth certificate for a job application abroad). However, for legal documents or documents that will be registered with foreign government agencies (like immigration authorities), countries often require additional authentication beyond a notary's certification. An apostille—a special international certification issued by Ontario's Ministry of the Attorney General—adds an extra layer of authentication that makes a notarized document acceptable in countries that are signatories to the Hague Apostille Convention (which includes most countries worldwide). If your certified copy will be used abroad, identify the destination country and check their requirements. Some countries accept just the notary's certification; some require an apostille; some require both notarization and apostille plus potentially translations. Organizations in the destination country (like immigration authorities or employers) can tell you exactly what they need. We can advise on this process or even arrange apostille certification on your behalf, which typically involves submitting the notarized document to Ontario's Ministry of the Attorney General for additional authentication.
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