Certified True Copy – What is it?

A certified true copy is a photocopy of an original document that an authorized person, such as a notary public, has compared with the original and signed to confirm it is complete and accurate. Schools, employers, licensing bodies and government offices accept it in place of the original, so your original stays safe with you.

Below: who can certify a copy in Canada, who asks for one, what they accept, and how to get yours.

Key Takeaways

• • A certified true copy stands in for an original document, so you never have to hand over the original.
  • In Canada, notaries public and lawyers can certify copies. Some organizations also accept commissioners of oaths. Always check what the receiving organization asks for.
  • You can’t certify your own documents, and neither can your family members.
  • The certifier has to see the complete original, so the copy certification itself is done in person.
  • Many related documents, like affidavits, statutory declarations and translator affidavits, can be signed with a notary online.

What Is a Certified True Copy?

A certified true copy is a photocopy that has been checked against the original document and marked as accurate by an authorized person. It carries the same information as the original but doesn’t replace it. The original stays the official document.

The certifier compares every page of the copy with the original. If they match, the certifier marks the copy with:

• A statement such as “I certify that this is a true copy of the original document”
• The name of the original document
• The date of certification
• Their name, title or position, and signature
• Their stamp or seal, if they have one

For example, a college might ask for a certified true copy of your diploma. You keep the diploma, and the college keeps the certified copy on file.

Who Can Certify a True Copy in Canada?

Who can certify depends on the organization asking for the copy and on your province. The people most commonly accepted are:

• Notaries public: The most widely accepted option. A notary public can certify copies for schools, employers, government offices and foreign authorities.
• Lawyers: Lawyers who are licensed in your province or territory can usually certify copies.
• Commissioners of oaths (commissioners for taking affidavits): Immigration, Refugees and Citizenship Canada lists them alongside notaries public in its glossary definition of a certified photocopy. Other organizations may not accept them, so check first.

You can’t certify your own documents, and IRCC also excludes family members such as parents, spouses, siblings, children and cousins. If the instructions name a specific type of certifier, follow them exactly. A notary public meets most requirements. To learn more about what notaries and other officials can sign, read who can notarize a document in Ontario.

Who Asks for Certified True Copies?

Certified true copies are requested whenever an organization needs proof that a document is real but doesn’t want to keep your original. Common examples:

• Colleges and universities: degrees, diplomas and transcripts for admissions or credential checks
• Employers and licensing bodies: professional certificates, licences and education records
• School boards: proof of address or identity when registering a child
• Immigration processes: birth certificates, marriage certificates and identity documents. Read the application guide carefully, since many online applications ask for scans of originals instead.
• Banks and financial institutions: identity or corporate documents for account openings and compliance checks
• Foreign governments and institutions: documents used outside Canada, which may also need authentication or an apostille

Canadian passport applications work differently. Your guarantor signs copies of your ID instead of a notary certifying them, as explained in our guide to passport guarantors. If you don’t have a guarantor, the statutory declaration in lieu of guarantor (PPTC 132) has the notary or other official sign your photo and ID copies in person.

Which Documents Can Be Certified?

A certified true copy has to be made from a complete original document. A certifier will generally refuse to certify:

• A photocopy, scan or printout of a document, when the original isn’t available
• An incomplete document, with missing pages
• A document that looks altered or damaged in a way that hides information

You can certify a single page of a longer document, as long as you show the certifier the complete original.

How to Get a Certified True Copy

1. Check the requirements. Confirm who the receiving organization accepts as a certifier and whether it wants specific wording.
2. Book an appointment. Choose an in-person notary location that’s convenient for you.
3. Bring your original and a copy. Make a clear, complete photocopy of every page you need certified. The copy must match the original exactly.
4. Meet with the notary. The notary compares the copy with the original, adds the certification statement and their seal, and signs and dates it.
5. Submit your copy. Send the certified copy to the organization, and keep a photocopy for your records.

If you’re outside Canada and your originals are here, someone you trust can take the originals to a notary for you.

Can You Get a Certified True Copy Online?

Much of the paperwork that comes with a certified true copy can be done online. You can meet a notary online to sign affidavits, statutory declarations and translator affidavits, often the other documents your application needs.

The copy certification itself is the step done in person. The notary has to examine your physical original document to confirm the copy matches it, which can’t be done over video.

Certified True Copy vs. Notarized Document

These two terms are often confused, but they confirm different things:

• A certified true copy confirms that a copy matches the original document. The certifier doesn’t check who signed the original or whether its contents are true.
• A notarized document is an original that you sign in front of a notary public. The notary confirms your identity and that you’re signing willingly, then adds their signature and seal. Affidavits, statutory declarations and powers of attorney are common examples.

Some organizations want an original notarized document, while others accept a certified true copy. Check the instructions before you book, so you get the right service.

Certified True Copies of Translated Documents

If your document isn’t in English or French, Canadian organizations usually ask for a translation along with a copy of the original. Requirements usually look like this:

• The translation is done by a certified translator, such as a member of a provincial association recognized by the Canadian Translators, Terminologists and Interpreters Council (CTTIC).
• If the translator isn’t certified, they swear an affidavit confirming the translation is accurate and that they’re fluent in both languages.
• Translations by friends, family or online tools generally aren’t accepted.
• The original-language document is often submitted as a certified true copy along with the translation.

The translator’s affidavit can be signed with a notary online. The certified true copy of the original-language document is done in person.

Frequently Asked Questions

What does certified true copy mean?

It means a copy of a document has been compared with the original by an authorized person, such as a notary public, who confirms in writing that it’s complete and accurate. The certified copy can then be used in place of the original.

Who can certify a true copy of a document in Canada?

Notaries public and lawyers can certify copies across Canada. Some organizations, including IRCC, also accept commissioners of oaths. You and your family members can’t certify your own documents, so check the receiving organization’s instructions first.

Can I get a certified true copy online?

The certification itself is done in person, since the notary has to examine the physical original. Related documents, like affidavits, statutory declarations and translator affidavits, can be signed with a notary online.

Does IRCC accept certified true copies made by a notary?

Yes. IRCC lists notaries public among the people who can certify documents in Canada. Always follow your application guide, since many online applications ask for scans of originals instead of certified copies.

Can I certify a copy of a document that is already a copy?

Generally, no. A certified true copy has to be made from the complete original, so the certifier needs to see the original document, not another photocopy or a printout.

Can someone else get a certified true copy for me?

Yes. If your originals are in Canada and you aren’t, someone you trust can bring the originals to a notary public, who certifies the copies for you.

Get Your Certified True Copy

A certified true copy lets you prove a document is genuine without giving up the original. Bring your original and a clear photocopy to a notary public, and leave with a copy that’s ready to submit. For affidavits, statutory declarations and translator affidavits, you can meet a notary online.