Certified True Copy – What is it?

Key Takeaways

• Certified true copies are used in place of original documents for legal, immigration, and administrative use to protect against damage or loss.

• Authorized individuals, such as notaries, lawyers, or judges, can certify a document as a true copy by comparing it to the original.

• Certified copies are typically required for school applications, job applications, immigration procedures, professional licenses, and financial disclosures.

• Certification of physical documents must happen in person, where the notary compares documents and applies their signature, and date.

• Physical documents can’t be certified online, but you can find a in-person notary public nearest you here.

You may need to submit official documents, like your passport, birth certificate, or diploma, for immigration, professional, legal, and administrative purposes. However, sending the original copies isn’t always your best or safest option. That’s where a certified true copy comes in.

A certified true copy is a photocopy of an original document, verified to be a genuine copy by an authorized professional. These copies keep your critical documents safely within your possession while sharing copies with the intended recipient. 

In this guide, you’ll learn when you might need a certified true copy and how to get one quickly and easily.

Who Can Certify a True Copy in Canada?

Only certain individuals are authorized to certify a document as a true copy of the original. The following list of individuals can certify a true copy of a document in Canada:

• Notary Publics: A notary public has the legal authority to certify copies of original documents across Canada.
• Lawyers: A member of a provincial or territorial bar association may certify your document as a true copy.
• Judges, Magistrates, and Justices of the Peace: These court officials may certify documents but typically do not offer public certification services.

Pro Tip: Always check the recipient organization’s requirements before submitting a certified true copy. They may need your document to be certified by a notary public, specifically, or have other requirements in place.

Need help? Find a licensed notary public near you using our online booking platform and get your certified true copy done right.

When Do You Need a Certified True Copy?

Organizations and institutions may require you to submit a certified true copy for a variety of reasons. You may need a certified true copy in the following scenarios:

Applying for Post-Secondary Education: You may need to submit certified true copies of degrees, diplomas, or transcripts when you apply to college or university programs.

Employment and Vocational Requirements: You may have to provide certified true copies of vocational certificates, trade credentials, or other documents during the hiring process.

Professional Licensing Applications: You may need to submit certified true copies of your ID and qualifications to certain regulatory bodies to obtain or renew a professional license.

Enrolling a Child in School: You might need a certified true copy of your lease, utility bill, or government ID to provide proof of residency.

Securities and Financial Disclosures: Certified true copies may be required for Personal Information Forms used in financial reporting to regulators or stock exchanges.

Immigration and Visa Applications: You may need certified true copies of your passport, birth certificate, marriage certificate, or military record for visa processing.

International Legal Compliance: Foreign professional organizations may request certified true copies that also require Authentication or Legalization by their respective embassy or consulate. 

If you’re unsure whether a certified true copy is required for your situation, check with the requesting organization before submitting documents.

How Is a True Copy of a Document Certified?

To have a copy of a document certified, you must meet with an authorized official, such as a notary public. You’ll bring your original document and a copy of it with you, and the notary will compare the original to the photocopy. Once they’re satisfied that the copy matches the original, they add a stamp or a seal to the copy, officially certifying it as a true copy.

The certified copy must include all of the following:

• A statement confirming that they certify your copy to be a true copy of the original document.
• The name of the original document (e.g., Birth Certificate, University Transcript)
• The date when the copy was certified
• The certifier’s full name, official title or position, and signature

Can You Create a Certified True Copy From Any Document?

No. You can only have a certified true copy created from a complete, original document. The original document cannot be a printout, photocopy, or partial version.

More specifically, you can’t have a certified true copy made from:

• Virtual documents downloaded from the internet 
• Photocopies or scanned copies of documents
• An original document that is incomplete or has pages missing
• A document that has been altered or manipulated

That said, you can certify a specific page, like the ID page of a passport, provided the full original document is present. For example, you can’t certify just the signature page of a contract without presenting the entire original document.

Can You Certify a True Copy of a Physical Document Online?

No, you cannot certify a true copy of a physical document online in Canada. Certified true copies of physical documents require a notary to inspect the original and the copy in person. 

This inspection cannot be done virtually. Certified true copies of physical documents require an in-person notary service to be considered legally valid.

Some certified true copies of digital documents can be completed virtually; however, many organizations don’t accept true copies of documents certified online. For this reason, NotaryPro doesn’t offer true copy certification online.

Can Another Person Get a Certified True Copy for Me?

If your original documents are located in Canada but you’re abroad, a trusted friend or family member can help. They can meet with a notary public to have a true copy of your original document certified on your behalf.

Getting a Certified True Copy in Canada

Here’s what you can expect when meeting with a notary public to get a certified true copy of your document:

Step 1: Book an appointment

Use our booking tool to find a notary at one of our 280 in-person locations across Canada and select the one nearest to you. Simply choose your preferred location, time zone, and date to see real-time appointment availability. Most of our notaries offer morning, afternoon, evening, and weekend appointments, making it easier to find a time that fits you.

Step 2: Prepare your documents

Make a photocopy of your original document. The photocopy must match the original exactly. There should be no edits, missing pages, or handwritten notes.

Step 3: Meet with a notary

At your notary appointment, a notary public or authorized official will:

• Examine your original document to confirm it’s complete, true, and unaltered.
• Carefully compare it to the photocopy line by line or page by page.
• Apply a seal, stamp, or written statement directly to the copy.
• Sign and date the certified copy and add their full name and official title

Step 4: Pay the fee

Fees for certifying true copies vary depending on the notary and location. Some provinces have regulated maximums, while others allow notaries to set their own rates. Getting a certified true copy with one of our notaries is just $45.95 with NotaryPro, with no hidden fees or surprises. 

Step 5: Submit your certified true copy

Once certified, submit your true copy to the recipient organization or institution requesting it. Always keep a backup copy for your records, as you may be asked to show it again later.

Original Document vs. Plain Copy

It’s important to understand the differences between an original document and a plain copy. A plain copy isn’t the same as a certified true copy. See how each differs below.

Original Document

This is the official document version issued by an authorized source. Examples include birth certificates from government offices or diplomas from accredited institutions. Original documents often have raised seals, watermarks, or official signatures.

Plain Copy

A plain copy is a photocopy or scanned version of a document. Anyone can make a plain copy using a printer, scanner, photocopier, or phone app. While useful for personal reference, plain copies have no legal value when certified copies are required.

Is a Notarized Document the Same as a True Copy?

Many people confuse certified true copies with notarized documents, but they serve different purposes. Notarization services serve the following purposes:

• Verifying a signer’s identity to prevent fraud.
• Ensuring a signer is signing willingly and is of sound mind.
• Inspecting a document to ensure that it’s genuine and trustworthy. 
• Making a document legally binding or admissible in court.

Key Differences

• Certifying a true copy involves comparing a copy to an original document.
• Notarizing a document only requires one copy; there is no comparison.
• Notarization confirms the authenticity of signatures on original documents.
• A certified true copy doesn’t involve confirming the authenticity of any signature.

Get Your Certified True Copy Today

A certified true copy is a valuable, legally recognized document that offers a safe alternative to submitting original documentation. It ensures that the copy you provide is an accurate reproduction of your original document. The certification process cannot be done online or remotely in Canada, so you’ll have to visit a notary public in person. 

With over 270 in-person locations across Canada, you can meet with a notary at a location most convenient for you. Ready to have your copy certified? Find a licensed notary public near you using our online booking tool.