Certified Copies vs. Notarized Copies: What's the Difference? | Minute Notary Blog | Minute Notary
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January 10, 20254 min read
Certified Copies vs. Notarized Copies: What's the Difference?
Confused about certified copies and notarized copies? Learn the key differences and when you need each type for immigration, education, and legal purposes.
MN
Minutes Notary
Notary Public • Ottawa, ON
The Common Confusion
When applying for immigration, jobs, or educational programs, you might see requests for:
"Certified copies"
"Notarized copies"
"Certified true copies"
"Attested copies"
Are these all the same thing? Not exactly. Let's clear up the confusion.
What is a Certified True Copy?
A certified true copy is a photocopy of an original document that a Notary Public has verified and stamped as being a true and accurate reproduction of the original.
The certification statement typically reads:
"I certify that this is a true copy of the original document shown to me."
The notary then:
Signs the document
Applies their official seal
Includes the date
What is a Notarized Copy?
"Notarized copy" is often used interchangeably with "certified copy," but technically, notarization refers to the broader process of having a Notary Public witness and authenticate a document.
Universities and professional licensing bodies often require:
✓ Diploma and degree certificates
✓ Official transcripts
✓ Professional certifications
Employment Verification
Employers may request certified copies of:
✓ Work permits
✓ Professional licenses
✓ Educational qualifications
When You Need Notarized Documents
Legal Documents
Power of Attorney
Affidavits
Statutory declarations
Contracts and agreements
Real Estate
Property transfer documents
Mortgage documents
Authorization letters
Business Documents
Corporate resolutions
Shareholder agreements
Partnership documents
The Process: What to Expect
For Certified Copies
Bring the original document to the notary
The notary examines the original
A copy is made (or you bring your copy)
Notary compares copy to original
Notary certifies, signs, and seals the copy
You receive the certified copy
Time: 5-10 minutes per document
For Notarization
Bring the unsigned document
Present valid government photo ID
Notary verifies your identity
You sign in front of the notary
Notary applies seal and signature
Document is now notarized
Time: 10-15 minutes per document
Common Mistakes to Avoid
❌ Signing Before Your Appointment
If a document needs to be notarized (not just certified), do not sign it beforehand. The notary must witness your signature.
❌ Bringing Low-Quality Copies
Some documents have security features that don't copy well. The notary may need to make the copy themselves.
❌ Not Checking Requirements
Different countries and institutions have different requirements. Some require:
Multiple certified copies
Specific wording on the certification
Additional authentication (apostille)
❌ Forgetting ID
Always bring valid government-issued photo ID. Without it, the notary cannot verify your identity.
Costs in Toronto
Service
Typical Cost
Certified true copy (first)
$20-25
Additional certified copies
$10-15 each
Notarized signature
$25-35
Affidavit/Statutory declaration
$25-40
FAQs
Can I certify my own copies?
No. Only authorized individuals like Notaries Public, lawyers, or certain professionals can certify copies.
Do certified copies expire?
The copy itself doesn't expire, but some institutions require copies made within a certain timeframe (e.g., within 6 months).
Can any document be certified?
Most official documents can be certified. However, some documents (like promissory notes) may have restrictions.
Need Certified Copies or Notarization?
At Minutes Notary, we provide both certified true copies and notarization services. Bring your documents and valid ID, and we'll take care of the rest.
