Confused about certified copies and notarized copies? Learn the key differences and when you need each type for immigration, education, and legal purposes.

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.

Notarization can include:

Certifying copies
Witnessing signatures
Administering oaths
Taking affidavits

Key Differences at a Glance

Aspect	Certified True Copy	Notarized Document
Purpose	Verify copy matches original	Authenticate signatures/statements
Original Required	Yes, must be presented	Depends on document type
Who Signs	Notary signs the copy	You sign, notary witnesses
Common Uses	Immigration, education	Contracts, affidavits

When You Need Certified True Copies

Immigration Applications (IRCC)

Immigration applications commonly require certified copies of:

✓ Passports (all pages)
✓ Birth certificates
✓ Marriage certificates
✓ Educational credentials
✓ Police clearance certificates

Educational Institutions

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 Ottawa

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 Minute Notary, we provide both certified true copies and notarization services. Bring your documents and valid ID, and we'll take care of the rest.