A certified document is often demanded as important records. Important records include birth certificates, marriage certificates, divorce documents, etc. A notarized copy on the other hand can only be produced by a Notary Public. Their role is to verify and declare the authenticity of information contained in a document. In choosing which of these to opt for, it is best to know the requirements of the institution you are presenting before. This article dissects both concepts to help you understand them more.
Understanding the Concepts
A certified copy is not a confirmation of the content in the document but is an affirmation that a solicitor has seen the original document. It is a printout of a document that consists of ascertainment by an expert proving that the document has been seen and that the information contained is in line or is accurate with the original and that the copy has not been altered. Generally, certified copies are needed for applications of some sort. It may be a job, admission to a university, or a license. Applying to multiple organizations makes it unsuitable to send original copies. The process of certifying a document is straightforward. It is done by making a copy and the original and requesting the person to certify the document by:
Putting ‘certified to be a true copy of the original seen by me’ on the copyAppending a signature with a datePutting their name below the signature and Including their job, residential area as well as a phone number.
A notarized document is a printout that has been certified by a notary public as a form of verification of its originality. Documents require notarization if they deal with vital financial matters or legal matters that need the trust and credibility of individuals or bodies stated in the document. A document also demands notarization if it is susceptible to fraud. Examples of documents that require notarization include transfers of title for cars, real estate, bank powers of attorney, wills, trusts, handgun permits, etc. Notarization deems your document legitimate. Notaries do not observe nor evaluate your document nor do they provide any form of advice or address any issues with it. Their sole role is to verify and ascertain the signed document.
A Notary Public has a duty of ensuring document signatures are authentic. Other duties include the ascertainment of identity. In ensuring the originality of a signature on a document, a notary will demand identification and particulars of the identification documents given by the person. A Notary also has to ascertain that the appended signatures have been made willingly. Notaries are to look out for signs of coercion and undue influence. Notaries are to also guarantee that individuals signing have the legal capacity to do so. If a person is either under-aged, intoxicated, or cannot comprehend the document or the reason for signing it then the Notary cannot notarize the document. To get your document notarized, follow the process:
Visit a notaryProve your identity using documentsSign the documentHave the Notary sign your documentPay any fees required
Differences between Certified and Notarized documents
The truth is that there is barely any difference between a certified vs notarized document. The two concepts can be used interchangeably. Technically, the term ‘Notarized’ is wide and includes the inclusion of a Notary Public. Ultimately, they refer to the same thing. Although they are very similar, there are some differing qualities between them and they are:
Certified documents may not be notarized but notarized documents are always certified. Before a notarized document can be complete, it must be signed with the supervision of a government official. Ultimately, this makes the document certified as well as notarized by a Notary Public. But a certified document on the other hand does not require a signature in front of a Notary Public. A certified document necessitates accuracy and an authorized signature. It must have no errors and the certified personnel’s signature must be sufficient enough to authenticate the document. A certified translator is a person with the appropriate credentials and skills needed for translation duties. A certified translator should give a written conviction that his work is correct according to his qualifications.
Conclusion
If a government agency or a legal body demands a copy of a document, they would normally state whether it is the original, certified, or notarized. Here, you will have to discern between the aforementioned. We hope you have a clear understanding of the concepts and you will not have to waste either your time, money, or effort.
Do all states permit Notaries to certify copies?
No. Most, but not all United States states allow notaries to certify document copies. By reference to a 2005 information released by the US State Department, only 34 states allow Notaries to certify copies while the remaining 16 states do not allow it.
What is a true copy?
A true copy is a document without a change or alteration. In making sure that documents one authentic and valid, true copies of original documents are essential.
