Certifying Original Copies: Understanding the Rules and Regulations Across StatesCertifying copies of original documents is a common request in notarization, but not all states allow this service. To avoid legal issues, it’s crucial to understand your state’s rules on certified copies. This article explores certifying original copies, states that disallow this, and alternative solutions.
Certified Copies: What They Are?
Certified copies are replicas of original documents that a notary or authorized official verifies as true and accurate. This certification is marked by a stamp or seal, along with the certifying official’s signature.
States That Do Not Allow Certifying Copies
While many states permit notaries to certify copies, some prohibit it. Notarial rules vary, and certain states explicitly disallow certifying copies:
- New York: Despite recent changes, New York prohibits notaries from certifying copies.
- California: Notaries in California cannot certify copies, except for specific documents like powers of attorney.
- Florida: Notaries in Florida cannot certify copies; individuals must obtain them from authorized sources.
- Pennsylvania: Notaries in Pennsylvania cannot certify copies but can certify a document’s accuracy if the original is present.
- Texas: Notaries in Texas cannot certify copies but can verify a copy’s accuracy if both the original and copy are presented.
It’s important to note that the information provided here is subject to change, so consulting with your state’s notary regulating authority for the most up-to-date information on notarial acts in your jurisdiction is advisable.
Alternative Solutions for Certified Copies
In states where certifying copies is prohibited, alternatives exist. One option is for the document holder to provide a statement declaring the copy’s accuracy. The notary can administer an oath, attach a jurat with the signer’s signature, and provide a loose certificate or stamped certification on the document.
Another option is to inform the requester that they may obtain a certified copy from the issuing authority or another authorized source. It’s important to explain the limitations of your notarial authority and provide guidance on obtaining a certified copy through proper channels.
Finally, knowing your state’s rules on certified copies is crucial. If unsure about whether you’re allowed to certify a copy of a document, it’s always best to consult with your state’s notary regulating authority for guidance. Remember, while not all states allow notaries to certify copies of original documents, there are alternative solutions available.
