A certified copy is an official duplicate of a record that the responsible issuing office certifies as authentic. It is not the same as an ordinary photocopy.
What usually makes a copy certified
The issuing authority may add a seal, stamp, registrar signature, certification statement, security paper, or another feature required by that jurisdiction. The exact format depends on the record, the office that keeps it, and the purpose for which it will be used.
Certified copy versus photocopy
A photocopy is simply a reproduction made by the document holder or another person. A certified copy comes from, or is certified by, an authorized office. An agency may ask for both an official document and a separate plain photocopy.
Certified copy versus notarized copy
Notarization usually confirms a signature, oath, or copy certification performed under the law of a particular jurisdiction. It does not automatically turn a document into the official certified record issued by a vital-records office, court, or other custodian.
Examples in U.S. paperwork
- Vital records: request the certified birth, death, marriage, or divorce record from the state, territory, county, city, court, or other office that holds it.
- Passport applications: the Department of State requires qualifying physical citizenship evidence and a photocopy. If the original is unavailable, it may accept another official copy that carries the issuing office’s seal or stamp.
- Court and agency filings: the receiving authority decides whether it needs an original, certified copy, exemplified copy, or ordinary copy.
Related terms
Original record: the document first issued or maintained by the authority. Informational copy: a copy that may not be valid for legal or identity purposes. Apostille or authentication: a separate certification used for documents presented in another country.
Official sources
- CDC — vital-record application guidelines
- CDC — state and territory vital-records directory
- Department of State — citizenship evidence