Test your knowledge: Take our quiz to determine if you know the proper procedures for creating a certified copy. (See below for detailed answers).
ANSWERS:
1. When certifying a copy, the Notary is:
A. Verifying any signatures on the copy
B. Verifying the signer is the person named in the copy and original document
C. Certifying the copy is an accurate reproduction of the original document
D. Certifying that the copy was made by a currently commissioned Notary
Answer: C. Certifying a copy means that the Notary is being asked to verify that the photocopy or reproduction is a true, complete and correct copy of the original document. Not every state authorizes Notaries to do this. Nebraska and New York, for example, do not permit Notaries to certify any copies, and California limits Notaries only to certifying copies of powers of attorney or photocopies of their own journal entries. Virginia prohibits certifying a copy of court-issued documents.
2. When certifying a copy, does a Notary have to complete a notarial certificate?
A. No. The Notary compares the copy to the original and signs the copy
B. No. The Notary compares the copy to the original and affixes the Notary seal to the copy
C. Yes. The Notary may complete either an acknowledgment or jurat certificate and affix it to the copy
D. Yes. The Notary must complete a copy certification certificate and affix it to the copy
Answer: D. After comparing the copy to the original document and verifying it is an accurate copy, the Notary must complete the appropriate copy certification notarial certificate required by state law and attach it to the copy.
3. Who can certify a copy of a birth, death or marriage certificate in the United States?
A. The recording office where the original certificate is kept
B. A Notary commissioned in the state where the certificate was issued
C. Any Notary commissioned in a United States jurisdiction or territory
D. An attorney licensed to practice law in the state where the certificate was issued
Answer: A. Notaries may not certify copies of original vital records such as birth, death or marriage certificates. Copies of these documents may lawfully be certified only by officials in the relevant public records office.
4. Who should make the copy of the original document for a copy certification?
A. The Notary
B. The keeper of the original document
C. A third party not named in the document
D. It depends on your state’s laws
Answer: D. Some states, such as Arizona, require the Notary to make the copy that is being certified. If state law is silent on the question, either the Notary or the keeper of the original document may make the copy. Always familiarize yourself with your state’s requirements, to ensure that you follow the law if asked to certify a document copy.
David Thun is the Assistant Managing Editor with the National Notary Association.
Related Articles:
What Notaries need to know about copy certification
How to certify a copy of a document
Handling certified copies of public records and other unusual Notary requests