![]() Also, Florida notaries must personally supervise the making of copies from the originals. Note that Florida notaries "attest" to the trueness of copies. Typical certified copy certificate language is shown below. Usually, states that allow notaries to make copies have special certificate language set forth in notary handbooks. Typical Certified Copy Certificate Language Step 6 - If your state requires you to keep a journal of notarial acts, have the document custodian sign the notary record book after you record what the certificate was attached to, the number of pages, the date of the original, and the names of the signatories if any. If you use a loose certificate, be sure to add to the bottom of a loose certificate identifying information similar to the following: "Attached to (Name of Document). If you cannot use a stamp, you must attach a loose notary certificate. ![]() Or, if you prefer, use a stamp on the copy that has your statutory notary certificate wording for this type of act. Step 4 - Use the correct notarial certificate for making a certified copy. If the client brings the copy to you, inspect the copy closely and compare it to the original to assure the copy is a true copy. Use the standard black/white setting on your copier. Do not make a copy in color that looks like the original. Step 3 - Make a copy of the document on white paper do not use colored paper. For instance, Florida allows notaries to make attested copies of diplomas, but Texas notaries cannot make certified copies of diplomas. Direct the client to the school's registrar's office for certified copies of school transcripts. Student records (transcripts, etc.) may be a problem for some states. Note that this list is not all inclusive. Examples of publicly recorded documents are divorce decrees, deeds, mortgages, entity documents, birth certificates, marriage licenses, and other legal documents that have been recorded by clerks in government offices. Step 2 - Confirm that the document is not a public record or otherwise forbidden by your state's laws. Notaries cannot make certified copies of copies. Step 1 - Review the document to make sure that it is an original. Methods are slightly different from state to state. Notaries should review their states' laws to confirm the appropriate method to be used in their home states. This is a general overview of steps that must be completed. (At the end of this article is a link to the most current information that we have available about state laws and notary certified copies.)īelow are the steps that you should follow Before attempting this act, check your state's notary laws to be certain you are authorized to do this type of notarial act. ![]() ![]() Please note that not all states allow their notaries to make certified copies of documents. Therefore, assume that all notary-certified copies you make will be required to sustain a thorough inspection by your state's notary public administrator's office. When a document goes through the process of authentication, the receiving country may verify that the presiding notary who made the copy is a genuine notary public. This almost always means that they will flow through the notary's state authentication office so that the document may have an apostille or certificate of authentication attached to it before going to the receiving country. Often, notary-certified copies of originals are bound for recipients in other countries. This list is certainly not all inclusive. Documents that clients may ask to have certified by a notary include contracts, letters, settlement statements, agreements, and bills of sale. Many states allow notaries to make certified copies of documents as long as the original document is not a publicly recorded document. ![]()
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