You may need to submit official documents—such as a passport, birth certificate, marriage certificate or diploma—for immigration, education, employment, licensing or legal purposes. Sending the original document, however, may be unnecessary or unsafe. A Certified True Copy allows you to submit a properly certified copy while keeping the original in your possession. For cases involving a certified true copy of digital document, this service is essential.
At Notaryspace, Certified True Copy services are provided in person only. You or a trusted person must bring the complete original document to the notary so it can be examined and compared directly with the copy.
We do not certify true copies through online or remote appointments.
To request this service, please book an in-person appointment or contact Notaryspace.
What Is a Certified True Copy?
A Certified True Copy is a photocopy of an original document that has been examined and certified by an authorized professional, such as a notary public.
Obtaining a certified true copy of digital document ensures the authenticity of digital records when presented alongside their physical counterparts.
During the appointment, the notary compares the photocopy with the original document. If the copy accurately reproduces the original, the notary applies the appropriate certification wording, signature and notarial seal.
The certification normally includes:
- A statement confirming that the copy is a true copy of the original document
- The name or description of the original document
- The date of certification
- The notary’s full name
- The notary’s official title
- The notary’s signature and seal
Certification confirms that the copy accurately reproduces the original document presented to the notary. It does not necessarily authenticate the original document or confirm that the information contained in it is true.
Certified True Copies Are Available In Person Only
All Certified True Copy services at Notaryspace require an in-person appointment.
The notary must physically inspect the original document and compare it with the copy. This process cannot be completed through a video call or based only on a photograph, scan, photocopy or emailed PDF.
We cannot certify a physical document as a true copy if only the following is provided:
- A photograph of the original
- A scanned copy
- A photocopy without the original
- A PDF created by scanning a physical document
- A document displayed during a video call
- An incomplete or altered version of the original
Who Can Certify a True Copy in Canada?
Depending on the receiving organization’s requirements, a true copy may be certified by an authorized professional, such as:
- A notary public
- A lawyer
- A judge, magistrate or justice of the peace
- Another professional specifically accepted by the receiving organization
Requirements vary. Some organizations specifically require certification by a notary public. You should always confirm the receiving organization’s instructions before arranging certification.
Documents We Can Certify In Person
Subject to review and the requirements of the receiving organization, Notaryspace may certify true copies of:
- Passports and travel documents
- Driver’s licences and provincial photo cards
- Permanent resident cards
- Citizenship cards and certificates
- Birth certificates
- Marriage certificates
- Divorce certificates and court orders
- Death certificates
- Diplomas and degrees
- University and college transcripts
- Educational and vocational certificates
- Trade qualifications
- Professional licences and membership certificates
- Work permits, study permits and visitor records
- Police certificates and criminal record checks
- Military records
- Medical records and vaccination certificates
- Employment letters and records
- Bank statements and financial documents
- Leases, utility bills and proof-of-address documents
- Powers of attorney
- Affidavits and statutory declarations
- Contracts and agreements
- Property and corporate records
- Government-issued certificates and records
The document does not necessarily need to be in English. However, the receiving organization may have translation or language requirements.
Can Every Document Be Certified as a True Copy?
No. A Certified True Copy must generally be made from a complete original document.
We may be unable to certify a copy when:
- The original document is not presented
- Only a photocopy, photograph or scan is available
- The document is incomplete or has missing pages
- The document appears to have been altered or manipulated
- The copy does not accurately reproduce the original
- The document’s condition prevents a reliable comparison
- The receiving organization requires a different form of certification
A specific page may sometimes be certified when the complete original document is available for inspection. For example, the identification page of a passport may be copied and certified, but the complete original passport must still be presented to the notary.
Digitally Issued Documents
Some documents are originally issued in electronic form by a government authority, educational institution, financial institution, employer or another recognized organization.
Examples include:
- Official PDFs downloaded from government portals
- Electronic university or college transcripts
- Digitally signed government certificates
- Bank statements downloaded directly from a financial institution
- Electronic employment letters issued by an employer
- Official documents containing QR codes or digital verification details
Notaryspace handles eligible digitally issued documents in person only. You must attend the office and provide the original electronic file. Where available, you should also provide:
- The original issuing email
- The official download link
- Access to the issuing portal
- A QR code or verification code
- Digital signature information
- Any instructions provided by the receiving organization
A scan or photograph of a physical document is not a digital original. For example, scanning a passport, identification card, degree or paper certificate does not make it eligible as an originally issued electronic document.
Eligibility will be assessed during the appointment and may depend on the document’s source and the receiving organization’s requirements.
When Is a Certified True Copy Required?
A Certified True Copy may be requested in several situations.
Immigration and Citizenship Applications
Immigration authorities, visa offices and foreign consulates may request certified copies of passports, birth certificates, marriage certificates, divorce documents, military records or other supporting documents.
College and University Applications
Educational institutions may require certified copies of diplomas, degrees, transcripts or other academic credentials.
Employment and Vocational Requirements
Employers may request certified copies of trade certificates, professional qualifications, reference letters or other employment-related documents.
Professional Licensing
Regulatory bodies may require certified copies of identification, educational credentials, professional licences or membership certificates.
School Registration
Schools may request certified copies of a child’s birth certificate, identification, lease, utility bill or another document proving identity or residence.
Financial and Corporate Matters
Certified copies may be required for banking, securities filings, corporate records, financial disclosures or identity-verification procedures.
Court and Legal Proceedings
Courts, tribunals, lawyers and government agencies may require certified copies of court orders, contracts, identity documents or other records.
International Use
Foreign authorities may request certified copies for legal, administrative, educational or professional purposes. The documents may also require an apostille, authentication, legalization or translation.
Always confirm the exact requirements with the organization receiving the document.
How to Obtain a Certified True Copy
Step 1: Book an In-Person Appointment
Use our online booking page to schedule an in-person appointment.
Although the appointment is booked online, the certification itself is completed in person at the office.
Step 2: Bring the Complete Original Document
You must bring the complete original document. It must not be missing pages or contain changes that are not part of the original.
For an eligible digitally issued document, bring the original electronic file and any available source or verification information.
Step 3: Prepare the Copy
You may bring a clear photocopy that accurately reproduces the original. There should be no missing information, handwritten additions or unauthorized changes.
If necessary, a copy may be prepared during your appointment.
Step 4: Document Comparison
The notary examines the original and carefully compares it with the copy. This may involve reviewing the document page by page.
Step 5: Certification
Once satisfied that the copy accurately reproduces the original, the notary applies the certification wording, signature, date and notarial seal.
Step 6: Submit the Certified Copy
You may then submit the certified copy to the requesting organization. Consider keeping a separate copy for your records.
Can Someone Else Bring the Original Document?
In many cases, a trusted friend or family member may bring the original document to the notary on your behalf, provided that:
- The complete original document is presented
- The person attending has valid government-issued identification
- The document does not require the owner or signer to appear personally
- The receiving organization does not require the document owner to attend
Please contact Notaryspace before booking if another person will attend on your behalf.
Original Document, Plain Copy and Certified True Copy
Original Document
An original document is the official version issued or executed by the appropriate authority, organization or person. It may contain original signatures, seals, security features, watermarks or other identifying characteristics.
Plain Copy
A plain copy is a photocopy, scan, photograph or printout of a document. Anyone can create one, but it does not provide the assurance required when a certified copy is requested.
Certified True Copy
A Certified True Copy is a copy that an authorized professional has compared with the original and certified as an accurate reproduction of that original.
Is a Notarized Document the Same as a Certified True Copy?
Not necessarily. The terms are sometimes used interchangeably, but they can describe different notarial services.
A Certified True Copy involves:
- Examining the original document
- Comparing the original with the copy
- Certifying that the copy accurately reproduces the original
The notarization of a signature generally involves:
- Verifying the signer’s identity
- Witnessing or receiving the signer’s acknowledgment
- Confirming that the person signed voluntarily
- Applying the appropriate notarial wording, signature and seal
A Certified True Copy does not normally verify the authenticity of signatures appearing on the original document. It confirms that the copy matches the original presented to the notary.
What to Bring to Your Appointment
Please bring:
- The complete original document
- Valid government-issued photo identification
- A clear photocopy, if already prepared
- Any written instructions from the receiving organization
- The original electronic file and verification information if the document was digitally issued
Do not attend with only a photograph, scan or photocopy of a physical original.
Why Choose Notaryspace?
- Licensed Ontario notary
- In-person inspection of every original document
- Clear and appropriate certification wording
- Experience with immigration, educational, professional and legal documents
- Flexible appointment scheduling
- Transparent pricing
- Responsive client support
Ready to proceed? Book an in-person appointment and bring the complete original document with you.
Frequently Asked Questions
Can you certify a passport, ID card, degree or certificate online?
No. Passports, identification cards, permanent resident cards, degrees, diplomas, certificates and other physical documents must be presented to the notary in person.
A photograph, scan, PDF or video presentation of the document is not sufficient.
Does Notaryspace provide remote Certified True Copy services?
No. Notaryspace provides Certified True Copy services in person only.
Do I need to bring the original document?
Yes. The notary must examine the complete original document and compare it directly with the copy.
If the original is not presented, the copy cannot be certified as a true copy.
Can you certify a photocopy if someone else has the original?
No. The original document must be physically presented to the notary. However, the person who owns the document may not always need to attend. A trusted person may be able to bring the original on the owner’s behalf.
Does scanning a physical document make it a digital original?
No. A scan, photograph or PDF of a passport, ID card, degree, certificate or other physical document remains a copy of a physical original.
The complete physical original must be presented in person.
Can you certify a digitally issued document?
Possibly. The document must have been originally issued electronically by the relevant organization.
The service is still provided in person only. You must bring the original electronic file and any available issuing email, portal access, digital signature, QR code or verification information.
Can you certify a digital document if I only have a printout?
Generally, no. You should also provide the original electronic file or another reliable method of reviewing the officially issued digital document.
Can you certify only one page of a document?
Possibly, provided that the complete original document is presented for examination. For example, the identification page of a passport may be copied and certified while the complete original passport is available to the notary.
Does certification confirm that the original document is authentic?
No. Certification confirms that the copy accurately reproduces the original document presented to the notary. It does not necessarily authenticate the original document or confirm that its contents are true.
Can you certify a document that is not in English?
Documents in other languages may be certified, subject to the notary’s review and the requirements of the receiving organization.
Will the receiving organization accept the certified copy?
Requirements vary by institution, government agency and jurisdiction. You should confirm the receiving organization’s requirements before booking your appointment.
Disclaimer
This page provides general information about Certified True Copy services and does not constitute legal advice. Requirements vary between institutions, government agencies and jurisdictions. Clients are responsible for confirming whether the receiving organization requires a Certified True Copy, notarization, translation, authentication, legalization or an apostille.