Certified copies · records · document copies
“I need a certified copy” is one of the most common requests we hear. This guide explains what that phrase really means, when a Massachusetts notary can help, and when you must go back to the original issuing agency instead.
A “certified copy” is a copy of a document that someone with authority has verified as accurate. The tricky part is that different organizations mean different things when they use this term.
Sometimes they mean a copy made and stamped by the government office that created the original (for example, a city clerk’s office or vital records department). Other times, they may accept a copy certified by a notary public as a true and accurate reproduction of the original document.
Vital records—such as birth, death, and marriage certificates—are special. In most cases, notaries are not allowed to certify copies of these documents. Instead, you must get certified copies directly from the government office that issued them.
Common examples of vital records include:
For these documents, we can sometimes notarize your signature on a statement about the record, but we cannot stamp the copy itself as a “certified copy.” The requesting agency usually specifies what they’ll accept.
For many other documents, a Massachusetts notary may be able to certify a copy or notarize your statement about the copy. Common examples include:
The most common approach is for you to sign a statement such as “I declare this is a true copy of the original document,” and we notarize your signature. Some agencies call this a “certified copy” even though we are certifying your statement rather than the original itself.
If an organization specifically requests a “certified copy issued by the city, court, or government office,” a notarized copy from us will not be enough. Examples include:
In these cases, the safest path is to contact the clerk, vital records office, or court that issued the original and request certified copies directly from them. Once you have those records, we can assist with any additional notarization that might be needed.
To make your visit with Kelly Mobile Notary quick and straightforward, we recommend:
In most situations, no. You’ll need to request certified copies directly from the city, town, or state office that issued the record. We may, however, be able to notarize a statement you sign related to the record, depending on the purpose.
Many foreign agencies will accept notarized copies and may also require an apostille. We can often help with both the notarization and the apostille process. See our apostille guide for details, or contact us with the exact instructions you received.
Pricing depends on your location in Boston, how many copies you need, and whether any additional notarizations are required. Our booking form will show an estimate before you confirm.
If you’re not sure whether your situation requires a government-issued certified copy or a notarized copy, we’re happy to talk it through. Once you know what’s needed, Kelly Mobile Notary can come to you and help complete the process.