Legal Definitions - certified copy

A certified copy is an exact duplicate of an original document that has been officially verified by an authorized entity, such as a government agency, a court clerk, or a records office. This verification confirms that the copy is a true, complete, and accurate reproduction of the original document. The purpose of a certified copy is to allow an authentic duplicate to be used in situations where the original document is too valuable, sensitive, or irreplaceable to risk damage, loss, or theft.

Unlike a notarized document, which primarily verifies the identity of the person signing a document, a certified copy specifically attests to the accuracy of the copy itself in relation to the original document.

• Example 1: International Visa Application

  Imagine a person applying for a long-term work visa in a foreign country. The immigration authorities require proof of their educational qualifications. Instead of sending their original university diploma, which could be lost or damaged in transit, the applicant obtains a certified copy of their diploma from their university's registrar's office. This certified copy, bearing the university's official seal and signature, assures the immigration office that the document is an authentic and accurate representation of the original diploma.

• Example 2: Real Estate Transaction

  Consider a situation where a property owner needs to prove ownership of their land for a boundary dispute with a neighbor. The local land registry office might require a certified copy of the property deed to review the official record. By providing a certified copy obtained directly from the county recorder's office, the owner ensures that the court or mediator is examining an officially verified duplicate of the legal document establishing their ownership, without risking the original deed which is often kept in a secure location.

• Example 3: Adopting a Child

  When a couple is going through the legal process of adopting a child, they often need to provide various personal documents to the court and adoption agency. For instance, they might need a certified copy of their marriage certificate. This ensures that the court has an officially verified duplicate of their marriage record, confirming their marital status without requiring them to submit their original, often decorative, marriage certificate which might be a cherished family keepsake.