Legal Definitions - conformed copy

A conformed copy is an exact duplicate of a legal document that has been officially filed with a court or government agency. This copy is marked by the clerk or official with an endorsement, such as a stamp or notation, indicating the date and time of filing, the case number, and sometimes details about original signatures or other unique features of the original document that could not be perfectly reproduced on the copy. It serves as official proof that the document was submitted and is an accurate representation of the original record.

Here are some examples:

• Filing a Lawsuit: Imagine a person decides to sue a company for breach of contract. Their attorney prepares a complaint and files it with the court clerk. The attorney will typically present the original complaint along with several copies. After the clerk officially stamps the original with the filing date and case number, they will then stamp one of the copies with the same information, returning it to the attorney. This returned, stamped copy is the conformed copy. It serves as the attorney's official proof that the lawsuit was formally initiated on that specific date, which is crucial for tracking deadlines and for serving the defendant with a copy of the officially filed document.

• Recording a Property Deed: When a house is sold, the new owner's attorney or title company will record the deed (the legal document transferring ownership) with the county recorder's office. After the original deed is officially recorded and entered into public records, the recorder's office will provide a conformed copy to the new homeowner or their representative. This copy will bear the official stamp of the county recorder, showing the recording date, book, and page number where the original is located. This conformed copy is vital for the homeowner's records, proving their legal ownership and the official date it was established in public records.

• Submitting Corporate Filings: A small business might need to file its articles of incorporation or an amendment to its corporate bylaws with the Secretary of State's office. When they submit these documents, they will often request a conformed copy. The Secretary of State's office will stamp the submitted copy with the official filing date and time, confirming that the corporate document has been properly registered with the state. This conformed copy is essential for the company's internal records, for demonstrating compliance to banks or investors, and for proving its legal existence and structure.