Legal Definitions - true copy

A true copy refers to an exact, accurate, and complete reproduction of an original document. It must precisely replicate all the content, formatting, signatures, stamps, and any other markings present on the original, without any alterations, additions, or omissions. In legal contexts, a true copy is often required to have the same legal effect as the original, especially when the original cannot be presented or is too valuable to be widely circulated.

Here are some examples to illustrate the concept of a true copy:

• Court Filings: Imagine a situation where a lawyer needs to submit a client's original property deed as evidence in a real estate dispute. The original deed is a highly valuable document, and the court may prefer not to keep it in its general files.

  In this scenario, the lawyer would provide a true copy of the property deed. This means the copy must be an identical reproduction of the original document, showing every page, every clause, every signature, and any official seals exactly as they appear on the original. This true copy allows the court and all parties involved to review the deed's contents with confidence that they are seeing precisely what the original states, without risking the loss or damage of the original.

• Official Records for Applications: Consider an individual applying for a professional license who needs to provide proof of their educational qualifications, such as their university diploma. The licensing board requires documentation for their records.

  The applicant would submit a true copy of their diploma. This copy must be an exact duplicate of the original document, including the university's official seal, the signatures of the president and dean, the date of graduation, and all personal information. The licensing board relies on this true copy to verify the applicant's credentials, trusting that it accurately reflects the original academic record.

• Evidence in Business Transactions: Suppose two companies are in a dispute over the terms of a signed contract. The original contract is stored securely by one of the parties, but both legal teams need to review it thoroughly.

  Each legal team would be provided with a true copy of the contract. This copy must precisely show every page, every clause, every amendment, and all signatures exactly as they appear on the original, including any handwritten notes or initialed changes. This ensures that both sides are working from an identical version of the agreement, preventing any claims that a different version of the contract is being used as evidence.