Definitions
Certified copy — an official reproduction issued by the agency that holds the record, bearing that agency’s signature and seal and a statement that it is a true copy of the record on file. Examples: a birth certificate from the state Bureau of Vital Statistics; a divorce decree certified by the clerk of court; articles of incorporation certified by the Secretary of State’s business division.
Notarized copy (or “notary-certified copy”) — a photocopy of a document to which a notary public has attached a certificate stating that the copy is a true and complete reproduction of the original presented to the notary. The notary’s signature is what gets apostilled.
What apostille offices accept
| Document | Certified copy | Notarized copy |
|---|---|---|
| Vital records (birth, marriage, death) | Yes — the standard route | Usually refused by state offices; several states forbid notaries to copy-certify vital records |
| Court records | Yes | Rarely accepted; use the clerk’s certification |
| Diplomas and transcripts | Many schools will not “certify” copies; a notarized copy or a notarized registrar signature is the norm | Yes, where state law allows |
| Passports, driver’s licenses | Not issued by the agencies | Yes, in states that permit copy certification; elsewhere via custodian affidavit |
| Corporate documents | Yes — Secretary of State certified copy | Yes, for internal documents (minutes, resolutions) |
| Federal documents (naturalization certificate, FBI results) | Original only, federal route | A notarized copy goes to the state, but many destinations will not accept it |
What foreign authorities accept
This is the second filter, and it is stricter. Civil registries in Italy, Spain, Portugal, Mexico and most of Latin America require certified copies of vital records issued by the registrar — a notarized photocopy will be refused regardless of the apostille. Universities and employers are more flexible and often accept notarized copies of diplomas. Banks and notaries abroad commonly accept notarized passport copies for know-your-customer purposes.
Age of certified copies
Several states only apostille certified copies signed by the current registrar or by officials whose signatures remain on file — commonly those issued within the last five to ten years. Foreign registries frequently impose their own recency rules (three, six or twelve months are common). Ordering a fresh certified copy before starting is almost always cheaper than a rejection.
Hospital certificates and “keepsake” copies
Decorative birth certificates issued by hospitals, with footprints or a doctor’s signature, are not public records and cannot be apostilled. Only the registrar-issued record qualifies.
When notarized copies are the right tool
- Identity documents (passport, license) where the destination accepts them.
- Diplomas when the school declines to notarize the registrar’s signature.
- Documents that exist in a single original the owner cannot part with (a professional license certificate, for example).
- Federal certificates where the destination explicitly accepts a notarized copy — verify first.
For Florida documents the Department of State accepts notary copy certifications, and a statewide Florida apostille service that files in Tallahassee can obtain certified copies of Florida vital records and court records as part of a request.
Frequently asked questions
Can I certify a copy myself by writing 'true copy' on it?
No. Only a notary (where allowed) or the custodian agency can produce a copy that an apostille office will authenticate.
Does a certified copy need to be notarized too?
No. The agency’s certification is already an official signature. Adding a notarization is unnecessary and sometimes causes confusion about which signature should be apostilled.
Which is faster?
A notarized copy can be made the same day. Certified copies from vital records offices can take days to weeks unless ordered in person.
