Certified Copy vs Notarized Document – What’s the Difference?
Many clients confuse certified copies with notarized documents, but they serve very different legal purposes. Submitting the wrong one can delay your immigration, legal, or academic process.
This guide breaks down the differences clearly — so you can choose the right service for your needs.
What Is a Certified True Copy?
A certified true copy is an official photocopy of an original document that has been reviewed and confirmed by a licensed notary public.
The notary does not verify the content of the document — only that the copy is an exact match to the original.
- No signatures or oath involved
- Used when submitting a copy instead of the original
- Notary adds stamp, signature, and certification date
Typical Use Cases:
- Copy of a
passport or PR card for immigration
- Diplomas and transcripts for academic use
- Marriage/birth certificates
- Utility bills or ID for proof of address
What Is a Notarized Document?
A notarized document involves a person signing a document in front of a notary. The notary verifies the signer’s identity and confirms they signed willingly and under oath (if applicable).
- Requires
in-person or video appearance
- The signer must provide
valid ID
- Document gains
legal enforceability
Typical Use Cases:
- Affidavits and sworn statements
- Statutory declarations
- Letters of invitation or
travel consent forms
- Power of attorney and legal agreements
Key Differences – At a Glance
| Feature | Certified True Copy | Notarized Document |
|---|---|---|
| Purpose | Verifies a document copy is identical to the original | Verifies a signature or sworn statement |
| Signer Required? | No | Yes |
| Notary Sees Original? | Yes | Yes (plus ID verification) |
| Signed During Session? | No | Yes |
| Used For | Submitting ID, academic, or legal copies | Sworn affidavits, legal declarations, agreements |
Which One Do You Need?
Ask yourself:
- Are you submitting a
copy of a document, like a
passport or
transcript?
→ You need a Certified True Copy - Are you signing something under
oath or making a
legal statement?
→ You need a Notarized Document
Still unsure? The requesting party — your lawyer, IRCC officer, or academic institution — can confirm the required format.
Can One Document Be Both?
Technically, no — because each process serves a separate legal function.
But in some immigration or legal applications, you may need:
- A
certified copy of an ID or certificate
- Alongside a
notarized letter or declaration (e.g., Statutory Declaration of Common-Law Union)
Notarize Vaughan offers both services — and we’ll help guide you if your case requires a combination.
Related Pages You Might Find Useful
- What Is a Certified True Copy?
- How to Get a Certified Copy in Vaughan
- Certified Copy for Immigration (Canada)
- Affidavit Notarization in Vaughan