A certified copy is a duplicate of a document that the issuing or custodial office endorses as a true copy, while a notarized copy is one where a notary public attests to the copy, or to the signer's statement about it, under that state's rules.
People use the two phrases as if they were interchangeable. They aren't the same thing.
The short version: a certified copy gets its authority from the office that holds the original. A notarized copy gets it from a notary, and notary rules are set state by state. When someone asks for either, ask them exactly which kind they accept.
What a certified copy and a notarized copy are
Cornell's Legal Information Institute describes a certified copy as a duplicate of a primary document endorsed by a governmental or independent agency to guarantee its authenticity. Unlike a notarized document, it says, a certified copy is not notarized, and it is cheaper to obtain. Its example is a death certificate presented to a bank to reach a deceased person's funds. The endorsement vouches for the copy; it can't make a fake original genuine.
The State Department defines it similarly for its apostille service: a copy of a primary document with a certificate saying it is the true copy. It adds that seals and signatures must be originals and that the document must include a date of issuance.
A notary is a person authorized by law to administer oaths, certify documents and signatures, and perform other official duties. Requirements to become one differ by state. What a notary may do with a copy differs too, which is where the confusion starts.
What's on it
Here is how the common variants compare.
| Variant | Who stands behind it | Example | What to check |
|---|---|---|---|
| Certified copy of a vital record | The state or local vital records office | Birth certificate ordered through your birth state | Order from the state; USAGov says its vital records office tells you how to order and what it costs |
| Certified copy for federal use | The issuing official, with original seal and signature | A federal document going for an apostille | Needs a date of issuance; do not notarize it |
| Notarized copy of your own document | A notary, plus your signed statement | Texas: owner writes "I certify this is a true and accurate copy of my (document)" and the notary completes a notarial certificate | Allowed forms vary by state; ask the notary first |
| Notary-certified copy of a power of attorney | A notary who compared copy and original | California: the notary certifies the copy is true and correct (Probate Code 4307) | State-specific; confirm in your state |
| Plain photocopy or phone scan | No one | A scan on your phone | Fine for your own records; not a certification |
California's notary handbook is a good example of how specific the rules get. The notary has to examine the original and the copy, then sign and stamp a certificate with particular wording. Texas describes notarized copies of a person's own documents as resting on the owner's signed statement. Other states differ, so treat both as illustrations.
What to keep and for how long
Keep the certified copy itself, not just a picture of it. The seal, signature, and issue date are what make it count, and a flat scan doesn't carry them.
- Check the cost per copy. USAGov says the vital records office tells you the price for each certified copy.
- Don't notarize a federal document. The State Department says a notarized federal document is no longer valid for an apostille.
- Scan a copy for yourself. A scan on your phone is a handy reference and backup. Note the issue date.
- Match retention to the document. A birth certificate stays useful indefinitely. A copy certified for a one-time transaction matters only until it's done.
For timing guidance by category, see what documents to keep and how long, and for the estate case, paperwork after a death in the family. If the destination is another country, the next step is often an apostille.
This isn't legal advice. The requesting office and your state's notary or vital records agency have the final word.