Notarize Copy Certification Online: What Can Be Certified in 2026?
If someone asks you for a "notarized copy," first confirm exactly what they require. They may want a notary to certify that a copy is accurate, a statement from you declaring that the copy is true, or an official certified copy issued by the government agency that holds the record. These are not interchangeable.
Some eligible non-public documents can be copy-certified online under the law governing the notary. Public records, court records, and vital records often require an official copy from the issuing agency instead. The receiving organization always decides what it will accept.
What Is Copy Certification?
Copy certification is a notarial act in which a notary determines that a copy is accurate and complete compared with the original. It does not prove that the information inside the original document is true, and it does not convert a private document into a government-issued record.
Under Virginia law, copy certification involves presentation of a document that is not a public record, copying or supervising its copying, comparing the original and copy, and determining that the copy is accurate and complete.
Three Requests That Sound Similar
| Request | What It Usually Means | Who Certifies It |
|---|---|---|
| Notarial copy certification | A notary compares an eligible original with its copy and certifies the copy as accurate | A notary authorized by applicable law |
| Copy certification by document custodian | The document holder signs a sworn or acknowledged statement that an attached copy is true | The holder signs; the notary notarizes the holder's signature, not the copy itself |
| Official certified copy | A copy issued from an official public record with the agency's certification | The court, vital-records office, school, or other record custodian |
Documents That May Be Suitable
Eligibility depends on the document, the notary's commissioning law, the online process, and the recipient's instructions. Possible examples of non-public documents include:
- Private business records and internal company documents
- Contracts, letters, or statements kept by the signer
- Some diplomas, certificates, or privately held records
- Copies of certain identification documents when the recipient permits notarial copy certification
Do not assume that every passport, ID, diploma, or corporate document qualifies. Ask the recipient whether it needs a notarial copy certification, a custodian affidavit, or an official certified copy.
Documents That Commonly Require the Issuing Agency
Public records generally require a certified copy from the public office that maintains them. In Virginia, copy certification is defined for a document that is not a public record, and a notary's statutory power excludes documents in the custody of a court.
- Birth, death, and marriage certificates
- Court orders, judgments, and filed court records
- Recorded deeds and other public land records
- Official corporate records maintained by a state agency
- Any record for which the recipient specifically requests an issuing-agency certified copy
How Online Copy Certification Works
The exact workflow depends on the document and applicable law, but a proper process generally includes:
- Confirming the recipient accepts an electronically notarized copy certification
- Showing the complete original document to the notary
- Allowing the notary to perform or supervise the copying process
- Providing a clear digital copy with every page visible
- Letting the notary compare the original and copy
- Completing identity verification and any required online procedure
- Receiving the electronically notarized certified copy
A scan sent by itself is not automatically a certified copy. The notary must be able to complete the legally required comparison and certification procedure.
When a Custodian Affidavit May Be Used
If direct notarial copy certification is unavailable or not appropriate, the recipient may allow a "copy certification by document custodian." In that process, you sign a statement declaring that the attached copy is a true and correct copy of a document in your possession. The notary notarizes your signature on that statement.
This alternative is not valid for every purpose. The notary is verifying the signed declaration, not independently issuing an official government-certified copy. Obtain the recipient's approval before using it.
What to Prepare
- The complete original document, not only a screenshot
- A clear, complete digital copy of every relevant page
- A valid government-issued photo ID
- The recipient's written copy-certification instructions
- A phone or computer suitable for the required online process
If the document has seals, embossed areas, security features, handwritten notes, or pages printed on both sides, mention that before the notarization so the notary can determine whether the comparison is workable online.
Online Copy Certification vs Official Certified Copy
| Feature | Online Notarial Copy Certification | Official Certified Copy |
|---|---|---|
| Source | Compared with an original presented to a notary | Issued from the agency's official record |
| Best for | Eligible non-public documents | Vital, court, and other public records |
| Format | May be electronic when permitted | Determined by the issuing agency |
| Acceptance | Controlled by the recipient | Often required when an official record is requested |
| Key question | Can a notary legally certify this copy? | Which agency holds the official record? |
Cost and Acceptance
Notary20's established service price is $20 per document for eligible online notarizations. Before paying, send the document type and the recipient's instructions so eligibility can be checked. Additional government certification, apostille, translation, record-ordering, or mailing costs are separate when required.
For a broader price comparison, read the Online Notary Cost Guide.
Start Your Online Notarization
If you need an eligible copy certification or a notarized document-custodian statement, confirm the receiving organization's requirements and start here:
FAQ
Can a notary certify a copy online?
Sometimes. The document must be eligible under the notary's law, the online process must allow the required inspection and comparison, and the recipient must accept the electronic notarization.
Can a birth certificate be copy-certified by a notary?
Usually you should order an official certified copy from the vital-records agency. Virginia specifically prohibits notarization of an original or certified vital record for authentication purposes.
Is a notarized photocopy the same as an official certified copy?
No. An official certified copy comes from the agency holding the public record. A notarial copy certification is a separate notarial act for an eligible document.
Can I send only a scan to the notary?
A scan alone is not automatically enough. Proper copy certification requires the notary to follow the applicable process for examining the original, supervising or performing the copy, and comparing both versions.
Does the receiving agency have to accept an online certified copy?
No acceptance should be assumed. Ask the receiving agency whether it accepts remote online notarization, electronic documents, and the specific type of copy certification you plan to use.