Can a Notary Certify a Copy of a Document in Massachusetts?

The short answer

Yes, for many documents. Massachusetts law allows a notary to perform a copy certification: the notary copies the document, or supervises the copying, compares the copy with the original and certifies that it's accurate and complete. The Secretary of the Commonwealth describes the certificate as stating the copy is a true, exact, complete and unaltered copy.

But some documents can't be certified by a notary at all, and for others the person asking really wants a certified copy from the government office that issued the record.

Documents a notary can usually certify

• Passports and foreign identity documents, when the recipient accepts a notarized copy
• Diplomas and transcripts, when the recipient accepts a notarized copy rather than a registrar-issued record
• Personal letters, contracts and agreements
• Business records you hold, such as invoices or internal documents
• Medical records you hold, when a recipient accepts a notarized copy

The original must be presented in person. A notary can't certify a copy of a scan or a photo on your phone.

Documents a notary shouldn't certify

Vital records, such as birth, marriage and death certificates, are a different matter. A certified copy of a vital record comes from the office that keeps it: the city or town clerk, or the Registry of Vital Records and Statistics. The same goes for court records, which come from the court clerk, and for recorded documents like deeds. If someone asks for a certified copy of one of these, order it from the issuing office. See Vital Records Retrieval.

Some documents also say on their face that they must not be copied. Naturalization certificates are a common example. See Naturalization Certificate Apostille.

Certified copy or notarized signature?

When a notary certifies a copy, the notary is vouching for the copy. A different option is an affidavit by the document's holder: you sign a sworn statement that the attached copy is a true copy of your original, and the notary notarizes your signature. Some recipients prefer one, some the other. If the instructions aren't clear, ask the recipient which one they want, or send them to us and we'll take a look.

Using a certified copy abroad

A notarized certified copy can be apostilled by the Secretary of the Commonwealth, because the apostille certifies the Massachusetts notary's signature. That's useful when a foreign office asks for an apostilled copy of your passport or diploma. Many foreign offices accept this; some insist on an official record from the issuing office instead. Confirm before you start, so you don't pay for the wrong document.

Diplomas and transcripts: a special case

For diplomas and transcripts, the Secretary of the Commonwealth's standard route is a record certified by the school's registrar in front of a notary. Some recipients accept a notarized certified copy of the diploma instead, which can be much faster. We'll help you decide which route your recipient will accept. See Universities.

What to bring to your appointment

• The original document, in good condition
• Your valid photo ID
• The recipient's instructions, if they gave any
• Whether you need an apostille or translation afterward