Who Can Certify a True Copy of a Document in Canada?

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Learn who can certify a true copy of a document in Canada. Find out when a notary public can certify true copies for official purposes.

Certified stamp representing an officially certified copy of a document

Many organizations require certified true copies of documents to verify that a photocopy accurately matches the original without requiring the original to be submitted. Government agencies, educational institutions, employers, financial institutions, and other organizations often request certified true copies to reduce the risk of important documents being lost, damaged, or misplaced during processing.

In Canada, not everyone is authorized to certify a true copy of a document. The authority to certify copies depends on provincial or territorial laws, professional appointments, and the requirements of the organization receiving the document. Because these requirements can vary, having a document certified by the wrong person may result in delays or the need to have it certified again.

This guide explains what a certified true copy is, who can certify one in Canada, how it differs from a notarized document and a photocopy, when certification may be required, how to obtain a certified true copy, and common mistakes to avoid. Read on to better understand the certification process and help ensure your documents meet the receiving organization's requirements.

Preparing documents for immigration, education, employment, or international use? If you may need certified true copies, contact us today to discuss your document certification requirements.

What Is a Certified True Copy of a Document?

Authorized person stamping a photocopy after comparing it with the original document

Definition

A certified copy of a document is a photocopy of an original document that has been compared with the original by an authorized person and certified as an accurate copy. When certifying documents, the authorized person generally:

Compares the original document with the photocopy.
Confirms the copy matches the original.
Signs and dates the copy.
Applies an official seal or stamp, where applicable.

A certified true copy confirms only that the photocopy accurately matches the original document. It does not verify that the original is authentic or legally valid. Many organizations request certified true copies of official documents instead of sending the original document. Depending on the organization's requirements, you may be asked to provide a certified true copy of the original document, meaning a certified photocopy that has been compared with the original.

What's the Difference? Certified True Copy vs. Notarized Copy vs. Photocopy

These terms are sometimes confused, but they do not all serve the same purpose. Understanding the differences can help you submit copies of your documents correctly and avoid delays.

Certified True Copy

A photocopy that has been compared with the original document and certified by an authorized person.
Confirms that the photocopy accurately matches the original.
Does not verify that the original document is authentic or legally valid.

Notarized Copy

In Canada, a notarized copy is often a certified true copy certified by a notary public during notarization.
The terms are sometimes used interchangeably, but some organizations may distinguish between them or require a specific notarial service.
A notary public may also notarize an affidavit, which is a separate notarial service from certifying a true copy of a document.

Photocopy

A regular copy of the original document.
Has not been reviewed or certified by an authorized person.
May not be accepted when an organization requires a certified true copy or notarized copy.

Before submitting your documents, always confirm the receiving organization's requirements. Depending on the organization, you may need a regular photocopy, a certified true copy, a notarized copy, or another form of document certification.

Who Can Certify a True Copy of a Document in Canada?

Notary Public

A notary public is generally the most widely accepted professional authorized to certify copies across Canada. The notary compares the original document with the photocopy, confirms they match, then signs and dates the copy and, where applicable, applies an official seal or stamp. Many organizations, especially those outside Canada, specifically require certification by a notary public.

Lawyers

In some provinces and territories, lawyers may also be authorized to certify true copies because they are also notaries or have been appointed as notaries under provincial law. However, acceptance of a lawyer's certification ultimately depends on the receiving organization's requirements.

Other Authorized Officials

Depending on the province or territory and the organization requesting the document, other authorized officials may also be able to certify true copies, including:

Commissioners for Oaths (where permitted)
Judges or Justices of the Peace
Government officials or other persons authorized under applicable provincial or territorial laws

Because certification requirements vary, always verify which authorized person the receiving organization accepts before obtaining a certified true copy. In some jurisdictions, a commissioner of oaths may certify copies only where permitted by law.

When Do You Need a Certified True Copy?

Person signing official paperwork for an application requiring supporting documents

A certified true copy may be required when an organization needs a verified copy of an original document without requiring the original to be submitted. This helps protect important documents during processing. Depending on the receiving organization's requirements, you may need to provide a certified true copy, the original document, or an official certified copy issued by the issuing authority.

Common situations where certified copies are required include:

Immigration and visa applications: Identity, civil status, or supporting documents may need to be submitted as certified true copies, depending on the application requirements.
Citizenship and passport applications: Some supporting documents may need to be submitted as certified true copies, depending on the application requirements.
College or university admissions: Educational institutions may request certified true copies of diplomas, transcripts, or other academic records.
Professional licensing: Licensing bodies may require certified copies of qualifications, certificates, or other supporting documents.
Employment verification: Employers, especially for international positions, may request certified copies of educational credentials or identification documents.
Banking and financial transactions: Financial institutions may require certified copies to verify identity or support certain transactions.
Legal proceedings: Courts, lawyers, or other legal authorities may request certified copies of documents, depending on the matter involved.
International document submissions: Documents intended for use abroad may require certified true copies, depending on the receiving organization's requirements.

For documents intended for use abroad, additional authentication may be required based on the requirements of the destination country. This may include an apostille or, if required, legalization through the appropriate embassy or consulate.

How to Get a Certified True Copy in Canada

Original document being presented to an authorized certifier for verification

Step 1: Confirm the Certification Requirements

Before you get certified true copies, confirm the receiving organization's requirements. Verify who they accept as an authorized certifier, as requirements may vary. Some organizations specifically require certification by a notary public.

Step 2: Bring the Original Document

Take your original documents to the authorized certifier to compare. The document to be certified must be submitted in its original form. A scan, digital copy or photocopy cannot be certified as a true copy. Certification may be refused if the document is incomplete, damaged or otherwise altered.

Step 3: The Authorized Person Certifies the Copy

The authorized certifier compares the photocopy to the original to ensure they match. Then they add a certification statement, sign and date the copy and affix an official seal or stamp if applicable. A certified true copy typically includes the certifier's printed name, professional title, signature, date of certification, and official seal or stamp, where applicable.

Need certified copies of your diplomas, certified copies of legal documents, or other important records? Contact us today to learn how we can assist with your document certification needs.

What Documents Can Be Certified as True Copies?

Submitting certified documents to meet official application requirements

Many personal, educational, legal, business, and government-issued documents can be certified as true copies if the original document is available for comparison. Common examples include:

Canadian passports and other passports
Driver's licences
Birth certificates
Marriage certificates
Academic diplomas and transcripts
Citizenship or immigration documents
Corporate records
Powers of attorney
Other legal documents, where accepted by the receiving organization

Whether a document can be certified depends on its type and the receiving organization's requirements. In some cases, vital records or government-issued certificates must be obtained as official certified copies directly from the issuing government department or agency rather than as certified photocopies.

Common Mistakes to Avoid

Mistakes during the certification process can delay your application or require you to resubmit your documents. To help avoid unnecessary delays, avoid these common mistakes:

Bringing only a photocopy instead of the original document for comparison.
Assuming anyone can certify a true copy of a document.
Confusing a certified true copy with a notarized copy.
Failing to confirm who the receiving organization accepts as an authorized certifier.
Assuming a certified true copy will always be accepted when the organization may require the original document, an official certified copy issued by the issuing authority, or additional authentication, such as an apostille or legalization.

Always verify the document requirements of the receiving organization before obtaining a certified true copy. Checking these requirements ahead of time can help ensure your documents are accepted and lower the risk of processing delays.

Need Help Getting Your Certified True Copy or Notarized Document?

Reviewing official documents before obtaining a certified true copy

Before submitting your documents, confirm whether the receiving organization requires a certified true copy, a notarized document, an official certified copy issued by the issuing authority, or additional authentication, such as an apostille.

Through our trusted notaries, we provide certified true copies and other notarial services for documents intended for use in Canada or abroad. If your documents also require certified translations, our professional translation agency is here to help. Contact us today for a quote and prepare your documents with confidence.