160 Quarry Park Blvd SE, Suite 300 · Calgary, Alberta
160 Quarry Park Blvd SE, Suite 300 · Calgary, Alberta
Home / Notary Services / Certified True Copies
Keep your originals safe. We compare your documents with clean copies and certify them for schools, employers, governments and agencies.
A copy a notary has compared against the original and certified as a true and complete reproduction.
A certified true copy is a photocopy or printout of an original document that a notary public has personally compared with the original and confirmed to be a true, complete copy. The notary adds a certificate, signs it, and applies a seal or stamp with their details.
Organizations ask for certified copies because they want assurance that a document is authentic without taking your original. That protects you from mailing irreplaceable papers such as passports, degrees or citizenship certificates, and it gives the receiving organization a reliable record.
A certified copy confirms that the copy matches the original presented. It does not confirm that the original itself is genuine or valid, and the notary does not vouch for its contents. That is why some organizations also ask for an apostille or for confirmation directly from the issuing body.
Passports, ID, degrees, transcripts, corporate records and many other personal and business documents.
We certify copies of a wide range of documents for Calgary individuals and businesses, including:
Some documents come with restrictions. A few issuing bodies prohibit copying their documents, or will only accept originals or copies ordered directly from them. For example, some organizations want a birth certificate ordered from the government registry rather than a notarized copy. If you are unsure, check the requesting body’s instructions or ask us before your appointment.
Immigration offices, schools, regulators, employers, banks and foreign governments are the most common.
You will usually be told when a certified copy is required. Common requests come from:
Each organization may have its own rules about who can certify and what the certificate must say. Some accept certification by a range of professionals; others specifically require a notary public or lawyer. Because Alberta lawyers are notaries public, our certification meets the stricter standard. If the requesting body supplied its own certification wording or form, bring it along so we can use it.
In focus
We check your ID, compare each page with the original, then sign and seal a certificate on every copy.
Our process is designed to meet the expectations of the organizations that will receive your documents:
Your originals stay with you from start to finish. You leave with your originals and your certified copies, ready to send.
Many countries also need an apostille or legalization, which is added after notarization.
If your certified copies are going to another country, notarization may be only the first step. Since Canada joined the Hague Apostille Convention in January 2024, documents notarized in Alberta can generally be apostilled by the Government of Alberta for use in other member countries. Countries that are not part of the Convention may still require authentication and legalization through their embassy or consulate.
The receiving authority decides what it will accept, so ask three questions before your appointment:
Tell us when you book if your documents are for foreign use. We will complete the notarial certificate in a form suitable for the apostille process.
Corporate records, contracts and registry documents can be certified for banks, partners and regulators.
Businesses often need certified copies of corporate records when opening bank accounts, applying for financing, registering in another province, bidding on contracts or dealing with foreign partners. Common requests include certificates and articles of incorporation, corporate registry search results, shareholder and director registers, resolutions and bylaws.
A director or officer usually needs to present the original records, or the corporation’s minute book, together with personal ID. If your minute book is incomplete or out of date, certification can reveal gaps that a bank or buyer will notice. Our incorporation and corporate records team can bring your records up to date first.
For businesses expanding abroad, certified and apostilled corporate documents are often needed to open accounts or register a branch. We can coordinate notarization and advise on the next steps for the destination country.
Certifying a copy is different from notarizing your signature on a document; we do both.
People often use “notarize” loosely, but there are two different services. A certified true copy confirms that a copy matches an original. A notarized signature confirms that a particular person, whose identity was checked, signed a document in front of the notary.
You may need signature notarization for powers of attorney used abroad, consent letters, invitation letters, real estate documents or sworn statements. We handle those too; see our pages on affidavits and statutory declarations, travel consent letters and letters of invitation.
If the instructions you received are unclear, bring them in. We will confirm which service you need before anything is signed or stamped.
FAQs
Can you certify a copy of a copy?
Generally, no. A notary certifies that a copy matches the original presented. If you only have a photocopy, we could at most certify that our copy matches that photocopy, which most organizations will not accept. Where possible, bring the original document or obtain a new original from the issuing body.
Do I need to attend, or can someone bring my documents?
Requirements vary. Many certified copy requests do not require the document owner to attend, but some organizations ask that the owner be identified. For identity documents such as passports, we generally prefer the owner to attend with the original. Check your instructions, or contact us before sending someone on your behalf.
Can you certify documents in other languages?
We can certify that a copy matches an original regardless of language, because we are comparing the documents rather than interpreting the words. The receiving organization may also require a certified translation into English or French. Translations should be done by a qualified translator, and we can commission the translator’s affidavit if needed.
How many copies can you certify in one appointment?
As many as you need. Each copy is compared and certified individually, so larger requests take a little longer. If you need a significant number of copies, or copies of long documents, mention it when you book so we can schedule enough time and keep your visit efficient.
Will my certified copy expire?
A certified copy does not usually carry an expiry date, but many organizations only accept copies certified within a recent period, such as the last few months. Check the requirements of the organization receiving your documents before certifying copies far in advance, so you do not have to repeat the process.
Can you certify a digital document or an email?
Only in limited cases, and many organizations will not accept a certified printout of an electronic document. The better approach is usually to obtain an official printed or electronically verifiable version from the issuing body. Ask the requesting organization what they accept, and we will advise on the best option for you.
This information is general and is not legal advice. For advice on your situation, book a consultation.
Further reading
Book a quick appointment and leave with certified copies ready to send.
or call 587-333-4358
