In the United States, the people legally authorized to certify documents include notaries public, government clerks who hold the original record, bank officers for certain Treasury matters, licensed attorneys and CPAs within their professional scope, and U.S. consular officers for Americans overseas. Which one you need depends on what the document is and who will accept it on the other end.
Notaries Public
A notary public is the default option for most everyday certifications. State governments commission notaries to witness signatures, administer oaths, and, in most states, certify that a photocopy matches an original.
A handful of states do not allow their notaries to certify copies at all. Residents of Michigan, Mississippi, Nebraska, New York, North Carolina, Ohio, South Carolina, and Tennessee need to use a workaround (covered below) or a different type of certifier.
Fees are capped by state law and tend to be modest. A single notarial act runs as low as $2 in Georgia and reaches $15 or more in states like California and Nevada. Remote online notarization, now authorized in over 45 states and the District of Columbia, sometimes carries a higher maximum fee than in-person service.
Government Clerks and Vital Records Offices
Court clerks, county registrars, and other government officials can certify copies of records held in their own offices, and only those records. A clerk of court can certify a divorce decree or judgment on file with the court. A vital records office is the only authority that can issue a certified copy of a birth, death, or marriage certificate.
This is the point most people get wrong. A notary cannot certify a birth certificate, and most states explicitly prohibit it. If you need a certified vital record, contact the vital records office in the state where the event occurred. For a court record, go to the clerk of the court that issued it.
Bank Officers
Bank officers have a narrow but important certification role. Under federal regulation, any officer of a bank incorporated in the United States, or an employee the bank expressly authorizes, can certify signatures and requests related to U.S. Treasury securities, including savings bonds. The certification has to carry the institution’s corporate stamp or paying agent’s stamp.1eCFR. 31 CFR 315.55 – Individuals Authorized to Certify
A Medallion Signature Guarantee is a related but separate process used when you transfer or sell stocks, mutual fund shares, or similar securities. It is not a notarial act. A notary cannot provide one. The guarantee is the institution’s assurance that your signature is genuine, and the institution takes on liability for any forgery. Only banks, credit unions, and broker-dealers participating in one of the three recognized Medallion programs can issue these guarantees, and you generally need to be an existing customer.2Investor.gov. Medallion Signature Guarantees: Preventing the Unauthorized Transfer of Securities
Attorneys and CPAs
Attorneys can certify documents in certain legal contexts, especially copies of records submitted to courts or government agencies. As officers of the court, their certification carries weight with many domestic institutions, though the scope varies by jurisdiction.
Certified Public Accountants certify financial documents within their professional scope, such as financial statements and tax-related records. Neither profession has blanket authority to certify any document the way a notary does. Their power to certify flows from their license and from the specific context they are acting in.
U.S. Consular Officers Abroad
If you are outside the United States, U.S. embassies and consulates provide notarial services similar to a domestic notary public. Consular officers can witness signatures and certify documents. In countries that do not belong to the Hague Apostille Convention, they can also authenticate documents for use in foreign legal systems.3Travel.State.Gov. Notarial and Authentication Services at U.S. Embassies and Consulates
You have to appear in person so the officer can verify your identity and inspect the document. Do not sign anything beforehand. The fee is $50 for each consular seal, payable the day of your appointment.3Travel.State.Gov. Notarial and Authentication Services at U.S. Embassies and Consulates
Copy Certification by Document Custodian
In states that prohibit notaries from certifying copies directly, there is usually a workaround. You, as the person holding the original, sign a written statement swearing the copy is a true and accurate reproduction. A notary then notarizes your signature on that sworn statement. The notary is vouching for your identity and signature, not for the accuracy of the copy itself, but the practical result is similar.
Confirm with the receiving institution that it will accept this method before relying on it. Some agencies want a specific certification format and will reject anything else.
Remote Online Notarization
Over 45 states and the District of Columbia have authorized remote online notarization, which lets a notary perform notarial acts over a live audio-video connection. It is useful when distance, disability, or scheduling makes an in-person visit difficult. Identity is verified through knowledge-based authentication questions or credential analysis, and the session is recorded.
Not every notarial act is available remotely in every state, and some receiving institutions still require traditional in-person notarization. Check your state’s rules and the receiving party’s requirements before you book a session.
Documents Headed Overseas Need More Than Certification
A certified copy alone is often not enough for use in another country. Which extra step applies depends on whether the destination belongs to the Hague Apostille Convention.
For the more than 120 countries that participate in the Convention, a single certificate called an apostille replaces the older multi-step legalization process.4HCCH. Apostille Section – HCCH A notary or official certifies the copy first, then a higher authority issues the apostille to verify the certifier was properly commissioned. State-issued documents get an apostille from that state’s secretary of state. Federal documents go through the U.S. Department of State Office of Authentications.5USAGov. Authenticate an Official Document for Use Outside the U.S. The federal fee is $20 per document.6Travel.State.Gov. Requesting Authentication Services
If the destination country is not a Hague member, you need an authentication certificate instead of an apostille, and you may still have to take the document to that country’s embassy or consulate afterward for legalization. The Office of Authentications issues the federal authentication certificate.7Travel.State.Gov. Office of Authentications Plan for extra time and fees in either case.
How to Choose
Match the certifier to the document. For a birth, death, or marriage certificate, order a certified copy from the vital records office. For a court order or judgment, go to the court clerk. For a savings bond or Treasury form, see a bank officer. For a contract, diploma, passport copy, or similar private document, use a notary public, or a document custodian affidavit if your state bars notaries from copy certification. For anything you plan to use abroad, start with the right certifier, then add an apostille or authentication on top.
One habit saves repeat trips: call the institution that will receive the certified copy before your appointment. Ask what certification language they require and whether they accept remote online notarization or custodian affidavits. Bringing the exact wording they want to your certifier is faster than redoing the whole process.