Can I Apostille a Copy of My Document, or Does It Have to Be the Original?

One of the most common apostille questions is whether the original document must be submitted—or whether a photocopy will work.

The answer depends on the type of document, who issued it, and the requirements of the state or federal agency processing the apostille. Some documents require an original signature, while others must be submitted as certified copies issued by the official records custodian.

What Is a Certified Copy?

A certified copy is not simply a photocopy.

It is a copy issued or certified by the government agency, court, school, or other authorized records custodian that maintains the original record. It usually includes an official signature, seal, stamp, or certification confirming that it is a true copy of the record on file.

In some circumstances, a notary may certify a copy or notarize a document custodian’s statement regarding a copy. However, this is not permitted for every type of document, and the rules vary by state.

Documents That Usually Require a Certified Copy

Vital records generally require a recently issued certified copy from the appropriate government agency. These may include:

• Birth certificates

• Death certificates

• Marriage certificates

• Divorce decrees

• Court orders

• Adoption records

  
  

A hospital keepsake certificate, plain photocopy, or downloaded court document may not qualify—even if the information is accurate.

The certified copy must ordinarily come from the agency that maintains the record. For example, a birth certificate may need to come from the state or county vital records office, while a court document may need to be certified by the clerk of court.

Documents That Usually Require an Original Signature

Privately executed documents generally must contain an original signature and a properly completed notarization before they can receive an apostille. Examples may include:

• Powers of attorney

• Affidavits

• Consent letters

• Authorization forms

• Corporate documents

• Contracts

• Single-status statements

• Letters intended for use overseas

Submitting a photocopy of an already notarized document usually is not sufficient. The apostille authority must be able to authenticate the notary’s original or otherwise legally valid signature and seal.

For documents completed through remote online notarization, the official electronically signed and tamper-evident PDF may be the original document. Printing that PDF does not necessarily convert it into an original paper document, so the correct submission method should be confirmed before printing or altering the file.

What About Diplomas and Transcripts?

Educational documents often have special requirements.

Depending on the issuing state, a diploma or transcript may need to be:

• Issued as an official certified copy by the school;

• Signed by a school registrar or other authorized official;

• Accompanied by a notarized statement from the school; or

• Certified through an additional county or state-level process.

A student’s ordinary photocopy of a diploma may not be acceptable unless the appropriate copy-certification procedure is available and permitted.

Can a Notary Certify My Photocopy?

Possibly—but not always.

Notary copy-certification laws vary considerably. Some states allow notaries to certify copies of certain documents. Other states permit a document custodian to make a written statement that the copy is true and correct, with the notary only notarizing the custodian’s signature.

Certain records should not be handled this way when certified copies are available from the official records custodian. These commonly include birth, death, and marriage certificates.

A notarized photocopy and a government-issued certified copy are not interchangeable.

Does an Apostille Verify the Entire Document?

No. An apostille does not certify that every statement in the document is true. It authenticates the public official’s signature, authority, and seal so the document can be recognized in another country participating in the Hague Apostille Convention.

That is why the document must first be prepared correctly. If the underlying signature or certification cannot be authenticated, the apostille request may be rejected.

Before Mailing Your Original Document

Do not send an irreplaceable original until the requirements have been reviewed.

The proper process can depend on:

• The type of document;

• The state or federal agency that issued it;

• Where the document was notarized;

• The country where it will be used; and

• Any instructions provided by the receiving authority.

Whenever possible, have a scan reviewed first. This can help identify whether you have an acceptable original, need to order a certified copy, or must complete an additional notarization or certification step.

Need Help Determining What to Submit?

Notary by Divine provides nationwide apostille facilitation and can review your document before you mail it. We will help determine whether your document requires an original, an official certified copy, or another form of certification—and explain the next steps before the apostille process begins.

Contact Notary by Divine for assistance preparing your documents for international use.