Florida Notary Copy Certification: What You Need to Know

Florida Notary Copy Certification: What You Need to Know

When it comes to validating the authenticity of important documents, a certified copy can be just as valuable as the original—especially when notarized. In Florida, notaries public are authorized to perform a notarial act known as “copy certification.” This service confirms that a photocopy is a true and accurate reproduction of an original document.

In this article, Prime Notary, Inc. breaks down what copy certification means, when it’s needed, and the specific rules Florida notaries must follow.

What Is a Copy Certification?

A copy certification is a notarized statement that verifies a photocopy is a complete and true representation of the original document. The notary public does not validate the contents of the document—only that the copy matches the original provided at the time of notarization.

This service is often used in both personal and professional contexts where original documents must remain in the owner’s possession but a validated copy is required by a third party.

When Do You Need a Notarized Copy Certification?

Certified copies are often required when the original document cannot be relinquished, but the information needs to be formally submitted. Common examples include:

• Identification Documents: Passports, driver’s licenses, or government-issued ID cards

• Educational Records: Diplomas, transcripts, or certificates

• Transactional Documents: Bills of sale, Utility Bill, business contracts, or signed agreements

Before proceeding, always check with the requesting agency or institution to confirm that they accept notarized certified copies.

Florida’s Unique Rules for Notary Copy Certifications

While copy certification is common across many states, Florida imposes specific regulations that both notaries and clients must understand:

❌ Florida Notaries Cannot Certify:

• Public Records: Birth certificates, marriage licenses, and property deeds cannot be certified by a Florida notary if a certified copy is available from the official issuing agency.

• Foreign or Out-of-State Documents: Florida notaries may only certify documents that were originally created or executed in Florida.

✅ Florida Notaries Can Certify:

• Photographs: Florida law allows notaries to certify the content of a photograph.

• Private Documents: Documents not classified as public records and which originate in Florida.

How to Complete a Copy Certification in Florida

If you’re a document holder seeking to obtain a certified copy, here’s what to expect during the notarization process:

1. Present the Original Document:
   The original document must be presented to the notary. Copies alone are not sufficient.

2. Create an Exact Copy:
   Either the notary or the document holder must produce an exact photocopy of the original.

3. Complete the Certification Statement:
   The notary includes a certification statement such as:
   “I certify that this is a true and correct copy of a document in the possession of [Document Custodian’s Name].”

4. Affix Seal and Signature:
   The notary finalizes the process by signing and stamping the certified copy.

Downloadable Copy Certification Form

To streamline the process, Prime Notary, Inc. provides a downloadable Florida-compliant Copy Certification Form. This form includes the standard certification language and space for notarial completion.

Additional Tips for Clients

• Plan Ahead: Some documents require pre-approval by the receiving agency.

• Bring Valid ID: Ensure the document custodian has government-issued identification.

• Consult When in Doubt: If you’re unsure whether your document qualifies for certification, contact Prime Notary, Inc. or legal counsel.

Book a Mobile Notary for Copy Certification

Prime Notary, Inc. offers mobile notary services throughout Florida, making certified copy notarization more convenient than ever. We can also assist with printing, preparation, and filing of your documents.

📞 Call us today at 1-866-788-0030 to schedule a certified copy notarization at your home, office, or preferred location.

Need it notarized fast? Trust Prime Notary to deliver accurate, secure, and Florida-compliant notarizations—every time.