Understanding the Difference Between Notarized & Certified True Copies

Notarized documents and certified true copies are often confused. Here, we discuss the similarities and differences between certified true copies and notarized documents, within the context of translating official documents to another language.

If you want to learn more about certified translation services and what you need to know when translating notarized documents and certified true copies, keep reading!

What is a Notarized Document?

Notarized documents are official, original papers that’ve been signed in front of an authorized official, like a notary public. By attesting, signing and having a document sealed by notary, private and public institutions can ensure the validity and credibility of your documents.

Certified True Copy vs Notarized Document

Think of it this way. There will be moments when you must submit official documents for identification, such as a birth certificates or driver’s licenses. Instead of submitting the original document (which you need), you’d submit a certified true copy that a notary has verified. To get a certified true copy of an original document, you’ll bring a photocopy of your document and the original document to your notary appointment. Your notary will compare the two and certify the photocopy as a true copy for you to submit.

Why Should You Notarize a Document?

A notarized document is verified and authorized by a notary public, who witnesses, administers oaths, and signs these official documents. In Canada, documents may be notarized by a licensed notary public, lawyer or paralegal.

Fraud is unfortunately a common occurrence when it comes to submitting official documents. Therefore, notarized documents validate that applicants are who they say they are and are of sound mind when signing their document.

The usual documents that need notarization to make them authentic and legally binding are powers of attorney, affidavits, contracts, and deeds.

In Canada, the signer must be present in front of the notary public in person, and the notary will compare the original document to the copy. The signer then signs the document, and so does the notary. The notary also adds their notary seal to complete the process.

Notarizing and Certifying Copies of Translated Documents

The demand for translations has drastically increased over the years. Before we go into the details of certified translations, let’s first clarify some things about them. See some common misconceptions below:

 “A friend of mine is bilingual, so I can have them translate my certified documents.”

Depending on the country or region, certified translations can only come from accredited translators who’ve taken specific courses. The government of Canada, typically only accepts documents certified by an official translator. The following list of organizations can certify someone as an official translator, although this isn’t a complete list:

• International Organization for Standardization (ISO)
• The American Translators Association (ATA)
• Canadian Translators, Terminologists, and Interpreters Council (CTTIC)

In situations where the translation cannot be provided by a certified translator, you may need an affidavit swearing to the accuracy of the translation and the language proficiency of the translator.

“Automated translations are the same as certified translations.”

Currently, many courts and government bodies don’t accept automated translated content unless it has been post-edited by a certified translator. This is because several studies on machine translation have shown the generated content can be quite inaccurate. Due to this, automated translations aren’t accepted.

“Certified translations can only be valid in one country.”

According to the IRCC, Canada accepts documents in English and French, but if your documents are in another language, you’ll need them certified by a translator. The role of certified translation for certification and notarization is critical. Translation ensures that all parties understand and accept the contents of a document during notarization or when certifying true copies. Certified translations also ensure that the original document’s contents haven’t been altered during translation. 

Notarized Document vs. Certified True Copy

Notarized original documents and certified true copies are similar as they are both accepted as authentic documents. In some cases, specific agencies will require the submission of original documents rather than certified true copies. 

It’s important to do proper research before submitting your documents to ensure that they’re accepted. Most recipients will list document requirements online. However, you may want to get in touch with a representative to ensure that you’re following the correct process. When comparing notarized documents vs. certified true copies in terms of speed and cost, the processes are similar. All notarizations and certifying of true copies must be done in person in Ontario.

Conclusion

Certified true copies and notarized documents differ from one another in purpose, process, and cost. If you’re planning to work with certified translation service, it’s important to understand these differences. Not all certified translation agencies are CTTIC and ISO certified so its best to ask the agency you’re working with about specific requirements before translating your documents.

Author Bio

Tomedes is a language service provider that offers certified translation services to businesses and private clients internationally in over 120 languages. Its certified translators are accredited by the International Organization for Standardization (ISO) and American Translators Association (ATA).  It has written several articles on the role of the translation industry to help ensure official documents are accepted by public and private institutions worldwide. See Tomedes’ certified translation services page for more information.