Understanding the Difference Between Notarized & Certified True Copies

Notarized documents and certified true copies documents are often confused.

Because of this, we decided to discuss the similarities and differences between certified true copies and notarized documents, especially when you’re translating official documents for another country.

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

Notarizing Documents: What it Means to Notarize a Document

So before anything, let’s answer: “What is a notarized document?”

Notarized documents are official and original papers that have been signed before 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.

What about certified true copies? Are there any differences between certified true copies and notarized documents?  

Think of it this way. There will be moments when you must submit official documents for identification, such as birth certificates and driver’s licenses. Instead of submitting the original document, you will give the certified true copy that a government office or 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, then your notary will compare the two and certify the photocopy 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 notaized by a licensed notary public, lawyer or paralegal.

Fraud is unfortunately a common occurrence when it comes to submitting official documents. For this reason, notarized documents validate that applicants are whom they say they are and are of sound mind when signing the document.

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

There are online notary services to notarize your documents. However, each country and region has its own regulations or procedures for notarizing documents.

In Canada, for example, the signer must be present in front of the notary public either in person or by video to provide their identification, and sign the document in the notary’s presence. The notary official verifies the signer’s identity. The individual then signs the document, followed by the notary’s signature and seal which completes the notarization.

The Role of Translation in Document Certification & Notarization

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 it. We have listed some of the 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 have taken courses and tests. In the US and Canada, only those who have the American Translators Association (ATA) Certification and the Canadian Translators, Terminologists, and Interpreters Council (CTTIC) Certification can provide certified translation services.

Translators can also apply for certification for International Organization for Standardization (ISO) and get ISO 17100, which ensures quality translation services.

“You need original documents for certified translations.”

You don’t need to provide translators with your original document. You can certify a true copy digitally, and then they will translate it accordingly.

“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 certified translators. This is because several studies on machine translation have shown the generated content can be quite inaccurate. Due to this, automated translations can’t be accepted as those made by certified translators.

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

According to the IRCC, Canada accepts English and French if you’re original documents are in another language. But you will need certified translation if your papers aren’t in the mentioned languages. This is because certified translated documents can be accepted anywhere. 

The role of certified translation for certification and notarization is critical. The translation is vital as it ensures that all parties understand and accept the content as it has undergoes the notarization and certification process. Certified translations also ensure that the original content’s text has been translated with no changes. 

Making the Right Choice: Notarized Document vs. Certified True Copy

Notarized original documents and certified true copies are similar as they are both generally 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 important documents to ensure that they’re accepted. Most recipients will have document requirements listed online, but you may have to get in touch with a representative to ensure that you’re following the correct processes.When comparing notarized vs. certified true copies documents in terms of speed and cost, the process is very similar. Depending on the format of your original document, you may require an in-person notary appointment to certify a true copy.

Conclusion

Certified true copies documents and notarized documents differ from one another in purpose, process, and cost.

Due to this, if you are planning to work with certified translation services to have your documents in another language, you must understand these differences to maximize what you can get from this type of service. Not all certified translation agencies are CTTIC and ISO certified so you must inquire about this before translating your documents.

Author Bio

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