What is a certified true copy?

A certified true copy is a photocopy of an original document that a notary public has examined and certified as a true and accurate reproduction of the original. A certified true copy is required when an institution — such as a government agency, foreign authority, university, bank, or regulator — needs proof that a copy matches the original without requiring the holder to surrender the original document itself. Common examples include certified true copies of passports, driver’s licenses, diplomas, transcripts, corporate records, and birth certificates. In Alberta, certified true copies must be issued by a notary public, and the certification only confirms that the copy matches the original — not that the contents of the original are accurate or legally valid.

When you should consider getting a certified true copy

A third party requires one. Banks, foreign consulates, immigration authorities, universities, professional regulators, and government agencies frequently require certified true copies of supporting documents. A photocopy alone is not enough — the receiving institution wants assurance from a notary public that the copy is genuine.

You cannot surrender the original. Some original documents — such as passports, citizenship cards, permanent resident cards, and original diplomas — cannot or should not be surrendered to a third party. A certified true copy allows you to provide the necessary documentation while keeping the original in your possession.

You are submitting documents abroad. International applications for immigration, education, employment, or business registration almost always require certified true copies of supporting documents. Documents intended for use in another country may also require an apostille in addition to the notary’s certification.

You are filing corporate or regulatory documents. Businesses are often required to submit certified true copies of incorporation documents, share certificates, board resolutions, and other corporate records to regulators, financial institutions, and counterparties in commercial transactions.

Relevant laws and regulations

Notaries and Commissioners Act, SA 2013, c N-5.5. Alberta’s primary legislation governing notaries public. The Act gives notaries public the authority to certify and attest copies of documents as true copies of the originals, sets out the form of notarial certificates, and identifies who is authorized to act as a notary public in the province.

Alberta Evidence Act, RSA 2000, c A-18. Alberta’s provincial evidence legislation. The Act addresses the admissibility of documentary evidence in Alberta proceedings, including the circumstances in which a certified copy of a document may be admitted in place of the original.

Common legal issues

Confusing a certified true copy with notarization of a signature. A certified true copy and a notarized signature are two different services. Certifying a true copy means the notary has compared the copy to the original and confirmed they match. Notarizing a signature means the notary has witnessed someone signing a document. Asking for the wrong service can result in the document being rejected by the receiving party.

Not bringing the original document. A notary public cannot certify a copy as a true copy without first examining the original. Bringing only a photocopy, a scan, or a digital image is insufficient — the notary must have the physical original in front of them to make the comparison and apply their certification.

Using an unauthorized person to certify the copy. In Alberta, the power to certify true copies is given to notaries public under the Notaries and Commissioners Act. Commissioners for oaths have more limited authority and generally cannot issue certified true copies in the same form. A copy certified by an unauthorized person may be rejected by the receiving institution.

Failing to obtain an apostille for international use. Since 2024, Canada has been a member of the Hague Apostille Convention. A certified true copy intended for use in another member country generally requires an apostille issued by Alberta’s competent authority in addition to the notary’s certification. Sending a certified true copy abroad without an apostille often results in the document being rejected.

Misunderstanding what the certification covers. A certified true copy only confirms that the copy is identical to the original document the notary examined. It does not certify that the contents of the original are accurate, that the original is authentic, or that the original itself is legally valid. This distinction matters when the receiving party is relying on the certification for evidentiary purposes.

Frequently asked questions

What does a certified true copy actually certify? A certified true copy certifies that the photocopy is an exact reproduction of the original document the notary public examined. It does not certify that the contents of the original document are accurate, that the original is genuine, or that the original is legally valid — only that the copy faithfully reproduces what the notary saw.

Who can issue a certified true copy in Alberta? In Alberta, certified true copies must be issued by a notary public. All practicing lawyers in Alberta are notaries public and can certify true copies. Commissioners for oaths in Alberta have more limited authority and generally cannot issue certified true copies.

Do I need to bring the original document? Yes. The notary public must examine the physical original in order to compare it to the copy and certify that the two match. A scan, photograph, or photocopy is not sufficient — the notary must have the original in hand at the time of certification.

Can a certified true copy be used in another country? Often, yes — but additional steps may be required. If the destination country is a member of the Hague Apostille Convention, the certified true copy will generally need an apostille issued by Alberta’s competent authority. Always check with the receiving party in the destination country to confirm what is required.

How long is a certified true copy valid? A certified true copy does not have a fixed expiration date, but many institutions will only accept certified true copies that have been issued within a recent timeframe — often three to six months. The notary’s certification reflects the state of the original document on the date the copy was made.