What Is a Certified Notary Copy? How It Works & Why It's Ideal for Apostille Services

What Is a Certified Notary Copy?

Let’s clear this up once and for all because this part can be confusing (and let’s face it, government paperwork isn’t exactly known for being user-friendly).

A certified notary copy is a reproduction of an original document that’s been verified by a notary public as a true and accurate copy. It’s often used to prove the authenticity of a document in legal cases, academic settings, business transactions—and yes, even international matters like apostilles.

But here’s the thing: the notary is not saying the original document is legit. The notary is only confirming that the copy is an exact match to what was presented.

Here’s How It Works, Step-by-Step:

1. The custodian brings or sends the original
   That’s the person who has the original document in their possession—they’re called the custodian. And here’s the good news: if you're outside of Indiana but need an Indiana apostille, you don’t have to be local. You can email or ship your original to me and I’ll take care of the rest.
   

2. The notary compares both documents
   I’ll check the original and the copy side-by-side to make sure they’re identical—no missing pages, no funny business.
   

3. The notary certifies the copy
   Once everything matches, I complete a notarial certificate that says, “Yes, this is a true and accurate copy of the original.”
   

4. Signature and seal
   Then I sign it, stamp it, and boom—you’ve got yourself a certified notary copy ready to    go.
   
   

Why This Is Perfect for Apostilles

If you need a document apostilled for international use, having a certified notary copy can simplify the process—especially if the original is something you’d rather not risk mailing or handing off.

When you work with me, you can email or ship your documents, and I’ll handle everything from certification to apostille processing. Whether you’re across town or across the country, I’ve got you.

A Few Things to Keep in Mind…

Before you run off to your local notary (or call me to swing by same-day 😎), there are a few important things you need to know:

• Not every state allows notaries to certify copies
  Some states restrict or completely prohibit this. Always check your state’s laws—or better yet, let a notary who knows the rules guide you.
  

• We cannot certify public records
  That means no notarizing birth certificates, marriage licenses, or death certificates. Those must come directly from the issuing agency—like the county clerk, state health department, or court.
  

• We don’t verify the original
  I’m verifying that the copy matches the original presented. I’m not guaranteeing the contents of the original are accurate, legit, or enforceable—that’s not in a notary’s lane.
  

• Always consult state laws
  Notarial rules vary widely. If you’re not sure what your state allows, don’t guess. Reach out to a trusted notary (like yours truly), or check your Secretary of State’s notary handbook.
  
  

  Certified notary copies are a total game-changer for apostilles, remote clients, and anyone needing verified documents for official use. Whether you’re local to Indianapolis or managing things from another state (or even another country), I can help make the process smooth, fast, and stress-free.

Client Testimonials: Proof You’re in Good Hands

I take pride in handling your documents like they’re my own. Here’s what that experience looks like from the client’s side.

Aug 17, 2022

“PROFESSIONAL AND FAST!! I am so thankful we found Kerrie at Signature Move Notary Service! We didn’t realize my daughter needed an apostille to go out of the country until 4 days before she was leaving. Our local board of health said it would take 2 months to get one. Oh my gosh! I started googling and calling services to help. I talked to two other services who could not guarantee she would get the apostille in time. Dialed Signature Move Notary Service and she was on it immediately. To expedite things, I drove my daughter to Indy and gave Kerrie all the info she required. Within 2.5 hours she had everything we needed and met us where we were to deliver it to us. She was so professional and knowledgeable. I’m so thankful we found her! “ - Kristin Wood

Ready to Be the Next Success Story?

If you’re overwhelmed, unsure, or just need someone to handle it now, I’ve got you. Whether it’s a same-day notarization, an apostille across the country, or just figuring out what the heck you even need—let’s get it done today.

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Based in Indianapolis, serving all of Indiana (and beyond)
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Let’s turn your to-do list into “done.”