To inquire about the status of your documents, please call the Legalization Office at 202-485-8000 Monday to Friday from 9:00 a.m. to 12:00 p.m. and 1:00 p.m. to 3:00 p.m. You will also need another photo identification form, such as a passport or driver`s license. If the USCIS officer can confirm your citizenship status and identity, they can certify your copy. About the obligation The legalization of copying is fundamentally different from notarial acts concerning a signed document. They do not take an oath and do not accept recognition from anyone. Instead, you make or testify to the making of a photocopy of a document, or you compare a photocopy* with the original document and confirm or confirm (« confirm that you are correct ») that the photocopy is an authentic copy of the original.

(*NOTE: Only some states that allow legalization/legalization of copies allow the comparison method. These are only CA – POA, CO, ID, ME, MN, MO, MT, NH, ND, OK, PA, VT, WA, WV, WI, WY.) For important documents like a birth certificate, it`s best to keep the original securely in a locked box, or you can send a certified copy to anyone who needs it. A certified copy of a birth certificate is used as an original if you are applying for a passport, marriage certificate, driver`s licence, or if you need to present one of the « two forms of identification, » which is required by many regulations. If you wish to obtain certified copies of your naturalization certificate, you must submit the original documents. Present the original citizenship or naturalization certificate and a photocopy. This is what you can do to get a U.S. passport. As long as you can provide proof of your citizenship to the State Department, USCIS will not prohibit photocopying of certificates. For example, if one of your parents signs a power of attorney, they may have decided that you will be the one to handle all the matters – this means that you have been given authority. However, various documents are required for the power of attorney. It all depends on the company or bank and the policies it has.

Some of them may agree to a faxed copy. Others will be different and will require a certified copy instead. In addition to stamping original documents such as wills or deeds, notaries are often called upon to provide their document certification services. The American Society of Notaries prefers to call them « attestation documents »: the notary cannot confirm that the original document is authentic or legally binding; The notary can only ensure that the copy is identical. The process is simple: the notary compares the copy with the original and then attaches a notarized certificate attesting that the copy is correct and complete. A notary may only certify copies of powers of attorney in accordance with Article 4307 of the Succession Code and its notarial journal. (Sections 8205(a)(4), 8205(b)(1) and 8206(e)) of the Government Code) Step 3 – Make a copy of the document on white paper; Do not use colored paper. Do not make a color copy that looks like the original.

Use your copier`s default black and white setting. If the customer brings you the copy, check the copy carefully and compare it to the original to make sure the copy is a genuine copy. Step 4 – Use the right notarized certificate to make a certified copy. Or, if you prefer, use a stamp on the copy that contains your legal notarized confirmation word for this type of act. If you cannot use a stamp, you must attach a notarized certificate in bulk. If you are using a free certificate, be sure to add credentials to the end of a vague certificate that resembles the following: « Attached to (document name). Number of pages including this ____. Date of document, if applicable:____. Signatories, if applicable: _____ Step 5 – Complete certification. Step 6 – If your state requires you to keep a journal of notarial deeds, ask the clerk to sign the notary`s book after recording what was attached to the certificate, the number of pages, the date of the original, and the names of the signatories, if any.

Typical certified copy Certificate language As a general rule, states that allow notaries to make copies have a special certificate language specified in notarial manuals. The typical language of the certificate for certified true copies is shown below. Note that notaries in Florida « confirm » the accuracy of the copies. In addition, notaries in Florida must personally supervise the making of copies of originals. State __ County __ Certified true copies may be obtained from an official source other than a notary. [Signature and seal of the notary] Certificate Copy Tips TIP #1 – If a document you want to certify as an authentic copy is destined for another country for a lengthy process such as a foreign adoption, refuse to provide services if your notary commission is less than a year before expiration. Refer the client to another competent notary. TIP #2 – To learn more about certified copies, read this three-part article titled « Advanced Study of Certified Copies. » Part I, Part II, Part III Tell us what you think on Facebook! Medical records Medical records kept in a doctor`s office or hospital are not public records; Therefore, you are allowed to make certified true copies of the original documents. It may be preferable for the party to request copies from the doctor or hospital due to confidentiality concerns.

A notary clerk of the office could make the copies. Generally, certified true copies are required for judicial or official government purposes and, in some cases, even for commercial purposes. They are used to keep original documents, such as identification documents, while only a copy of these is given to meet certain requirements. Giving original identity documents would not be ideal. Notaries may also obtain a certified copy of a valid (unexpired) foreign passport or visa (issued by the U.S. Department of State) for official purposes, the most common being a non-resident alien`s application to the Internal Revenue Service (IRS) for a Unique Federal Tax Identification Number (ITIN). Non-resident aliens who have earned money in the United States must pay income tax before they can leave the country. To begin this process, the IRS requires the filing of a Form W-7 along with proof of the applicant`s identity. The only document the IRS accepts to prove both an applicant`s identity and foreign status is an unexpired foreign passport.

Visas are accepted in combination with other identification documents. For this reason, we say that notaries authorized by their state to make certified or certified true copies can make copies of valid foreign passports or visas valid for the IRS. All other requests for copies of these documents must be considered individually. Do not make a colour copy of a passport or visa. In California, a notary can only certify powers of attorney. So, if you can`t get the notary to certify your copy, you`ll have to look for other options, as it`s your responsibility to certify that copy. Do not make or witness the taking of a notarized or certified photocopy unless you are presented with an authentic original document.

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