What to Know When Requesting a Certified Copy

There are many professional, academic, and legal situations where you may be asked to provide a certified copy of a document rather than surrendering the document itself.  

In Pennsylvania, a notary public is authorized to perform a copy certification, which is a formal declaration stating that a reproduction is an exact, complete, and unaltered copy of the original. Understanding how this process works and which documents are eligible under the latest Pennsylvania standards helps you navigate your administrative tasks smoothly.

Also, you will want to confirm that the receiving organization accepts a notary-certified copy before paying for the service. 

Don’t Let the Wrong Copy Hold Up Your Application

Bring us the document, and we’ll help you leave with a properly certified copy that’s ready for the next step.

Provide the Record and Copy for Comparison 

To certify a copy, the notary must compare it with the record presented and confirm that the copy is complete and accurate. You may bring a copy with you, or our Lebanon County office can make one for you. Sonrise performs copy-certification services in person so the notary can carefully examine both the record and the copy before completing the notarial certificate. 

Confirm Your Document is Eligible for Certification

Important Disclaimer: A notary public is not an attorney. A notary cannot provide legal advice, determine the legal eligibility of your document for a specific transaction, or guarantee that a third-party organization will accept a certified copy. For legal questions regarding your documents, please consult a licensed attorney.

Under Pennsylvania regulations, a notary public is authorized to certify that a copy of a record is a complete and accurate reproduction of an original. The state explicitly permits copy certification for public records, alongside personal identification credentials (such as passports and driver’s licenses), academic transcripts and diplomas, private contracts, leases, bills of sale, powers of attorney, and medical records, consents, or waivers.

Conversely, Pennsylvania notaries are strictly prohibited from certifying copies of certain restricted or secure documents. These exclusions are limited to vital records (specifically birth and death certificates), United States Naturalization Certificates, any government-issued record that explicitly states “do not copy,” “illegal to copy,” or similar protective wording on its face, or any other record that is prohibited by law from being copied or certified.

Receive the Certified Copy Bearing the Certificate and Stamp

After confirming that the copy is a complete and accurate reproduction of the record presented, the notary will complete an appropriate notarial certificate. The certificate may appear directly on the copy or on a separate page securely attached to it. It will identify the notarial act and include required information such as the date, the state and county where the certification was performed, the notary’s signature, commission expiration date, and official stamp.

Pennsylvania permits a notary to charge up to $5 per certified copy. If fees are charged, you will receive an itemized receipt showing the notarial fee and any separate copying or administrative charges. Notaries newly appointed or reappointed on or after March 28, 2026 must use the updated stamp format, which includes the notary’s seven-digit commission number.