When preparing an immigration case or other legal procedures in the United States, it is important to have your document copies properly notarized. Government agencies often request copies rather than originals — this speeds up review and allows you to keep your original documents with you. Improperly prepared copies can lead to delays or even rejection.
We have created a structured guide on how to successfully notarize document copies in the U.S.
Why is notarizing copies important?
By applying their stamp and signature, a notary confirms that a document copy fully corresponds to the original. In immigration processes, this reduces the risk of follow-up questions from USCIS officers, helps avoid additional requests for originals, and protects you from suspicions of fraud.
In which states may notaries certify copies?
Notary authority varies from state to state.
In most U.S. jurisdictions, notarization of copies is permitted. It is prohibited only in a few: New York, North Carolina, South Carolina, Ohio, Tennessee, Michigan, Mississippi, and Nebraska.
Before turning to a professional, we recommend checking your state’s Secretary of State website or contacting the Notary Commission directly. This will help you avoid unexpected refusals and save valuable time.
Which documents dannot be notarized?
Even in states where copy notarization is allowed, some documents remain off-limits:
- Birth, Marriage, and Death Certificates
— copies of these vital records must be issued exclusively by the Vital Records office. - Immigration Forms
— Certificates of Naturalization, Declarations of Intention, and other official immigration documents cannot be duplicated without legal authorization. Unauthorized copying may carry criminal penalties. - Court Documents and Public Filings
— in some states (for example, Rhode Island), certifying copies of any papers subject to official government recording is prohibited.
Additional requirements of certain states
Some states impose extra steps for notarization:
West Virginia
A notary must obtain a written, signed request from the client stating that the original cannot be obtained from the official custodian and that producing the copy does not violate state or federal law. The notary keeps this request alongside the copy in their journal.
California and Hawaii
California notaries may certify only copies of powers of attorney or, at the request of a court or the Secretary of State, entries from their journal. In Hawaii, notaries are permitted to certify only copies of their own journal entries.
What to do if copy notarization is prohibited in your state?
In states with a complete ban on copy notarization, an alternative exists: notarizing the signer’s statement of conformity instead of the copy itself:
- Client Drafts a Statement
“I, [Full Name], confirm that the attached copy fully corresponds to the original.” - Notary Notarizes the Signature
The notary applies a jurat to this statement (not to the document copy) and affixes their seal. - Submission
Submit the ordinary copy along with the notarized statement.
It is important to note that the notary performs this service only at the client’s explicit request and must not suggest it on their own initiative.
Don’t waste time or incur extra costs — entrust the notarization of your document copies to professionals.
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