Certified True Copies in Ontario: Who Can Certify and What to Bring
Banks, schools, employers and government offices often ask for a certified true copy of an identity document, a diploma or a letter. It is a photocopy that a qualified person has checked against the original and signed to say so.
- A person certifies that a copy is a true copy of an original they have seen. The copy is only as good as the original they were shown.
- In Ontario, lawyers, notaries public and commissioners for taking affidavits can generally certify copies.
- Bring the original and a copy, and your own identification. Do not sign or mark anything beforehand.
- For use outside Canada, a notary public is usually needed, sometimes with an apostille or further authentication.
What a certification says
The person writes on the copy that they have compared it with the original and that it is a true copy, then dates and signs it, and adds their name, title and licence or commission details, and often a stamp. The exact wording can vary, so check what the organization asking for it requires.
Who can do it
- Lawyers and notaries public.
- Commissioners for taking affidavits, including licensed paralegals acting in that role.
- Some organizations name particular people they accept, such as a professional or a government official. Ask before you go.
- A friend, relative or the person who made the copy cannot usually certify it for official purposes.
What to bring
- The original document, not a copy of a copy.
- A clear copy, or ask the person certifying to make one.
- Photo identification, so the person knows who is asking.
- A note of the exact wording the receiving organization needs, if it gave one.
Things that can go wrong
- A copy of a copy cannot be certified as a true copy of the original.
- A document that is not the original, or is damaged or altered, may be refused.
- Some documents have rules about copying. If in doubt, ask the issuing office.
- The certifier is not confirming that the document is genuine or the facts in it are true, only that the copy matches what they were shown.
For use outside Canada
A foreign authority may want a notarized copy, a translation or an apostille from Global Affairs Canada or the province, depending on the country. See the guides on notarizing documents for use abroad and on apostilles.
Common questions
Can you certify a copy of a document I only have on my phone?
A certifier needs to see the original. Electronic documents have separate rules, and whether a certification is accepted depends on who is asking.
Is a certified copy the same as notarized?
Not exactly. A notary public can certify a copy and, for use abroad, the notarization is often what is required. For local use a commissioner may be enough.
Who can help. Licensed paralegals who are commissioners for taking affidavits can certify copies and take affidavits and statutory declarations.
This guide is general information for people in Ontario, not legal advice. Rules, forms and deadlines change, and every situation is different. Check the current rule or speak to a licensed legal professional before you act.
Not sure where you stand? A licensed paralegal can look at your documents and tell you your options.
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