Diplomas & transcripts
Send a copy of your diploma or transcript to a foreign employer, school, or licensing board when the original cannot be released or risked in international mail.
Document copy
Copy Certification Apostille
Notarize and apostille California copy certifications by document custodian — diplomas, passports, IDs, and other non-recordable documents — when the original cannot be sent abroad.
- Diplomas, transcripts, IDs & passports
- Document custodian copy certification
- California notarization & apostille
California notaries cannot certify copies of vital records (birth, death, marriage, divorce certificates) — those must come certified from the issuing state agency. We can certify copies of non-recordable documents (diplomas, IDs, passports, personal records) when you, the document custodian, present the original and the copy together for comparison.
What this page covers
Copy Certification Apostille, end to end.
When you need to send a copy of a diploma, passport, ID, or other personal document abroad — but cannot risk sending the original — a California copy certification by document custodian is the answer. You bring the original and a copy. We compare them, you sign a declaration that the copy is true and accurate, and we notarize. Then we route the certified copy through the California Secretary of State for apostille so it’s accepted overseas.
Common reasons people need this
When a copy certification apostille is required.
ID & passport copies
Provide certified copies of your passport or driver’s license to foreign banks, embassies, or property registries that require ID copies but cannot accept plain photocopies.
Personal records
Certified copies of military discharge papers, professional licenses, insurance policies, or other personal documents used for foreign employment, retirement, or insurance claims.
Non-recordable documents
Any document not issued by a U.S. or state government office that needs a certified true copy for overseas use — we confirm the document is eligible before notarization.
How it works
Three steps from photo to apostille.
Bring original & copy to the appointment
You, as the document custodian, must bring both the original document and a clean copy. We compare them side by side before notarization.
Sign the copy certification declaration
You sign a notarized declaration stating you are the custodian of the original, the copy is a true and accurate reproduction, and you are providing the copy for use abroad.
Route through the Secretary of State
We submit the notarized copy certification to the California Secretary of State for apostille and ship the apostilled certified copy back to you.
What will and won't be accepted
Accepted & rejected copy certification copies.
Will be accepted
- You (the document custodian) present with original and copy
- Original document in good condition for side-by-side comparison
- Current government-issued photo ID
- Non-recordable documents (diplomas, IDs, passports, personal records)
- Clean, complete copies (front and back where applicable)
Will be rejected
- Vital records (birth, death, marriage, divorce — must come from state)
- Court-issued documents (must come certified from court)
- Documents you don’t legally have custody of (e.g., someone else’s passport)
- Damaged or illegible originals
- Copies that don’t match the original (alterations, missing pages)
Realistic timelines
Copy Certification apostille processing time.
California copy certifications
- Same-day mobile notarization in Los Angeles County
- California Secretary of State apostille: typically 2–5 business days
- Total turnaround for in-state copy certifications: usually within one week
Other U.S. states
- Vital records must be ordered certified from the issuing state (separate timeline)
- Court records must be ordered certified from the issuing court
- Non-Hague destinations may require consular legalization after apostille
Before you contact us
Have these ready for a clear apostille plan.
Copy Certification apostille checklist
- Original document (clean, complete, not damaged)
- Clear copy of the original (front and back as needed)
- Current government-issued photo ID
- Confirmation the document is non-recordable (not a vital record)
- Destination country and receiving agency confirmed
- Return shipping address
Good to know
- California Government Code §8205(a)(13) authorizes notaries to certify copies by document custodian for non-recordable documents only.
- If you need a certified copy of a vital record, order it directly from the issuing state’s vital records office — we cannot certify those.
- If the destination requires a school-issued sealed transcript (not a notarized copy), check with the school registrar before scheduling notarization.
Copy Certification Apostille FAQ
Frequently asked questions.
What documents can a California notary certify copies of?
Non-recordable documents only — diplomas, transcripts, professional licenses, passports, military records, insurance policies, and similar private documents where you are the legal custodian. We cannot certify copies of vital records or court documents.
Why can’t a notary certify a copy of my birth certificate?
California law restricts copy certification to non-recordable documents. Vital records (birth, death, marriage, divorce certificates) must be obtained as certified copies directly from the state’s vital records office or county clerk.
Do I have to be the original document’s owner?
Yes — you must be the custodian, meaning you legally hold or possess the original. You cannot bring in someone else’s passport, diploma, or personal records for certification unless you have documented authority.
Can I get my passport copy certified for use abroad?
Yes. Passport copy certification is one of the most common requests. We compare your original passport to your copy, you sign the certification, and we apply the apostille so foreign banks, embassies, and registries accept the copy.
Will the receiving country accept a notarized copy instead of the original?
Usually yes, especially for diplomas, IDs, and personal records when accompanied by an apostille. Some institutions require the original — confirm with the receiving party before scheduling notarization.
Can you apostille a school-issued sealed transcript?
Yes, but that’s a different path — sealed transcripts already carry the school’s certification, so they may not need copy certification. See our school documents apostille page for details on academic records.
Other notarized documents