General Mobile Notary

Copy Certification By Document Custodian In Los Angeles

When an organization asks for a certified copy of a document, California law often prevents the notary from certifying the copy directly. Copy certification by document custodian is a workaround: you swear that the copy is true and correct, and the notary notarizes your sworn statement.

Book A Copy Certification Appointment Call or Text (213) 933-2507
Understanding The Process

What Is Copy Certification By Document Custodian?

In California, a notary is usually not allowed to certify copies of documents directly. Instead, the person who holds the original document signs a sworn statement that the copy is accurate, and the notary notarizes that statement with a jurat.

How It Differs From A Certified Copy

  • With a traditional certified copy, the notary personally certifies that the copy matches the original.
  • With copy certification by document custodian, the notary does not certify the copy.
  • Instead, the document custodian signs a statement that the copy is true, correct, and complete.
  • The notary notarizes the custodian's signature on that statement using a jurat.

Why It Is Used In California

  • California notaries can directly certify copies of very few documents (mainly powers of attorney).
  • For most other documents, state law does not allow the notary to certify the copy.
  • Copy certification by document custodian is a widely used alternative that stays within California law while still providing a sworn statement about the copy.
  • Many banks, employers, schools, and foreign authorities accept this method, but you should always confirm with the requesting party.
Common Documents

Documents Commonly Handled With Copy Certification By Document Custodian

This method is often used when you need to provide a copy of an important document but cannot obtain an official certified copy from the issuing agency, or when the organization simply asks for a "certified copy" and accepts this alternative.

Frequently Requested Copies

  • Passports and driver licenses (for employers, banks, or foreign authorities).
  • State ID cards, immigration documents, and residency cards.
  • Diplomas, transcripts, and school records when the school will not issue a new certified copy in time.
  • Professional licenses, certifications, and membership cards.
  • Business documents such as contracts, invoices, and corporate records.

Important Limitations

  • Not suitable for vital records such as birth, marriage, or death certificates. Those must come from the issuing agency.
  • Not suitable for court-certified copies or other official public records where the agency must provide its own certified copy.
  • Always check with the requesting party to confirm they will accept copy certification by document custodian.
How It Works

How Copy Certification By Document Custodian Works In Practice

At Your Appointment

  1. You, as the document custodian, bring the original document and the copy (or we can make the copy on-site).
  2. The notary provides or attaches a "Copy Certification by Document Custodian" statement, or you bring one provided by your organization.
  3. You carefully compare the copy to the original and confirm that it is true, correct, and complete.
  4. You sign the statement in front of the notary.
  5. The notary administers an oath or affirmation and completes a jurat notarization on the statement.

What The Notary Does And Does Not Do

  • The notary verifies your identity and witnesses you sign the statement.
  • The notary administers an oath or affirmation and completes the jurat certificate.
  • The notary does not certify the copy directly or guarantee the contents of the underlying document.
  • The notary does not decide whether this method will be accepted by the organization that requested the copy.

Note: If the requesting party specifically asks for an official certified copy from the issuing agency, a copy certification by document custodian will not replace that. It is most useful when they are willing to accept a sworn statement about the copy instead.

Before Your Appointment

What To Have Ready For Copy Certification By Document Custodian

Documents And Information

  • Valid, current government issued photo ID for the document custodian.
  • The original document that you are copying.
  • The copy of the document, if already prepared. If not, we can make a copy on-site if practical.
  • Any specific wording or forms provided by the organization that requested the copy.

If You Need Help With The Statement

  • We can provide a standard California "Copy Certification by Document Custodian" format commonly used by notaries.
  • You can also bring your own statement from your attorney or the requesting organization.
  • You are responsible for confirming that the wording meets the requirements of the institution receiving the document.
International Use

Apostille For Copy Certification By Document Custodian

When You Might Need An Apostille

  • A foreign school, employer, or government office asks for a "certified copy" of a document.
  • You are submitting copies of passports, IDs, or diplomas to a consulate or foreign authority.
  • The destination country is part of the Hague Apostille Convention and requires an apostille on the notarized statement.

How We Can Help

  • We notarize your copy certification by document custodian correctly for international use.
  • We can then submit the notarized statement for apostille or full consular legalization if required.
  • Many apostilles can be processed on a same or next business day basis.
  • Learn more on our apostille services page.
Related Documents

Other Documents We Commonly Notarize With Copy Certifications

Power Of Attorney (POA)

California notaries can directly certify copies of powers of attorney. We also handle notarization of the original POA.
Book Appointment
Name Change And Same-Name Affidavit

Sworn statements that connect different name variations, often used alongside ID copy certifications.
Book Appointment
General Affidavit Or Sworn Statement

Additional sworn statements that may be required by schools, employers, or foreign authorities.
Book Appointment
View All General Notary Documents

See the full list of everyday documents we notarize across Los Angeles.
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Frequently Asked Questions

Copy Certification By Document Custodian FAQ

What is copy certification by document custodian?

It is a process where the holder of the original document signs a sworn statement that a copy is true, correct, and complete, and the notary notarizes that statement with a jurat. The notary does not certify the copy directly.

Why is this method used in California?

California law heavily limits when notaries can directly certify copies. For most documents, the notary may not certify the copy. Copy certification by document custodian provides an alternative that keeps the notary within the law while still giving you a sworn statement about the copy.

What documents can I use this for?

Common examples include copies of passports, driver licenses, ID cards, diplomas, school records, professional licenses, and many other personal or business documents, as long as the requesting party is willing to accept a custodian certification.

What documents are not appropriate for this?

Vital records such as birth, marriage, and death certificates, and many court or public records, must come from the issuing agency. Those agencies provide their own certified copies and do not accept substitute certifications.

What type of notarization is used?

Copy certification by document custodian uses a jurat. You sign a statement about the copy, the notary administers an oath or affirmation, and then notarizes your signature.

Can I get this done the same day?

Same-day and next-day appointments are frequently available. Call or text (213) 933-2507 to check availability.