Case studies: certified true copies

What is a certified true copy and how is it different from a photocopy?

A certified true copy is a photocopy that an authorised person has compared against the original and endorsed with a statement, signature, name, capacity and date. An unendorsed photocopy carries no evidentiary weight; the endorsement is what the receiving body relies on.

Who is allowed to certify a copy?

Each destination publishes its own list — commonly notaries public, solicitors, and for Australian purposes the categories set out for statutory declaration witnesses. Certification by someone outside the accepted list is a frequent cause of rejection, so check the list attached to the form you are completing.

Source: Attorney-General's Department — Statutory declarations

Does every page have to be certified?

Usually yes for multi-page records: each page is endorsed, or the set is bound and endorsed with a page count in the certification wording. Certifying only the first page of a multi-page transcript is a common reason a file comes back.

Can a certified copy always be used instead of the original?

No. Many authorities accept certified copies for lodgement but reserve the right to call for originals at interview or before a decision. Keep originals safe and available rather than sending them away.

Source: Department of Home Affairs

Can a downloaded or digital document be certified?

It depends on the receiving body. Some accept a printout of an official online record certified as a true copy of the record as displayed; others require the issuing registry's own document. Where a verification code or QR is printed on the record, keep it visible in the copy.

Does a certified copy of a Thai document still need translation?

If the receiving body works in English, yes — certification confirms the copy matches the original, it does not make a Thai document readable. The usual set is a certified copy plus a certified translation, kept together as one bundle.

Source: NAATI

Should I translate first or certify the copy first?

In most cases the copy is certified first and the translation is then made from the certified copy, so the translation reproduces the endorsement as well. Some bodies specify the reverse order, so confirm the sequence before starting — doing it in the wrong order can mean paying for the step twice.

Does a certified copy expire?

The certification itself has no fixed life, but many authorities apply a freshness rule to the certification date, particularly for identity and civil-registry evidence. Where a validity window is published, work backwards from your lodgement date.