What is a notarized copy? Purpose and Procedure

What is a notarized copy? When is copy notarization required? Can a regular copy substitute a notarized one? Thao & Co. walks you through the process of obtaining a notarized copy.

What is a notarized copy?

Copy notarization is conducted by a notary public, who compares the original document with the photocopy, to make sure that the latter was faithfully reproduced in terms of content and format.

Copy notarization ensures the legal validity of important documents and mitigates risks of fraud in financial transactions, providing assurance for entrepreneurs.

These documents usually require a notarized copy:

1. ● ID card
2. ● Passport
3. ● Birth certificate
4. ● Household registration book
5. ● Marriage certificate
6. ● Divorce certificate
7. ● Death certificate
8. ● High school diploma
9. ● Certificate of land use rights
10. ● Testaments
11. ● etc.

What is the difference between Notarization and Copy Notarization?

Both notarization and copy notarization involve a notary public verifying documents for accuracy and legal validity. The difference lies in the process:

1. ● Notarization: The seal is affixed to the original document or its translation.
2. ● Copy notarization: The seal is affixed to the true copy after comparing it with the original document.

Copy vs Notarized Copy: Are they the same?

There is a common assumption that a copy can substitute for a notarized copy and vice versa. However, there are distinct differences for each type of document:

● Copy: A photocopy from a copier/printer or a photo that you take by yourself.

These black-and-white copies or digital images have not been verified by the authorities. Hence, they lack legal validity. You cannot use them for administrative procedures.

● A notarized copy: A printed copy with an official seal from a notary public. This seal verifies that the notarized copy was reproduced verbatim from the original (also known as true copy).

Therefore, notarized copies can be used in place of the original documents for administrative procedures.

ℹ️ Besides, notarization and copy notarization can easily be confused for duplication.

Certain documents, such as birth certificates and marriage certificates, are provided with extract copies (confirmation of the information in the original document) or true copies by the issuing authority. Duplication, similar to copy notarization, results in copies with the same legal validity as the original document.

Do notarized copies expire?

There are no specific regulations regarding the validity of notarized copies. Therefore, notarized copies generally do not expire.

However, their validity typically depends on that of the original documents. In other words, the notarized copy may become invalid when the original document expires. For example:

1. ● Driver’s license, academic transcript, bachelor’s degree, etc.: Indefinite, unless the original is revoked or cancelled.
2. ● ID card: By the expiration date shown on the card.
3. ● Police check, certificate of marital status: 6-month validity
4. ● Contract: Terms of validity are agreed upon by all parties.

Note: Some authorities and organizations may require that a notarized copy be produced within the last 3 – 6 months. The aim is to keep the information up to date. Read through their requirements to decide if you will need a new copy.

4 Steps to Get a Notarized Copy

To notarize a copy of a document, follow these steps:

1. Step 1: Make as many photocopies as you need for notarization.
2. Step 2: Prepare a folder with:
   • ● The notarization request form
   • ● Your personal documents
   • ● The original document and its copies
   • ● Copies of supporting documents (if required)

1. Step 3: Bring the folder to either of these places for notarization:
   • ● Notary public offices operating under the provincial People’s Committee
   • ● Private notary offices

1. Step 4: Make a payment and wait for your results.

Latest costs of notarized copies

Here’s a breakdown of the copy notarization fees:

1. ● Photocopy cost: 2,000 – 5,000 VND per copy for basic, single-page documents.
2. ● Notarization fee: It depends on the type of documents you need to notarize. On average, the fee ranges from 10,000 – 100,000 VND per document. For business documents such as sales contracts, the notarization fee may include a percentage of the asset or contract value.
3. ● Service costs: or the agency to perform related tasks, including photocopy, copy notarization, manual transcription, notarized translation, etc. The total fee is agreed upon by the client and the notary agency.

Key takeaways

We hope that this article has provided valuable insight into notarized copies and how they are different from regular ones.

At Thao & Co., we provide a complete range of notarized translation services. Our team of seasoned experts guarantees the delivery of high-quality and legally valid translations.

1. 🔸 Standard documents within 24 hours
2. 🔸 Highly skilled linguists with a profound understanding of legal procedures
3. 🔸 Transparent and reasonable pricing. Get upfront quotes with no hidden fees
4. 🔸 Timely assistance with copy notarization and legalization
5. 🔸 Your personal information protected by NDAs

Let us know what you need through the Get a Quote page and receive your tailored consultation within 24 hours!