Copy Certification
Notary in Massachusetts
A Massachusetts notary can certify that a photocopy is a true, exact, and unaltered reproduction of the original — but only for certain documents. The most common question we receive: “Can you certify a copy of my birth certificate?” The honest answer is no — and this page explains why, and what to do instead.
Statutory Certificate
M.G.L. c.222 §15(e) — exact language
“On this ____ day of ___________, 20__, I certify that the (preceding) (following) (attached) document is a true, exact, complete and unaltered copy made by me of __________________ (description of the document), presented to me by ______________________.”
A Notary Certifies
That a Copy Is Accurate
Under M.G.L. c.222 §15(e), copy certification is a specific notarial act. The notary — or someone under the notary’s supervision — makes a photocopy of an original document, compares the copy to the original, and certifies in writing that the copy is true, exact, complete, and unaltered.
The statutory definition under M.G.L. c.222 §1 is precise: “a notarial act in which a notary public is presented with a document that the notary public copies, or that the notary supervises someone else copying, by a photographic or electronic copying process, compares the original document to the copy and determines that the copy is accurate and complete.”
The key word is accurate. A copy certification is not an authentication of the original document — it does not certify that the original is genuine, valid, or issued by a legitimate authority. It certifies only that the photocopy accurately reproduces whatever was in the original presented to the notary.
Reviewed by James Lumas, Lead Editor. Not legal advice.
A Massachusetts notary cannot certify a copy of a birth certificate, marriage certificate, death certificate, or any other vital record. These must come directly from the Massachusetts Registry of Vital Records or the city/town clerk that issued them. A notary seal on a photocopy of a birth certificate does not create a valid certified copy under Massachusetts law.
Diplomas, passports (personal file copies), driver’s licenses (personal copies), professional certifications, contracts, corporate documents, powers of attorney, and most private documents can be copy-certified by a Massachusetts notary under §15(e). The original must be present.
Always confirm what type of copy the requesting institution requires. Some institutions, USCIS, and foreign authorities specifically require government-issued certified copies — not a notary copy certification. A notary copy certification and a government certified copy are legally different things.
What a Massachusetts Notary
CAN and CANNOT Copy-Certify
This is the table no other Massachusetts notary page has built. Every common document type — with the correct answer and the reason behind it.
| Document Type | ✓ CAN Copy-Certify | ✗ CANNOT / Requires Different Process |
|---|---|---|
| Personal Identity Documents | ||
| Birth Certificate (MA-issued) | — | ❌ Not by notary Must come from MA Registry of Vital Records or city/town clerk. Need apostille? That process is separate. |
| Passport (U.S.) | ✅ Personal file copy only Notary can certify for personal records, employer files, or immigration file copies. Many USCIS forms require the passport itself or a government-certified copy. |
Not accepted by passport offices as substitute for original. |
| Driver’s License / State ID | ✅ Personal file copy Valid for employer onboarding, background check packets, or personal records. |
Many institutions require the original ID for verification, not a certified copy. |
| Green Card / EAD Card | ✅ Personal file copy Used for I-9 employer records and certain immigration submissions. |
USCIS and immigration courts typically require original or government-issued copies for case submissions. |
| Vital & Government Records | ||
| Marriage Certificate | — | ❌ Not by notary Must come from the MA Registry of Vital Records or the city/town clerk where the marriage was recorded. |
| Death Certificate | — | ❌ Not by notary Certified copies issued by the Registry of Vital Records or the city/town clerk. Required for estate, probate, and insurance claims. |
| Divorce Decree / Court Order | — | ❌ Not by notary Certified copies issued by the clerk of the Probate and Family Court or Superior Court where the case was filed. |
| Deed / Recorded Land Document | — | ❌ Not by notary Certified copies issued by the Registry of Deeds. A notary copy certification does not constitute a certified copy for recording purposes. |
| Academic & Professional | ||
| Diploma / Degree Certificate | ✅ Yes Valid for employment verification, international use, and professional licensing in many jurisdictions. Bring the original diploma. |
For apostille or foreign authority use, the diploma may also need registrar certification + notarization before apostille submission. |
| Academic Transcripts | ✅ Personal copy only Notary can certify a copy of your own transcript for personal file use. |
Most universities and USCIS require official sealed transcripts sent directly from the institution — not notary copies. |
| Professional License / Certificate | ✅ Yes Professional certifications, nursing licenses, teaching credentials, and similar documents issued to an individual. |
— |
| Legal & Business Documents | ||
| Power of Attorney | ✅ Yes Common for situations where the original POA is filed and the agent needs certified working copies. |
— |
| Contracts & Agreements | ✅ Yes Business contracts, employment agreements, NDAs, leases — any private agreement document. |
— |
| Corporate Documents (bylaws, resolutions) | ✅ Yes Operating agreements, articles, board resolutions — for international banking, business registration, or file copies. |
Certificates of Good Standing must come from the MA Secretary of State, not a notary copy. |
| Trusts & Estate Documents | ✅ Yes Certified copies of a trust agreement for financial institutions, banks, or brokerages managing trust accounts. |
— |
Table reviewed by James Lumas, Lead Editor for accuracy under M.G.L. c.222 §15(e) and Massachusetts vital records law. Not legal advice. Confirm requirements with the receiving institution before your appointment.
4 Steps — Original to Certified Copy
Bring Your Original
The original document must be present. The notary cannot copy-certify from a photocopy or digital image.
Notary Makes the Copy
Hanson makes the photocopy using the office copier or scanner — or supervises you making it. The copy is produced in his presence.
Original Compared to Copy
Hanson compares the original document to the copy and confirms it is true, exact, complete, and unaltered.
Certificate Completed & Sealed
Hanson completes the §15(e) certificate, signs it, and applies his official seal. The copy is now notary-certified under Massachusetts law.
When People Come to Us
for Copy Certification
International Employment
Overseas employers and government agencies often require certified copies of diplomas, professional licenses, and credentials. We certify the copy — and Nour can then arrange the apostille for international use.
Financial Institution Submissions
Banks, brokerages, and financial institutions require certified copies of trusts, powers of attorney, and corporate resolutions before accepting a trustee’s or agent’s authority to transact.
Immigration File Copies
Immigration attorneys and USCIS preparation often requires certified copies of passports, visas, and other identification documents for client file packages and certain immigration forms.
Academic Credential Verification
Employers, licensing boards, and professional associations requesting proof of educational credentials — particularly for international applicants whose original diplomas need to be retained.
Legal Proceedings — File Copies
Attorneys requiring multiple certified copies of key documents — powers of attorney, trust documents, contracts — for distribution to multiple parties in a transaction without surrendering the original.
Real Estate Transactions
Certified copies of trust agreements, corporate resolutions, and powers of attorney for title companies, lenders, and closing attorneys who need to verify authority before closing.
Frequently Asked About
Copy Certification in MA
Have a specific document not covered here? Call us before your appointment.
(978) 424-4629Editorial Accuracy
All answers reviewed by James Lumas, Lead Editor for accuracy under M.G.L. c.222.
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Can a Massachusetts notary certify a copy of a birth certificate?−
No. A Massachusetts notary cannot certify a copy of a birth certificate. Birth certificates are vital records — official copies must come from the Massachusetts Registry of Vital Records or the city/town clerk where the birth was registered. A notary seal on a photocopy does not create a valid certified copy. If you need the birth certificate authenticated for international use, the process is an apostille through the Secretary of Commonwealth — not a notary copy certification.
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What is the difference between a notary copy certification and a certified copy?+
A notary copy certification under M.G.L. c.222 §15(e) certifies that the photocopy the notary made is an accurate reproduction of the original presented to them. A government-issued certified copy is issued by the originating government agency (vital records office, court clerk, Registry of Deeds) and carries that agency’s official authority. Many institutions specifically require government-issued certified copies and will not accept a notary copy certification as a substitute. Always confirm with the requesting institution before your appointment.
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Does the original document need to be present for copy certification?+
Yes. Under M.G.L. c.222 §15(e), the notary must have the original document in hand to make or supervise the copy and to compare the original against the copy. A notary cannot copy-certify from a photocopy of a photocopy, from a digital scan, or from any reproduction. The original must be physically present at the appointment.
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Can a copy certification be used for an apostille?+
It depends on the document. A notary copy certification of a privately-issued document — like a diploma or a notarized power of attorney — can sometimes be part of the apostille preparation process. However, the Secretary of Commonwealth apostilles the notary’s signature on the document, not the document itself. For many documents, the better path is to have the original properly notarized and then apostilled. Contact Nour Samir, our apostille agent, to confirm the correct sequence for your specific document and destination country.
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Can you come to my location for copy certification?+
Yes. Copy certification is available as a mobile service. We travel to your home, office, or any agreed location in Massachusetts. You must bring the original document — we bring the copier or use available equipment at your location. Same-day service is available with a $25 surcharge. Book online.
Your Copy,
Certified Under Massachusetts Law.
Diplomas, passports, contracts, corporate documents, trusts, and professional credentials — we certify copies of the documents that can legally be copy-certified under M.G.L. c.222 §15(e). Mobile. Same-day. Statewide.
Book a Copy Certification
M.G.L. c.222 §15(e) — Original must be present
Content sourced from M.G.L. c.222 §15(e), M.G.L. c.222 §1 (copy certification definition), and Massachusetts vital records law. Reviewed by James Lumas, Lead Editor. HireMobileNotary.com is not a law firm. This page is informational only. Always confirm document requirements with the receiving institution. Last updated April 26, 2026.