Certified True Copy Canada

At its most basic, a certified true copy is simply a copy of an original document. Don’t be tempted to think it’s just a copy though, because it is more than that. 

True copies of original documents are made specially. While they start out as a copy of the original, they usually include a certificate and declaration that the copy is exactly the same as the original. 

When this certification is either attached to or reflected on the copy by a stamp, it is said to be “certified as a true copy”. The certification to this effect is usually made by only persons that are authorized to do so by law. When a certified copy is being made, the certifier would usually compare the original and the copy to ensure that both documents are identical.

The purpose of having a certified true copy is to satisfy the requesting party that the documents requested exist. For instance, if you are trying to complete an application and your passport is requested, you would usually send a certified copy. This assures the organization that you do have a passport and the certification on the copy indicates that it is a true copy of the original. 

It is important to note that you can only make a certified copy of a complete, original document. Usually, you cannot make certified copies of: 

• A document downloaded over the internet (unless it is an original)
• A copy of a document
• An incomplete document (except for some documents such as the data page of your passport)

There are several reasons instances when you would need a certified true copy of your original documents. In some instances, it will be a government body that need to confirm that you have a document, such as a degree or will. 

For example, the Financial Services Authority of Ontario requires certified true copies of certain documents for individuals that seek to obtain the Family Law Value of their pension. 

Some of the documents required will include certified copies of:

• Birth certificates (for both the plan member and their spouse) 
• Marriage certificate or joint declaration of period of spousal relationship 
• Court order or other documents proving the end of the relationship 

In other instances, a private organization or even a business partner may require certified copies of crucial trade documents such as a bill of lading. 

Essentially, you need a certified copy whenever a party requires it as part of their process. Keep in mind however, that there’s no need to keep certified copies of documents around when they are not needed. 

You should ideally make certified copies only when they are expressly required. Since you never know which documents you would need to certify, it hardly makes sense for you to make certified copies of every single one of your documents. 

Usually, you will have a few options for obtaining a true copy. Traditional options include going to a law office or seeing a notary public. These options can often be problematic though. Here’s why. 

The process of obtaining a true copy from either notary public or law office starts with making an appointment. You would usually have to wait a day or two to confirm this. Even if you don’t have to make an appointment and can go to a walk-in office, you would typically have to travel some distance, and might still have to wait. 

Certified copies from either of these offices will cost between $80 to $95. Factor in the cost of transportation down to the office and the whole process will cost you more than $100. 

Clearly, this process will cost you a bit, and you will be unable to obtain the certified copy as fast as you need. But thankfully, there’s a better option that you can try for obtaining your certified true copy.