Notarised Copies of Documents: What You Need to Know

What Is a Notarised Copy and When Do You Need One

A notarised copy is a reproduction of an original document on which a notary affixes their signature and official seal to certify that the copy faithfully matches the original. The copy thereby acquires legal standing and is accepted by government authorities, banks, universities, and other institutions in situations where presenting the original is impractical or undesirable.

In my daily practice I regularly see clients confuse two very different things: a self-made photocopy marked "true copy" and a properly notarised copy. The former is useful only for internal purposes; the latter carries official legal weight.

Key points to keep in mind:

• A notary can only certify a copy when the original document is presented — the service cannot be performed without it.
• Only documents that are legally valid and do not contravene applicable law may be certified.
• There is no limit on the number of certified copies — you may request several at the same visit.
• Notarial fees and state duties are reviewed periodically — always confirm the current figures with the notary on the day of your appointment.

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Which Documents Can — and Cannot — Be Certified

A notary may certify copies of virtually any document issued to an individual or a legal entity: passports, university diplomas, birth or marriage certificates, company articles of association, licences, agreements, and many others.

That said, certain limitations apply. A notary will decline to certify a copy of:

• a document containing erasures, uncertified corrections, or damage that calls its content into question;
• a document whose validity period has expired (for example, an out-of-date passport);
• a document issued in violation of the established procedure.

If a document is in a foreign language, a notarially certified translation may be required before the copy can be certified — I recommend clarifying this in advance.

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Overview Table: Key Parameters of the Service

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What to Bring With You

I advise preparing the following before your visit:

• The original document of which a certified copy is required.
• Your passport or other identity document (to verify the identity of the person making the request).
• If acting on behalf of a company — documents confirming the representative's authority (power of attorney, corporate resolution, etc.).
• If the original is in a foreign language — a notarially certified translation, where required.

If you are unsure whether additional documents are needed in your specific situation, call the notary's office in advance — it will save you a wasted trip.

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Frequently Asked Questions

1. How long is a notarised copy valid?

The certified copy itself does not carry an expiry date — it remains valid for as long as the underlying original is current. However, the receiving organisation may impose its own requirements (for example, "documents dated no more than three months ago"). Always check with the institution to which you are submitting the documents.

2. Can a copy of a copy be certified?

No. A notary certifies that a copy corresponds to the *original*. A copy made from another copy does not acquire legal force.

3. Does the document owner need to be present?

Not necessarily. Any person who holds the original and their own identity document may attend the notary on behalf of the matter. The document owner is not required to be present — unless the specific situation calls for the certification of a signature.

4. What if the original has been lost?

Certification without the original is not possible. In that case, the original must first be restored through the issuing authority, after which you may approach the notary.

5. Does the fee vary depending on the type of document?

Yes, fees may differ. I provide a precise cost estimate at the appointment, once I have reviewed the specific document.

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Conclusion

Certifying copies of documents is one of the most frequently requested notarial services, and with the right preparation it takes very little time. The essentials are straightforward: come with the original, ensure it is still valid, and bring your identity document — I will take care of the rest.

> Disclaimer: This article is for general informational purposes only and does not constitute individual notarial advice. Specific requirements, fees, and procedures may vary depending on your circumstances. Please verify current details with a qualified notary before taking action.

If you need documents certified in Tashkent, I welcome you to contact my notarial office in the Yunusabad district. My colleagues and I are ready to assist you efficiently and professionally — please reach out through whichever channel suits you best.