Documents can be certified or notarized, commonly made mistakes are certified documents and notarized documents. Knowing the difference could save you resources and time. Let us know how to find the document Certified vs. Notarized
The truth of the matter is that these two terms could be used interchangeably, but it is important to note that certified documents are crucial records that can only be assigned by an authorized custodian.
NOTARIZED DOCUMENTS
Notarized documents include the original signature and stamp of the signer. This is done in a process where the signing has to be witnessed and approved by the notary. In identifying a notarized document stamp and signature is usually present.
The only officials able to produce a notarized document are notary public, they have to confirm and vouch that the document is true and correct. Identifying a notarized document lay based on these aspects
• They are usually originals, this is because most states do not validate the copies of these documents
• The document is not an important record like a birth certificate, divorce decree, marriage certificate, death certificate, or separation agreement.
• School records do not qualify as notarized documents.
The notarization process usually takes a longer process because it is more expensive, documents that are notarized for securing the information within, the legitimacy of these notarized documents are regarded as highly important
Some states also have their own personalized rules and laws concerning notarized documents and not all states allow the notarization of documents. For exam, In Hawaii notaries public are restricted to certifying copies of entries in the notary journal while in Virginia the state does not allow notaries to attest copies of these court-issued documents.
States that permit include Alabama, Arizona, Arkansas, California, Colorado, Connecticut, Delaware, District of Columbia, Florida, Georgia, Guam, Hawaii, Idaho, Iowa, Kansas, Kentucky, Louisiana, Maryland, Massachusetts, Minnesota, Missouri, Montana, Nevada, New Hampshire, New Mexico, Oklahoma, Oregon, Pennsylvania, Texas, Utah, Virginia, Washington, West Virginia, and Wisconsin.
HOW TO NOTARIZE A DOCUMENT
• Find notary
• Book an appointment
• Present document for notarization
• Provider identification
• Answer questions to confirm your identity
• Sign the document to be notarized
• Wait while the notary processes your document by creating the notarial certificate with the inclusion of the date and place of notarial acts, signatory’s full name, notary seal, and signature.
CERTIFIED DOCUMENTS
These documents are regarded as important documents. The original copy of the important documents usually remains with the agency that issued it. They include birth certificates, marriage certificates, death certificates, and divorce decrees. The copies of these documents could be certified but only by the official custodians. For example in California, if a certified document is asked to be notarized, the customer is usually referred to the state county where they can be certified.
Differences between certified and notarized
| Certified documents | Notarized document |
| It usually validates the copy | Does validate the copy |
| Original document usually in the possession of the state county | Original copy in the possession of notarized public |
| Easier to obtain | More difficult to obtain |
| Certified documents are about accuracy and quality | While notarized documents is when an institution needs authentication |
| Certified documents are not always notarized documents | But notarized documents are always certified documents |
| Does not need to be signed with witnesses | Notarized documents are always certified documents |
| It is cheaper to get | Cost more to obtain |
Both certified and notarized documents are the first step in the legalization process.
CERTIFIED OR NOTARIZED
When it comes to deciding what legalization process you want to put your documents through, it is best you consult the state you are presenting the documents and check their requirements. Certified documents are usually a more straightforward route to take in the legalization process, the instance where notarized documents are requested, you should be able to understand the specific state laws concerning this document and also the institution requesting the documents.
In most cases, documents subjected to the legal contracts or immigration process need to be certified, however, documents subjected to administrative purposes like college admission, and college transcripts have to be notarized.
WHY USE NOTARY
Some institutions like the embassy or university need particular important documents that are fake, getting a notary document helps prove authenticity because it is hard to alter.
Other Frequently asked Questions
1. Are online notarizations legal?
Yes, fortunately, there is an online notary that makes notarization easier and faster. Online notaries are legal and accepted in all states in the United States.
2. Can Notarized documents be scanned and sent through the mail?
Some instances require the original documents, while in some cases they can be scanned and sent through the mail.
3. How much does getting a document notarized cost?
Notarization of a single document cost about 25 dollars. The inclusion of an added seal or stamp will cost 10 dollars. But in most cases, documents only need one stamp.
