Certified Signature vs Certified Copy: What Is the Difference?
A certified signature confirms that a specific person signed a document in front of a notary public. A certified copy confirms that a copy is identical to an original document the notary has seen.
One is about a signature, the other is about a copy. Both are forms of notarisation, and either one can be followed by an apostille when the document is going to another Hague Convention country.
What is a certified signature?
A certified signature, also called a notarised signature, is a confirmation by a notary public that a specific person signed a specific document.
The notary checks the signer's identity and sees the signature being made. The notary does not check what the document says, only that the signature is genuine.
Typical documents are a power of attorney, an agreement, a company resolution or a declaration.
What is a certified copy?
A certified copy, also called a certified true copy, is a confirmation by a notary public that a copy is identical to an original document.
The notary is shown the original and compares it to the copy. The certification covers the copy, not the correctness of the original.
Typical documents are a passport, a diploma, a birth certificate, a certificate of incorporation, a Certificate of Incumbency or a proof of address.
Certified signature vs certified copy at a glance
| Comparison | Certified signature | Certified copy |
|---|---|---|
| What the notary confirms | Who signed, and that the signature is theirs | That the copy matches the original |
| Used for | Documents you sign | Documents that already exist |
| In the meeting | You sign with pen on paper in front of the camera | You show the original in front of the camera |
| Who attends | The signer | The person who holds the original |
| You bring | The document printed out, a pen and a valid government-issued ID | The original document |
| Examples | Power of attorney, agreement, declaration | Passport, diploma, certificate of incorporation |
| Content checked | No | No |
| Apostille possible | Yes, for use in Hague Convention countries | Yes, for use in Hague Convention countries |
Which one do you need?
Ask yourself one question. Are you signing something new, or do you already have a document and need a copy that others will accept?
If you are signing something new, you need a certified signature. If the document already exists, you need a certified copy.
The receiving party has the final say, so check with the authority, bank or company that will receive the document. They know which one they require.
Can one case need both?
Yes. A common example is a power of attorney together with passport copies. The power of attorney needs a certified signature, and each passport copy needs a certified copy. They can be handled in the same booking.
How does it work remotely?
Both are done remotely via video meeting with one of our notary partners. For a certified signature, you sign the paper with a pen in front of the camera, never with a digital e-signature. For a certified copy, you show the original in front of the camera and the notary partner reviews it.
The meeting takes a few minutes.
Frequently asked questions
Is a certified signature the same as a notarised signature?
Yes. The terms are used interchangeably. Both mean that a notary public has confirmed who signed the document.
Does the notary check the content of the document?
No. For a certified signature, the notary confirms the signature. For a certified copy, the notary confirms that the copy matches the original. Neither confirms that the content is correct.
Can I get a certified copy if my document is digital or printed?
Yes. We just need to see the document in the meeting.
If it is digital, you share your screen. If it is printed, you show it in front of the camera.
Do I need an apostille as well?
It depends on the receiving party. If the document will be used in a Hague Convention country and an apostille is required, the notarisation comes first and the apostille is added afterwards.
Can a certified signature or certified copy be done online?
Yes. NotaryDirect does both remotely via video meeting, so you do not need to visit a notary public in person.
Need a certified signature or a certified copy?
Book at notarydirect.se/book. Our notary partners cover all documents, and the document can be used in any of the 130 Hague Convention countries. Notarisation and apostille are done within 24 hours.