What’s the Difference Between a Certified Copy and a Notarized Copy for Apostille?
When preparing documents for international use, one of the most common mistakes people make is sending the wrong version — a certified copy when an apostille requires a notarized copy, or vice versa. The difference might sound small, but it can mean the difference between your documents being accepted or rejected overseas.
Certified Copy vs. Notarized Copy
A certified copy is issued directly by the government or agency that holds the original record.
For example, a certified birth or marriage certificate comes from the county or state vital records office. Court records come from the clerk. Educational transcripts come from the school registrar.
Each bears the seal and signature of that issuing authority — and cannot be notarized because the notary did not witness its creation.
A notarized copy, on the other hand, is a personal photocopy of a document that a notary verifies as true and unaltered.
The person signing swears or affirms that the copy is genuine.
This process is used for items like diplomas, power of attorney forms, consent letters, or business documents.
Which One Do You Need for Apostille?
It depends on the document type and where it originated.
Birth, marriage, and death certificates → Certified copy only
Diplomas or school records → Notarized copy
Power of attorney, consent letters, or affidavits → Notarized copy
Court documents → Certified copy issued by the clerk with a raised or ink seal
Sending the wrong version almost always leads to rejection by the Texas Secretary of State, which can delay your entire process.
Avoid Apostille Rejection in Texas
Before mailing anything to Austin, make sure your documents are in the correct format.
At Clark Apostille Services, I personally review every document to ensure it meets Texas Secretary of State authentication standards before shipping.
That means no rejections, no wasted courier fees, and no lost time.
📎 Call to Action
Avoid rejections — I verify document eligibility before you ship.
👉 Get a free review here.
