Posted by FlaNotary1 on 5/2/06 10:17am
Msg #117135

True Certified Copy STAMP

Hi Everyone -

I need s STAMP the says TRUE CERTIFIED COPY with a signature line. My local OFFICE MAX will do it on 5 minutes (great huh), but I wanted to know if any of you have any ideas on how this should look...I mean perhaps youa re aware of a link that I can go to to get an idea since I am cutom making it.

THANKS!

Reply by PA_Notary_II on 5/2/06 10:25am
Msg #117138

I made one that says: I certify this to be a TRUE and ACCURATE
copy of the original document.

_____________________________

Hope that helps.

Reply by FlaNotary1 on 5/2/06 10:26am
Msg #117140

It does THANK YOU! Now for my next question...we are signing it to be a true copy, do we also affix our seal?

Reply by PAW on 5/2/06 10:58am
Msg #117150

NO!!

For a Notary to make a true certified copy in Florida, the notary not only must make the copy (or supervise the making of the copy), an appropriate notary certificate as prescribed in the statutes must be used. Simply affixing a stamp that says "True and certified copy", signing your name and affixing your seal is NOT an authorized notarial act. Please review the Florida Governor's Reference Manual (pg 15, 2001 ed) for the correct procedure and certificate for attesting to a photocopy.

Reply by FlaNotary1 on 5/2/06 11:12am
Msg #117158

Re: NO!!

Hi PAW -

I am trying to look up the governer's manuel again, but the pages I need are corrupt (so says my computer). I am sitting in front of OFFICE MAX, trying to figure out what to do. What I need to certify is a POA...So, do I go for what JAX said in the thread, or can you give me the correct way of taking care of this...

THANK YOU FOR YOUR INPUT!

Reply by PAW on 5/2/06 11:19am
Msg #117161

See post titled "Florida 'rules' for attesting ..."

"... to a photocopy". It contains the necessary verbiage you need to place on the FRONT of the POA, usually at the bottom, near the place where the first notary placed their seal. Also, if you have an embosser, I recommend embossing the document as well as the required stamp.

Reply by FlaNotary1 on 5/2/06 11:21am
Msg #117162

Re: See post titled "Florida 'rules' for attesting ..."

THANKS!

Reply by BrendaTx on 5/2/06 11:05am
Msg #117153

Texas can certify NON REC. DOCS. Good thread for learning...

Texas can "certify" non-recordable documents. BE CAREFUL - is it recorded with a gov't entity anywhere?

OTHER STATES - would you care to put your rules in?

EXAMPLES OF WHAT YOU CANNOT CERTIFY - MANY MORE EXIST.

TDL - No.
Divorce Decree - No.
Court document - No
Voter's reg card - No
Birth Cert - No
Deed? No
Marriage Lic? No

WHAT CAN YOU CERTIFY? MANY MORE EXIST...

Letter? Yes
HUD1? - Settlement Statement - Yes
Instruction on painting one's baseboards? - Yes.


FROM THE TX RULES:
A Notary Public is a public servant with statewide jurisdiction who is authorized to take acknowledgments, protest instruments permitted by law to be protested (primarily negotiable instruments and bills and notes), administer oaths, take depositions, and certify copies of documents not recordable in the public records.
- - - -
MAY I MAKE A CERTIFIED COPY OF A BIRTH CERTIFICATE OR A MARRIAGE LICENSE:

No. Birth certificates and marriage licenses are recordable documents. A recordable document is one that is recorded with some type of entity whether it be the Secretary of State's Office, a court of law, a county clerk, or the Bureau of Vital Statistics. Certified copies may be obtained by contacting such entities.

A non-recordable document is one that has not been nor will ever be recorded with any type of entity. For instance, a letter is not recorded with anyone but there are times the sender of the letter would like to obtain a certified copy of that letter for his or her file.


YOU COULD NOTARIZE A SIGNED STATEMENT WRITTEN DOWN ABOUT AN ATTACHED DOCUMENT BUT THE SIGNER WOULD NEED TO WRITE THE STATEMENT AND ALSO THE SIGNER MUST CHOOSE THE NOTARIAL CERT.

DISCLAIMER - This is my opinion only - not trying to practice law. Thanks.

Reply by BrendaTx on 5/2/06 11:10am
Msg #117157

Re: Texas can certify - here is our certificate.

CERTIFIED COPY OF A NON-RECORDABLE DOCUMENT
STATUTORY CERTIFICATE FOR CERTIFYING A COPY IN TX ONLY


State of Texas
County of _______________

On this __________ day of __________, (year), I certify that the preceding or attached document, and the duplicate retained by me as a notarial record, are true, exact, complete, and unaltered photocopies made by me of (description of document), presented to me by the document's custodian, _______________, (*held in my custody as a notarial record) and that, to the best of my knowledge, the photocopied document is neither a public record nor a publicly recordable document, certified copies of which are available from an official source other than a notary.



______________________
Notary Public's Signature

(Personalized Seal)



*This phrase would be inserted and the proceeding phrase, "presented to me by the document's custodian", would be deleted in the event a person was requesting a certified copy of the Notary Public's journal.

Reply by PAW on 5/2/06 11:15am
Msg #117160

Florida 'rules' for attesting to a photocopy

>>> OTHER STATES - would you care to put your rules in? <<<

As already stated in another post in this thread:


A notary public may make attested photocopies if the following criteria, found in §117.05(12)(a) of the Florida Statutes, are satisfied.

* The document must be an original document. A notary public cannot make an attested photocopy from a photocopy, or from another certified copy.

* The document cannot be a public record, certified copies of which are available from another public official. If a certified copy can be obtained from the official source, then the notary public should decline the request.

* The making of the photocopy must be supervised by the notary public. It is not sufficient for the notary public to compare the photocopy with the original document. The notary public must actually make the photocopy or supervise another person while he or she makes the photocopy.

F.S.A. 117.05(12)(a)

A notary public may supervise the making of a photocopy of an original document and attest to the trueness of the copy, provided the document is neither a vital record in this state, another state, a territory of the United States, or another country, nor a public record, if a copy can be made by the custodian of the public record.

A notary public must use a certificate in substantially the following form in notarizing an attested copy:

STATE OF FLORIDA
COUNTY OF __________

On this _____ day of __________, (year) , I attest that the preceding or attached document
is a true, exact, complete, and unaltered photocopy made by me of (description of document)
presented to me by the document’s custodian, ____________________, and, to the best of
my knowledge, that the photocopied document is neither a vital record nor a public record,
certified copies of which are available from an official source other than a notary public.

(Official Notary Signature and Notary Seal)
(Name of Notary Typed, Printed or Stamped)

Reply by Ndwa on 5/2/06 11:29am
Msg #117164

Re: Washington 'rules' for attesting to a photocopy

RCW 42.44.100 - Short form certificates

For attestation of a copy of a document:

State of Washington
County of . . . . . . . .

I certify that this is a true and correct copy of a document in the possession of . . . . . . as of this date.


Dated: . . . . . . . . . . . .
(Signature). . . . . . . . . . . . (Seal or stamp)
Title. . . . . . . . . . . .
My appointment expires . . . . . . . . . . . .

Reply by cmd_NH on 5/2/06 12:40pm
Msg #117189

Re: New Hampshire rules....

Copy Certification:
1. A certified copy is a notarial act in which a Notary certifies that a photocopy of an original document is a complete and true reproduction of the original document.
2. Documents NEVER to be copy certified:
* U.S. Naturalization Certificates [U.S. Penal code Section 75 and U.S. Code, title 18, Section 137].
* Vital Records, such as birth or death certificates.
* Recordable Documents, such as deeds.


Steps to Certify a Copy
1. The document custodian personally appears before the Notary.
2. The Notary positively identifies the custodian.
The Notary makes the photocopy.
3. The Notary completes certificate wording for a copy certification and affixes the official signature and seal.
4. The Notary affixes the certificate to the first page of the copy.

Copy Certificate Wording

State of New Hampshire
County of _______________

I certify that this is a true and correct copy of a document in the possession of _________________. Dated _____________________

__________________________
Signature of Notarial Official

__________________________
Title (and rank)

My commission expires: _________________________

Reply by MistarellaFL on 5/2/06 2:45pm
Msg #117223

Now THIS is a good thread....what about ink color?

Any ink color requirements? I am particularly interested in FL.
TIA

Reply by PAW on 5/3/06 12:55am
Msg #117353

Re: Now THIS is a good thread....what about ink color?

Signatures and handwritten text can be in any "reproducible" color. The notary stamp must be in black ink (F.S.A. 117.05(3)(a)).

Reply by Melissa Peeke on 5/2/06 3:24pm
Msg #117251

CT Rules

CT Notary Public Manual, Sec. 4.11 states:
Under Connecticut law, notaries have NO AUTHORITY to prepare "certified" or "true" copies of any documents. It is a very common request and notaries should be prepared to meet such requests in a helpful manner. This office [SOS] recommends that all notaries use the following procedure:
The notary should request that the person presenting the document make a photocopy and
prepare a written statement, that may be attached to or written on the photocopy itself, stating that it is a true copy of the original. The individual then verifies under oath, administered by the notary, that the statement is true. The requesting party signs the statement in the notary's presence and the form of jurat that appears under Sec. 4.9, is attached and completed by the notary.
This procedure will work well with some documents, however it cannot be used in connection
with public records. A "public record" is one filed with and maintained by a public record keeper, such as a town clerk, court clerk or the Secretary of the State, often pursuant to a statutory requirement.
Copies of public records are "certified" when the authority having custody of the records confirms that they are true and accurate copies of the originals.
Section 7-62a of the Connecticut General Statutes (reproduced in Appendix B), entitled "Illegal
issuance of certificates," specifically prohibits anyone other than a town clerk/registrar of vital statistics or the Commissioner of Public Health from preparing certified copies of certificates of birth, marriage, death or fetal death. This provision acts as a safeguard against the falsification of information in these certificates. These records are viewed as critical or "vital" records and are maintained by public record keepers to insure the accuracy and integrity of the information they contain. If an individual requires a certified copy of such a document, he/she should be directed to the public record keeper who has custody of those records. A notary should never perform a notarial act in connection with a photocopy of any such document.
Certain Immigration and Naturalization Service documents also fall into this category. If a
notary is asked to perform a notarial act in connection with a document that appears to be a public record, the notary should try to determine if the copy would be more appropriately prepared by the public record keeper who has custody of the original.

Reply by Tina_MA on 5/2/06 2:13pm
Msg #117208

Re: MA can certify NON REC. DOCS also

>>>OTHER STATES - would you care to put your rules in?<<<

"Copy certification" shall mean a notarial act in which a notary public:

(a) is presented with a document;

(b) copies or supervises the copying of the document using a photographic or electronic copying process;

(c) compares the document to the copy; and

(d) determines that the copy is accurate and complete.

__________________________________________________________________________________

(g) A notary shall certify a copy by using substantially the following form:

On this ____ day of ___________, 20__, I certify that the (preceding) (following) (attached) document is a true, exact, complete, and unaltered copy made by me of __________________ (description of the document), presented to me by

______________________.

_________________ (official signature and seal of notary)

Reply by Marlene/USNA on 5/2/06 2:10pm
Msg #117206

You're adding a venue to that, right PA? And a date? Please say you are. . .

Reply by JaxNotary on 5/2/06 10:26am
Msg #117139

Use this one

Direct from Florida Law:
http://www.myflorida.com/myflorida/government/governorinitiatives/notary/lawbook.html

Article117.05, (12)(a) A notary public may supervise the making of a photocopy of an original document and attest to the trueness of the copy, provided the document is neither a vital record in this state, another state, a territory of the United States, or another country, nor a public record, if a copy can be made by the custodian of the public record.

A notary public must use a certificate in substantially the following form in notarizing an attested copy:

STATE OF FLORIDA
COUNTY OF __________
On this _____ day of __________, (year), I attest that the preceding or attached document is a true, exact, complete, and unaltered photocopy made by me of (description of document) presented to me by the document's custodian, ____________________, and, to the best of my knowledge, that the photocopied document is neither a vital record nor a public record, certified copies of which are available from an official source other than a notary public.

(Official Notary Signature and Notary Seal)
(Name of Notary Typed, Printed or Stamped


I did the same thing you are about to: Office Max. I used the above example because it came for the governers office. Good luck.

Reply by FlaNotary1 on 5/2/06 10:28am
Msg #117141

Re: Use this one

I saw that lastnight online, but you had a stamp made with all that inforamtion? How much was it? THANKS!!!

Reply by JaxNotary on 5/2/06 10:32am
Msg #117143

Re: Use this one

Yes I did have onemade with all of that and yes it was pricy. But is it worth the risk of law suit when I use the wrong one? Sure there are lots of them out there, but I'd rather be safe then sorry. good luck

Reply by BrendaTx on 5/2/06 10:53am
Msg #117144

Re: Use this one

I have one also.

Email me by clicking on my profile if you'd like the website. It was not that much. They do all states...I do not know if Harry does. PLEASE CHECK THIS WEBSITE FIRST.

Since Harry makes stamps we should not be putting the links to the websites there. His rules, not mine...he plays the tune...I just try to dance to it.

Reply by Brenda Stone on 5/2/06 10:55am
Msg #117147

Re: Use this one - aren't these handy??? Love having one. n/m

Reply by ReneeK_MI on 5/2/06 3:14pm
Msg #117246

MI Rules

"A notary public shall not certify or notarize that a record is either of the following:
(a) An original.
(b) A true copy of another record."

Above is actual statute. However - a "Certified True Copy" that is NOT PERFORMED as a notarial act is a horse of a different color. Meaning, in MI if you are asked to copy the mortgage and "certify" that copy (sometimes requested with split pkgs) with a C/T/C stamp or verbiage & signature/initialing, that can be done by an individual, as an individual. That's the only way it CAN be done in MI, since it can NOT be notarized. It can NOT be done as a notary, or as a notarial act. I hope that's concise?

Reply by lulu on 5/2/06 6:44pm
Msg #117301

Re: IA Rules

Only certify copies of privately held documents; NEVER certify copies of public documents-vital records such as birth/death certificates and recordable documents such as deeds.