Do I Need the Original Notarized Document, or Is a Copy Enough?
You’ve got your notarized document in hand, and now three different places are asking for it. Do you make photocopies? Do you need three originals? This mix-up trips people up more often than you’d think.
The Core Distinction
A notarized original is the actual document the notary witnessed you sign, complete with their physical seal (or, for RON, their electronic seal). A photocopy of that document, however clear and complete, is not itself notarized — it’s just a copy of something that was.
Many institutions — courts, government agencies, some financial institutions — specifically require the original, not a copy, precisely because the physical seal and signature are what give the document its notarized status.
When a Copy Genuinely Isn’t Enough
- Court filings, which frequently require original documents
- Certain government agency submissions, particularly for official records
- Real estate recordings, where the county clerk needs the actual original for the public record
- Some financial institution requirements, depending on their specific policy
When a Certified Copy Can Work Instead
This is where copy certification becomes genuinely useful. A notary can certify that a copy is a true, accurate, and complete reproduction of an original document — creating a version that’s more than a plain photocopy, even though it’s not the original notarization itself. Some institutions accept certified copies in place of the original; others don’t. Our guide on copy certification covers how this process works and its limits.
The “Multiple Places Need It” Problem
If you have one notarized original but several institutions each want a copy, the first move is asking each institution directly whether they’ll accept a certified copy instead of the original. If they will, a notary can certify as many copies as you need from the single original. If an institution insists on the actual original, you may need to coordinate the order in which each place receives it, or consider whether the document should be executed in multiple originals from the start (something to plan for with your attorney before signing, if you know multiple originals will be needed).
Planning Ahead: Multiple Originals
For documents you know will need to go to several places — certain estate planning documents, for example — it’s sometimes worth signing multiple original copies during the same notary appointment, rather than dealing with the single-original problem after the fact. If this might apply to your situation, mention it when scheduling so enough copies can be prepared and properly notarized in one sitting.
Remote Online Notary: A Different Situation Entirely
This is one place where RON has a real practical advantage: an electronically notarized document can often be submitted digitally to multiple recipients without the same physical “only one original exists” constraint that paper documents carry. If you anticipate needing to submit a notarized document to several places, Remote Online Notary is worth considering for exactly this reason.
Making Sure You Get What You Need
Before your appointment, it’s worth confirming with whoever’s requesting your document whether they need an original, a certified copy, or if a standard copy will actually do — a quick question that can save a second appointment later. Easy Day Notary can help sort out the right approach — contact us or schedule directly.
Frequently Asked Questions
Is a photocopy of a notarized document still considered notarized?
No — a photocopy shows that a document was notarized, but it isn't itself a notarized original. Many institutions specifically require the original, wet-seal (or, for RON, the original electronic) document.
Can I get a certified copy instead of the original?
Sometimes, yes — a notary can certify that a copy is a true and accurate reproduction of the original, which some institutions accept in place of the original itself, though this varies by requirement.
What if I need to submit a notarized document to multiple places?
If only one original exists and multiple institutions need it, ask whether they'll accept a certified copy — this is exactly the situation copy certification exists to solve.
Does this work differently for Remote Online Notarization?
Yes — RON produces an electronic original that can often be submitted digitally multiple times without the same 'only one original exists' limitation that paper documents have.