AZ Notary Copy Certifications — Questions and Answers
Question 1: What does an Arizona notary certify when performing a copy certification?
- That a photocopy is a true, exact, and complete copy of the original document the notary reviewed (Correct answer)
- That the contents of the document are truthful and accurate
- That the original document was legally executed and properly signed
- That the document has been recorded with the appropriate government office
Correct answer: That a photocopy is a true, exact, and complete copy of the original document the notary reviewed
In a copy certification, the notary certifies only that the photocopy is a true, exact, and complete reproduction of the original document—not that the document's content is truthful, that it was properly executed, or that it has been recorded anywhere.
Question 2: Which of the following documents may an Arizona notary certify as a true copy?
- A personal letter written by a private individual (Correct answer)
- An Arizona birth certificate issued by the state
- A recorded deed on file with the county recorder
- A federal tax return transcript issued by the IRS
Correct answer: A personal letter written by a private individual
Arizona notaries may certify copies of documents that are NOT public records and NOT capable of being recorded in a public office. A personal letter is a private document that fits both criteria. Birth certificates are vital records (public records), recorded deeds are public records, and IRS transcripts are government-issued records—none of these qualify for notary copy certification.
Question 3: Why can an Arizona notary NOT certify a copy of a birth certificate?
- Because birth certificates are public records, and notaries may only certify copies of non-public documents (Correct answer)
- Because birth certificates require a special apostille rather than a notarial certificate
- Because birth certificates are always kept in digital format and cannot be photocopied
- Because copy certifications are only available for legal contracts
Correct answer: Because birth certificates are public records, and notaries may only certify copies of non-public documents
Arizona law limits notary copy certifications to documents that are not public records. Birth certificates are vital records maintained by the government as public records; certified copies of those documents must be obtained directly from the issuing government agency, not from a notary.
Question 4: What must an Arizona notary do before certifying a photocopy of a document?
- Compare the photocopy directly against the original document to confirm it is a complete and accurate reproduction (Correct answer)
- Administer an oath to the document holder affirming the original's authenticity
- Record the original document number in the notary journal before making any copies
- Obtain written authorization from the document's author or issuing authority
Correct answer: Compare the photocopy directly against the original document to confirm it is a complete and accurate reproduction
The notary must physically compare the photocopy to the original to verify it is true, exact, and complete. No oath is required for a copy certification (unlike a jurat), no document number pre-registration is required, and no authorization from the author is needed—the notary's own comparison of copy to original is the key step.
Question 5: Which notarial certificate wording is used to complete a copy certification in Arizona?
- A statement that the notary has compared the attached copy with the original and that the copy is a true and complete reproduction (Correct answer)
- An acknowledgment certificate stating the signer appeared and voluntarily executed the document
- A jurat certificate stating the contents are true and the document was signed under oath
- A no specific certificate is required—the notary simply places the seal on the copy
Correct answer: A statement that the notary has compared the attached copy with the original and that the copy is a true and complete reproduction
A copy certification requires its own distinct certificate—one that states the notary compared the copy to the original and found it to be true and complete. An acknowledgment certificate and a jurat certificate are for different notarial acts. Placing only a seal without a completed certificate is insufficient.
Question 6: A client asks an Arizona notary to certify a copy of a deed that was recorded with the county recorder's office five years ago. The notary should:
- Decline, because recorded documents are public records that cannot be copy-certified by a notary (Correct answer)
- Proceed, because the recording occurred more than one year ago and the record is no longer active
- Proceed, because real estate deeds are private contracts between parties
- Decline only if the deed involves a commercial property
Correct answer: Decline, because recorded documents are public records that cannot be copy-certified by a notary
Once a deed is recorded with the county recorder, it becomes a public record. Arizona prohibits notaries from certifying copies of public records—regardless of how long ago they were recorded or the type of property involved. The client should instead obtain a certified copy from the county recorder's office.
AZ Notary Copy Certifications
What does an Arizona notary certify when performing a copy certification?