If you’ve ever needed to send official documents to a government department, a university, or an embassy, you’ve likely been asked for a certified copy or a notarised copy. While many people assume these two terms mean the same thing, there are key differences between certified copies and notarised copies, especially when you’re dealing with cross-border paperwork.
Understanding which one you need can save you time, money, and a lot of administrative back-and-forth.
What is a certified copy?
A certified copy is a photocopy of an original document that has been stamped and signed by a recognised authority, confirming that it’s a true and accurate reproduction of the original.
In South Africa, a certified copy can be issued by:
- A commissioner of oaths (e.g. police officer, lawyer, bank manager, etc.)
- An attorney or advocate
- A notary public
The person certifying the document must see the original, make the copy themselves or confirm it’s correct, and then stamp and sign it with their designation.
Certified copies are often used for:
- Local job applications
- Government forms
- Insurance claims
- University enrolment
- Licence renewals
These are not legally binding documents in their own right, they’re just validated copies of an original, for use in situations where originals aren’t required.
What is a notarised copy?
A notarised copy goes a step further. This is also a copy of an original document, but it has been certified by a notary public, whose role is internationally recognised in legal and official proceedings.
When a notary notarises a document, they:
- Confirm the authenticity of the original
- Identify the person presenting it
- Stamp and sign the copy using their official notarial seal
- Record the transaction in their notary register
Notarised copies are often required for international or high-stakes legal processes, including:
- Visa and immigration applications
- Foreign university or school enrolment
- Property purchases abroad
- Opening bank accounts overseas
- International business contracts
In many cases, notarised copies are also required to be apostilled or legalised, depending on the country and the nature of the transaction.
Key differences between certified copies and notarised copies
| Feature | Certified Copy | Notarised Copy |
| Who can issue it | Commissioner of oaths or attorney | Notary public only |
| Accepted for local use | Yes | Yes |
| Accepted for international use | Not usually | Yes |
| Carries notarial seal | No | Yes |
| Logged in official register | No | Yes |
| Often needs apostille/legalisation | No | Sometimes required |
In summary, certified copies are ideal for local, routine matters, while notarised copies are required when dealing with foreign entities or complex legal issues.
When does a notarised copy become essential?
There are several situations where a notarised copy is not just preferred, but mandatory:
- Sending documents abroad
If a foreign embassy, university, or business is asking for copies, they’ll often specify that they must be notarised (and sometimes apostilled too). - Legal proceedings or contracts
Some legal transactions, especially those involving property, inheritance, or financial matters, require notarised documentation for enforceability. - Documenting identity or status
In immigration or visa contexts, notarised copies of birth certificates, passports, and marriage certificates are frequently requested.
It’s always best to check with the recipient to understand exactly what type of copy they need.
Can you notarise a certified copy?
This is a common misunderstanding. A notary must work directly from the original document. They cannot notarise a certified copy that was stamped by someone else.
If you only have a certified copy (and not the original), you’ll need to locate the original before a notary can help you.
RSANotary can help anywhere you are
Whether you’re in South Africa or currently living abroad, RSANotary.co.za offers a fast, secure and professional solution for notarising your South African documents.
We assist with:
- Notarised copies of passports, IDs, birth certificates and more
- Apostille and legalisation for use abroad
- Courier services for secure document delivery
- Remote consultations if you need advice on what’s required
We understand the strict international standards around document authenticity, and we help you meet them the first time around.
Need a certified or notarised copy of a South African document?
Contact RSANotary.co.za today for step-by-step support, expert guidance, and complete peace of mind.
