Notarizing Certified Copies in Michigan

Certified copies are commonly requested for legal, governmental, and personal matters, yet they are often misunderstood—especially when it comes to the role of a notary public. While some states authorize notaries to certify copies of certain documents, Michigan law is more restrictive. Understanding these differences is essential for document holders, businesses, and notaries alike.

This article explains what a certified copy is, why vital records are treated differently, and clearly outlines what a Michigan Notary Public may and may not do with certified copies, using official Michigan guidance.

What Is a Certified Copy?

In many states, a certified copy is created when a notary public compares an original document to a photocopy, verifies that the two documents are identical, and then attaches a signed and sealed notarial certificate stating that the copy is a true, correct, and accurate reproduction of the original.

This process adds a layer of authenticity to the copy, but it is important to understand what certification does—and does not—mean. A notary who certifies a copy does not verify the truthfulness, legality, or accuracy of the document’s contents. Instead, the notary only confirms that the photocopy appears to be an exact duplication of the original document presented.

Typically, the document custodian must appear before the notary with:

• The original document

• A photocopy of that document

• Valid government-issued identification

The notary’s authority to certify copies, however, varies significantly by state, and many states impose additional restrictions on certain types of records.

Vital Records and Why They Are Treated Differently

What Are Vital Records?

Vital records are official government documents that record major life events. These records are foundational legal documents used to establish identity, relationships, and legal status. Common examples include:

• Birth Certificates – Proof of birth, age, and parentage

• Death Certificates – Official record of a person’s death, often required for estate settlement and insurance claims

• Marriage Certificates or Licenses – Legal proof of a valid marriage

• Divorce Decrees or Certificates – Documentation that a marriage has legally ended

These records are maintained by state or local government authorities and are relied upon by courts, government agencies, and institutions.

Why Vital Records Matter

Vital records serve several critical purposes:

• Legal Identity – Establish who you are and document your official life history

• Government Services – Required for passports, Social Security, and public benefits

• Personal and Professional Use – Needed for school enrollment, employment, insurance, and travel

• Public Health and Policy – Used to track population trends and public health data

Because of their importance and vulnerability to fraud, vital records are subject to stricter handling rules than ordinary documents.

Certified Copies of Vital Records

In many states, notaries are prohibited from certifying copies of vital records, even if they are otherwise allowed to certify documents. This restriction exists because only the government agency that issued the record can guarantee its authenticity.

In Michigan, this prohibition is explicit.

This Is Not Allowed in Michigan

A Michigan Notary Public may not certify copies of vital records. This includes birth certificates, death certificates, marriage records, and divorce records. Even if a person presents an original vital record, the notary is not authorized to compare it to a copy and certify it as true and accurate.

Certified copies of Michigan vital records must instead be obtained directly from the issuing authority.

The official Michigan Vital Records office provides certified copies upon request:

• Michigan Department of Health and Human Services – Vital Records - https://www.michigan.gov/mdhhs/doing-business/vitalrecords

What a Michigan Notary Public Can Do: The True Copy Statement

Although Michigan notaries cannot certify copies themselves, Michigan law allows an alternative process commonly referred to as a True Copy Statement.

How the True Copy Statement Works

In Michigan:

1. The document owner or issuer prepares a written statement declaring that the attached copy is a true and accurate copy of the original document.

2. This statement is placed on a separate sheet of paper or attached to the document copy.

3. The document owner appears before a Michigan Notary Public with valid identification.

4. The notary notarizes the signature on the True Copy Statement, not the document copy itself.

An official State of Michigan True Copy Statement form is available here:

• State of Michigan – True Copy Statement (PDF) - https://www.michigan.gov/sos/-/media/Project/Websites/sos/24delrio/True-Copy-Statement.pdf

The Notary’s Role in Michigan

It is critical to understand the distinction between certifying a copy and notarizing a True Copy Statement.

A Michigan Notary Public:

• Confirms the identity of the signer

• Witnesses the signer’s declaration that the copy is true

• Verifies that the signature was made voluntarily

• Applies the notarial act (acknowledgment or jurat, as appropriate)

The notary does not:

• Compare the original to the copy

• Certify or guarantee the accuracy of the copy

• Validate the contents of the document

• Assume responsibility for the document’s authenticity

The responsibility for the truthfulness of the statement remains entirely with the document owner or issuer.

Certified copies play an essential role in legal and governmental processes, but Michigan takes a narrower approach to notarial authority than many other states. Michigan notaries do not certify copies. Instead, they notarize the signer’s sworn or acknowledged statement that a copy is true.

For vital records, the only valid source of a certified copy is the issuing government authority. Understanding these distinctions helps document holders obtain the correct paperwork and ensures that Michigan notaries remain compliant with state law while performing their duties responsibly.

When in doubt, requesting certified records directly from the appropriate state office—and using a True Copy Statement when permitted—will prevent delays and complications.

Contact me today with any questions.