Almost every one of us faces situations in life that require the provision of documents certified in a certain way. Without such marks, it is simply impossible to carry out some actions. Certain authorities require certification of each piece of paper from other officials.
In principle, in many cases the signature of the person who provides the documents will suffice. But sometimes it will be necessary to put appropriate designations for special workers, for example, notaries. Such actions have a special order and legal significance.
Therefore, quite often we have the question: "What documents need to be certified, how to certify the documents" copy is correct ", who is doing this? If you look at the legal acts, the answers are quite simple.
Copy of the document
First of all, it is necessary to determine the concept itself, which will be considered in the article as a figure. A copy of the document is a complete identical reproduction of information from the original. At the same time, the form, content and order of presentation of the data are preserved, but the paper does not have legal force.
A certified copy represents the same document that was just mentioned, but with special marks providing it with a legal basis for action.
Quite often it happens that a duplicate of a certain original is recognized exclusively as a copy that has a special certification. Just a cleaned sheet of paper in some legal relationships does not play absolutely any role.
Document Copy Form
There are rules in the legislation that determine the special requirements for a document, which is called a copy. These include:
- preservation of form and content;
- reproduction of all details;
- paperwork on a regular sheet or letterhead (depending on the situation);
- preservation of date, index, address in accordance with the original, regardless of where such a copy was made.
That is, the duplicate must be identical. It cannot contain information that was not in the original document. It is important to keep the entire sequence of the information presented.
Types of copies
To date, two forms of duplicates can be distinguished:
- a copy made using technical means;
- newly created document.
The first option, as a rule, is carried out using photocopy. In this situation, the original is simply copied and certified by authorized persons.
The second method is characterized in that on the basis of the original version a new document is created that fully corresponds to it. He does not use technical copying, but takes the same creation options as the original.
Duplicate certification
Quite often, the question arises of how to certify a copy of a document. The regulatory framework provides for a number of cases where duplicates must necessarily contain special marks. Such marks confirm the fidelity of the document and its identity with the original.
How to certify a copy of a document? Depending on the situation for which a duplicate is provided, there are three forms for affirming the legal accuracy of a copy of a document. These include:
- certification by a notary;
- putting down marks by state authorities;
- confirmation of identity by a private person.
The first option involves the use of notarial services.For example, in order to provide documents for certain registration cases by proxy, it is envisaged to certify a copy by such an official.
In some cases, a person has the right to certify documents with government agencies. In principle, in such a situation, the legal force of the duplicate will be the same as when using the first option. To do this, you must contact the Housing Office, dean's office, etc.
Quite often, in order to give legal force to a copy, it will be enough for the director of the organization or other authorized person to personally note that the duplicate corresponds to the original document.
Certification of a document in an organization
Legal entities can independently put down appropriate marks on duplicates. For this, first of all, it is necessary to know the form and order of the inscriptions, which must be present without fail. The right to certify copies of documents in this case are employees of the company who occupy senior positions and their actions include such actions.
Marking procedure:
- location of the original documents;
- confirmation of correctness ("true");
- surname and initials of the person who performs the certification signature;
- date of making a copy;
- signature;
- print.
Quite often they skip the first point. But this mark is especially important in cases where a duplicate is provided to the federal authorities. They require the availability of such information, therefore, it is mandatory to include such data in the legal process.
Certification of documents that contain two or more sheets
How to certify a copy of a document that consists of several pages? For this, special recommendations are enshrined in the legislation, which must be adhered to.
First of all, number each page that makes up a copy. It doesn’t matter where exactly the digital signs will stand. The main thing is that they correspond to the original. Without fail, all sheets must be fastened together according to the numbering of the document. You can stitch them with a thread or an iron bracket. The junction should fit on the part of the paper where there is no text. This is usually the left side of the page.
At the place where the thread or bracket comes out, you need to stick a special piece of paper on which the number of sheets and the signature of the official will be indicated. In addition, it is necessary to put a seal, but so that one part of it is on a sheet with page numbers, and the second on the document itself.
In addition, legal acts provide for the possibility not to fasten the pages of a multi-sheet document with each other. But in this case, each component copy must necessarily be affixed with appropriate designations that indicate the fidelity of the duplicate.
Notarization of a document by a notary
How to certify a copy of a document for which the authority of the employees of the organization is not enough? In such cases, the person will have to use the services of a notary. It is such an employee who has the right to put down marks that indicate the identity of a duplicate of a document to its original. Moreover, it can be addressed not only in cases where it is expressly specified in the law. Citizens and organizations have the right to notarize identity of even those documents that can be certified in another way. It’s just that in this case there is no uncertainty that something has been done wrong.
Notarized copies of documents are indisputable. If an official of the organization could make mistakes when affixing appropriate marks, then a notary public is not allowed. Therefore, when submitting a document certified in this way, no questions will arise.
Duplicate Verification Procedure
Each notary public employee knows how to properly certify a copy of a document. In order for him to confirm the identity of the duplicate, it is necessary to provide:
- original;
- a copy;
- document proving the identity of the person who contacted the notary.
First of all, the official checks the correctness of the copy of the document and its full compliance with the original. After this fact is confirmed, the notary puts down marks that include his name, the word "true", date, stamp, registration number of the certification.
After all the actions are completed, the one who applied to the notary office signs in a special journal, where a register of all appeals of citizens and legal entities is kept.
Notarizing a copy of a document with a notary is quite simple and short. In addition to providing all the necessary documents and payment for such actions, nothing is required.
How much does it cost to certify a copy of a document
If we talk about the price of such actions, it should be noted that everything here depends on who is involved in the process.
When it comes to the organization itself or state bodies, such a procedure is free. No separate payments are required for such actions.
Notary certification has its price. How to correctly certify a copy of the document, we figured out, but in how much it will cost - no. In this situation, everything directly depends on which particular notary confirms the identity. If this is a government worker, then the tariffs will be lower. If the person turned to a private notary, then you will need to pay more.
Practical value
Providing a legal copy is essential. First of all, this is manifested in the fact that such a document can appear in cases instead of the original, confirming certain facts.
Enough has been said about how to certify a copy of a document. The most important thing is to remember the order of putting down marks and information that should be included in it.
How to certify copies of documents? The sample is not established at the legislative level. Therefore, it is necessary to learn all the rules described above and comply with them. How approximately it should look, you can see the photo above.
