If you work in international IP filing, you've probably come across the term "notarized true copy" — but what it actually means, when it's required, and why it's sometimes preferred over a certified copy can be surprisingly confusing. The answer often depends on which country you're filing in and how urgently you need the document.
Here's a practical breakdown of what a notarized true copy is, when you'll need one, and how it fits into the legalization process.
What Is a Notarized True Copy?
A notarized true copy is a photocopy of an original document that a notary public has reviewed, compared to the original, and certified as a "true and correct copy." The notary attaches a statement confirming that the copy is an accurate reproduction of the original, signs it, and applies their seal.
It's important to understand that a notarized true copy is not the same as a certified copy. A certified copy is issued directly by the authority that holds the original record — for example, the USPTO issuing a certified copy of a patent application, or a Secretary of State's office issuing a certified copy of a corporate filing. In the United States, a certified copy is generally considered the more authoritative document because it comes straight from the source.
A notarized true copy, on the other hand, is prepared from an existing document by a third-party notary. It's a step below a certified copy in terms of U.S. document hierarchy — but as we'll see, that distinction doesn't always hold internationally.
When Do You Need a Notarized True Copy?
There are a few common scenarios where a notarized true copy comes into play:
Urgent filing deadlines. This is one of the most common reasons we prepare notarized true copies. When a client is facing a tight international filing deadline and there isn't enough time to go through the full legalization process — which can take weeks or even months depending on the steps involved — a notarized true copy can serve as a faster alternative. We can have the original document notarized as a true and correct copy and legalize that copy here in Washington, D.C., significantly shortening the timeline. It's not guaranteed to be accepted by every foreign office, which is why we typically recommend it as a last resort when the deadline leaves no other option.
Countries that accept notarized true copies without legalization. Some countries don't require full legalization for certain filings and will accept a notarized true copy on its own. The UAE, for example, will accept notarized true copies for some types of filings without requiring a consular legalization. If you're filing in a country with these requirements, a notarized true copy can save you significant time and cost by eliminating the legalization steps entirely.
Countries that require notarization on top of a certified copy. This is one that trips up a lot of firms. In the United States, a certified copy from an official source like the USPTO or a Secretary of State's office is considered the gold standard. But some countries view the notary as a higher authority than the issuing agency. In those cases, a foreign office may request that a certified copy also have an additional notary authentication added — essentially asking for a certified and notarized copy of the document. It can seem redundant from a U.S. perspective, but it's a requirement in certain jurisdictions.
How We Prepare Notarized True Copies
At The Patent Place, we prepare notarized true copies in Washington, D.C. The process is straightforward: we review the original document (or certified copy, if that's what needs the additional notarization), prepare the true copy with the appropriate notary statement for D.C., and have one of our couriers take the copy along with the original to a D.C. notary to be notarized and sealed. If the notarized true copy also needs to be legalized, we handle that as well.
Because everything is done locally, we can turn these around quickly (1–2 business days) — which is especially important for the urgent deadline situations that drive most of these requests.
Certified Copy vs. Notarized True Copy: A Quick Comparison
- Certified copy — Issued by the original record-holding authority (USPTO, Secretary of State, etc.). Considered the more authoritative document in the U.S. Requires a formal request and processing time from the issuing agency.
- Notarized true copy — Prepared by a notary public who verifies the copy matches the original. Faster to obtain since it doesn't require the issuing agency. Some countries consider notary authentication to be a higher authority than agency certification.
Which one you need depends entirely on the destination country and the specific filing requirements. When in doubt, check with your foreign agent or reach out to us and we can advise based on the country and document type.
Need a Notarized True Copy?
Whether you're up against an urgent deadline, filing in a country that accepts notarized true copies, or need to add notary authentication to a certified copy, we can help. Reach out to us or get a free estimate.
The Patent Place provides document authentication services for IP law firms, including apostilles, consular legalizations, certified copies, notarized true copies, and more. Get a free estimate or get in touch.