Copy Certification by Document Custodian in California

Copy Certification by Document Custodian (California): What It Is & When You Need It

If you’ve been told, “Just get a certified copy,” but your document isn’t something the issuing agency will re‑issue (think: passport, ID card, diploma, utility bill), Copy Certification by Document Custodian is often the path in California. It’s simple: the document’s holder (the “custodian”) signs a sworn statement saying the attached copy is true and complete; I notarize that statement with a document by custodian certificate. That way the recipient gets a notarized affidavit vouching for the copy—without me “certifying” the copy myself.

Quick note: California notaries can personally certify only one thing as a true copy—the Power of Attorney. Everything else uses the custodian’s sworn statement (this post).

Why California uses a custodian statement (not “notary certified copy”)

California law limits what notaries can certify directly. For most copies (passports, IDs, school records, bills), the legal, compliant route is a jurat on your sworn statement—not a notary’s certification of the copy itself.

What this can cover:

• U.S. passport or state ID (as a photocopy attached to your sworn statement)
• Driver’s license, green card, visa, SSA letter, utility bill, bank/insurance statements
• Diplomas, transcripts, professional licenses, employment letters

The common thread: the recipient wants a notarized declaration that a copy matches an original in your possession.

What this cannot cover (biggies to know)

• Vital records (birth, death, marriage certificates): those must be obtained as certified copies from the issuing office (county recorder/State). A custodian statement is generally not accepted for these. National Notary AssociationCDPH
• Anything the recipient explicitly says must be “a certified copy from the issuing agency.”
• Note on passports: A CA notary cannot “certify” the passport copy—but can notarize your sworn statement about the copy. Many recipients accept that, but some won’t. Always confirm.

How the appointment works (with me)

1. Bring the original + your clean photocopy.
2. We attach your copy to a one‑page “Copy Certification by Document Custodian” statement.
3. You swear/affirm the statement and sign in front of me. I complete a jurat (California wording). California Notary Public Portal
4. I record the act in my journal and return the notarized packet to you.

Time in appointment: typically 10–15 minutes per document set.

Fees (transparent)

• Jurat (your sworn statement): $15 per signature under California Government Code. Mobile travel, after‑hours, printing, and waiting time are separate and quoted up front.

Will USCIS, a bank, or a foreign consulate accept this?

Often—but acceptance policies vary. Many institutions asking for a “notarized copy” are expecting this exact format (your sworn statement + notarization). Others (like vital records offices, some consulates, or the passport agency) require a certified copy from the issuer instead. Always check the receiving agency’s instructions first.

Planning to use your documents overseas (apostille)?

For many countries, the apostille is placed on my notarization of your sworn statement—not on the copy itself. That’s a common path for personal documents abroad. However, each destination country and authority can set its own rules, so confirm acceptance before we proceed. (I also handle the apostille process start‑to‑finish—ask for white‑glove handling.)

Do not confuse with “Tangible Copy of an Electronic Record” (new in CA)

As of January 1, 2025, California added a separate procedure for turning an electronic record into a paper copy for recording: a disinterested custodian certifies the printout and the notary completes a jurat on that certification. That’s different from a custodian statement about your paper originals, but the notarization piece is similar.

What you’ll need to bring

• The original document + photocopy (I can print if needed)
• Valid government ID for you (driver’s license, passport, etc.)
• Recipient instructions (so we match their ask the first time)

Quick FAQs

Is this the same as a “notary certified copy”?
No. In California, I notarize your sworn statement about the copy. The notary is not certifying the copy—except for Powers of Attorney, which notaries are authorized to certify as true copies.

Can you notarize a copy of my passport?
I can notarize your sworn statement that the attached is a true copy of your passport. Whether that’s accepted is up to the recipient (many do; some don’t).

Can you do this for a birth certificate?
No—request a certified copy from the county or state vital records office instead.

How much does it cost?
$15 per jurat (per signer), plus mobile/travel if I’m coming to you.

Ready to get it done (without the back‑and‑forth)?

I’m a mobile notary based in San Pedro serving the South Bay. I’ll prep the correct custodian statement, notarize properly, and—if you need it—manage your apostille.

Text or call (424) 342-1020 to book your appointment, or tap “Book Now” to grab a same‑day slot.