NC Notary Copy Certifications — Questions and Answers
Question 1: Under North Carolina law, which category of documents may a notary public certify as a true copy?
- Vital records such as birth certificates and death certificates
- Public records maintained by county or state government agencies
- Tangible private documents that are not vital records or public records (Correct answer)
- Any document, provided the original is presented at the time of notarization
Correct answer: Tangible private documents that are not vital records or public records
NC notaries may certify copies of tangible (paper) private documents. They are expressly prohibited from certifying copies of vital records (birth, death, marriage certificates) and public records — those must be certified by the official record custodian.
Question 2: A client presents a North Carolina notary with their original birth certificate and asks for a certified copy. What should the notary do?
- Certify the copy, since the original birth certificate was presented in person
- Certify the copy only if the client signs an attestation that it will be used for personal purposes
- Decline, because NC notaries are prohibited from certifying copies of vital records (Correct answer)
- Certify the copy with a disclaimer that it is for unofficial use only
Correct answer: Decline, because NC notaries are prohibited from certifying copies of vital records
NC notaries are prohibited from certifying copies of vital records, including birth certificates. The client must obtain a certified copy directly from the NC Vital Records office or the relevant state agency — only the official custodian can certify those records.
Question 3: What must a North Carolina notary do before executing a copy certification certificate?
- Stamp the copy with the notary seal before comparing it to the original
- Physically compare the copy to the original to confirm it is accurate and complete (Correct answer)
- Obtain a county clerk's signature authenticating the original document first
- Require the document owner to swear an oath that the original is genuine
Correct answer: Physically compare the copy to the original to confirm it is accurate and complete
The notary must personally compare the copy to the original document to verify the copy is accurate, complete, and faithful to the original. Only after that comparison can the notary execute the copy certification certificate.
Question 4: A client wants a North Carolina notary to certify a copy of a deed that was recorded with the county register of deeds. What should the notary do?
- Certify the copy, since deeds are private contracts between parties
- Certify the copy only if the client also provides the original unrecorded deed
- Decline, because recorded deeds are public records that must be certified by the official custodian (Correct answer)
- Certify the copy after obtaining written permission from the county recorder
Correct answer: Decline, because recorded deeds are public records that must be certified by the official custodian
Once a deed is recorded, it becomes a public record maintained by the register of deeds. NC notaries cannot certify copies of public records — only the official custodian of the record (the register of deeds) can provide a certified copy.
Question 5: Which of the following is an example of a document a North Carolina notary IS permitted to certify as a true copy?
- A marriage license issued and recorded by the county register of deeds
- A death certificate issued by the NC Vital Records office
- A personal contract between two private parties that was never filed with any government agency (Correct answer)
- A court judgment entered into the official court record
Correct answer: A personal contract between two private parties that was never filed with any government agency
A private contract between parties that has not been filed with any government agency qualifies as a tangible private document. NC notaries can certify copies of such documents because there is no government custodian with exclusive authority to issue certified copies.
Question 6: What does a North Carolina copy certification certificate attest to?
- That the contents of the original document are factually accurate and legally binding
- That the copy is a true, exact, complete, and accurate reproduction of the original document (Correct answer)
- That the notary personally created or witnessed the creation of the original document
- That the document has been authenticated by the NC Secretary of State for official use
Correct answer: That the copy is a true, exact, complete, and accurate reproduction of the original document
The copy certification certificate states that the copy is a true, exact, complete, and accurate reproduction of the original. The notary is certifying the fidelity of the copy to the original — not vouching for the authenticity or legal validity of the original document's contents.
NC Notary Copy Certifications
Under North Carolina law, which category of documents may a notary public certify as a true copy?