A document copy declaration allows a person to certify, using the oath or solemn affirmation form, that an attached copy is a true copy of an original document in their possession. This type of declaration is useful when the reader needs to submit a copy while personally confirming that it is a true copy of the original. To draft the text, it is often helpful to start with a template from the document library.
What is a document copy declaration?
A document copy declaration is a written document in which the declarant certifies under oath or solemn affirmation that an attached copy is a true copy of an original document that he or she possesses or has reviewed. The declarant drafts the text of the declaration, provides their identification, describes the original document and the copy, and then signs it before a notary public.
The commissioner receives the statement, verifies the identity of the declarant, and either issues a swear an oath or receives a solemn affirmation. This process makes the declarant personally responsible for the accuracy of the copy.
This declaration may be used in administrative, professional, or personal contexts where a personal certification that a copy is true to the original is required. It constitutes a formal commitment by declarant that the copy conforms to the original document.
Distinction Between a Copy Declaration and an Official certified true copy
A notary public cannot certify that a copy is a true copy of an original document. Depending on the context, the certification of a true copy is the responsibility of other professionals. However, a notary public may, under oath or solemn affirmation, accept a declaration in which the declarant personally certifies that the attached copy is a true copy of the original.
In this case, it is the declarant that is responsible for ensuring the accuracy of the copy, not the commissioner. This distinction is important for understanding the nature and scope of the declaration.
The declarant must be able to compare the copy with the original or have access to the original in order to make this statement in good faith. The certification is therefore based on good faith and on an actual comparison with the source document.
Common situations where a declaration of copying might be used
Several situations can lead a person to produce a statement attesting that a copy is a true reproduction of the original. Transmitting copies of personal documents as part of administrative, professional, or institutional procedures is a common example.
Some organizations may accept a personal declaration from the document holder when an official certification of conformity is not required. The declarant must always ensure that the format of the personal declaration is appropriate for the context in which the copy is being submitted.
The declaration of copy is a personal attestation and its acceptance depends on the context of use. Each organization or institution determines the document formats it accepts for its own procedures. Official website of the Government of Quebec on rules regarding documents and formats help to better understand the requirements for certain documents and their presentation.
Information and items to prepare for the declaration
The declarant must prepare the text of the declaration before the appointment. The declaration must include the declarant’s full identification, a clear description of the original document, a description of the attached copy, and an explicit statement that the copy is a true copy of the original.
The declarant must provide a valid government-issued photo ID. He must have access to the original document or have reviewed it in order to certify that the copy is accurate.
The copy must be attached to the declaration or clearly identified in the text. The declarant must be prepared to sign the declaration before the commissioner after having sworn the oath or made a solemn affirmation.
Table of information to include in the declaration
| Element | Description |
|---|---|
| Identity of the declarant | Full name, date of birth, address |
| Description of the original document | Document type, date, issuer, reference number if applicable |
| Copy Description | Copy format, number of pages, reproduction date |
| Affirmation of Fidelity | Explicit declaration that the copy is faithful to the original |
Practical points to know before signing
The declarant must understand the contents of the declaration before signing it. The declaration makes the declarant personally liable for the accuracy of the copy. The commissioner verifies the declarant’s identity, receives the oath or solemn affirmation, and witnesses the signing, but does not verify that the copy matches the original document.
The declarant must verify that the copy is an accurate representation of the original before signing. The statement must be written clearly, precisely, and completely. It is also a good idea to keep a signed copy for your records.
The declaration may be signed during a videoconference appointment meeting with a registration commissioner. This option offers practical flexibility while complying with the formal requirements of the sworn declaration. As with a sworn declaration for insurance, the declarant must be prepared to present identification and sign form in the presence of the commissioner for oaths.
Official sources and references used
The Quebec government publishes information on the rules regarding documents and formats for certain administrative procedures. This information can help to understand the distinctions between different types of documents and the requirements applicable depending on the context.
Official sources provide a useful reference framework for preparing a statement that meets administrative expectations. The page Rules for documents and formats contains information on rules concerning documents and formats applicable to certain procedures.
The declarant can use these references to better understand the context in which its statement is used and to submit a document that is clear, complete, and consistent with the attached copy.
Frequently Asked Questions About Document Copy Declarations
What is the difference between a copy declaration and an official certified true copy?
An official certified true copy is certified by a professional authorized to do so depending on the context, whereas a copy declaration is a personal attestation by the declarant under oath or under solemn affirmation. A notary public cannot certify that a copy is true and correct, but may accept a declaration in which the declarant personally attests to the accuracy of the copy. It is the declarant who assumes responsibility for the accuracy of the copy.
Who can make a declaration of copy of a document?
Any adult of sound mind may certify a copy of a document, provided that the person is able to compare the copy to the original or has access to the original. The declarant must understand the content of the declaration and be prepared to certify under oath or solemn affirmation that the copy is a true and accurate representation of the original. The declarant must present a valid government-issued photo ID.
What information must be included in the declaration?
The declaration must include the full identification of the declarant, a clear description of the original document, a description of the attached copy, and an explicit statement that the copy is a true and accurate representation of the original. The text of the declaration must be prepared prior to the appointment. The declaration must be written clearly, precisely, and completely to avoid any ambiguity regarding the nature of the certified document.
Does the commissioner verify that the copy is faithful to the original?
The commissioner does not verify that the copy matches the original document. Their role is to verify the identity of the declarant, administer the oath, or solemn affirmation and to be present when the declaration is signed. The declarant is personally responsible for ensuring that the copy is an accurate representation of the original. For more information on the commissioner’s role, see the Frequently Asked Questions About Swearing-In.
Can I sign my document copy declaration online?
The declaration can be signed during a videoconference appointment meeting with a sermentation commissioner. The declarant must prepare the text of the declaration before the appointment and bring a valid photo ID. The online swearing-in service makes it easy to sign the declaration in a simple and professional manner.
Prepare your document copy statement
The document copy certification allows the declarant to personally certify, under oath or solemn affirmation, that a copy is a true copy of an original document. The declarant must draft the text of the declaration, provide a valid form of identification, and be prepared to sign in the presence of a commissioner.
The online swearing-in service allows you to sign the declaration during a videoconference appointment session. To schedule your appointment, visit the booking page.
By carefully preparing your document copy statement and understanding its scope, you can submit your document copy with more confidence in the correct context.