When applying for academic credential evaluation, immigration processes, licensing examinations, or international university admissions, understanding what types of documents are accepted is essential. A question that frequently arises is whether certified or notarized copies can be submitted instead of the original academic documents. While it may seem like a simple substitute, the answer involves several nuances depending on the evaluating body, institution requirements, and the purpose of the document submission.
This blog explores in detail what certified and notarized documents are, how they differ from originals and official documents, and under what conditions—if any—they may be accepted in place of original academic credentials.
Understanding the Terminology: Certified vs Notarized vs Original Documents
Before diving into acceptance criteria, it’s important to understand the definitions:
-
Original Documents are the first-issued, authentic documents you received from your educational institution. These include original transcripts, degree certificates, mark sheets, and provisional certificates.
-
Certified Copies are copies of your original documents that have been stamped, signed, or sealed by a recognized official, usually from the issuing university, an authorized government department, or a registered academic agency. The certifying authority confirms that the copy is a true reproduction of the original.
-
Notarized Copies are certified by a notary public, who verifies that the copy is a faithful reproduction of the original document. This is often done for legal or administrative purposes.
-
Official Documents are those sent directly by the issuing institution to the recipient body (e.g., evaluation agency, immigration office, or university) either in sealed envelopes or via secure digital platforms.
Are Certified or Notarized Documents Considered Valid for Evaluations?
The acceptance of certified or notarized documents depends entirely on the organization or institution to which you are applying. While they might seem equivalent to originals, not all entities treat them that way.
1. For Credential Evaluation Agencies
Most credential evaluation agencies do not accept notarized or certified copies as a substitute for official academic documents. Their policies generally require that official transcripts or academic records be sent directly from the institution, ensuring authenticity and integrity.
Some may permit certified or notarized documents only under specific circumstances, such as:
-
When the educational institution no longer exists
-
In regions where direct document submission from universities is not possible
-
For degrees that were issued decades ago and cannot be retrieved through formal channels
In such cases, you may be asked to submit:
-
A certified/notarized copy of the degree
-
A sworn affidavit explaining the circumstances
-
A letter from the defunct institution’s overseeing board or authority
-
Additional supporting documents (e.g., employment verification, historical academic record)
But these exceptions are rare and reviewed case-by-case.
2. For Immigration or Licensing Purposes
Immigration authorities usually require evaluated credentials, which in turn rely on official documents. Therefore, notarized or certified documents submitted independently may not be sufficient unless specifically requested during follow-up correspondence or under unique documentation policies.
3. For Universities and Educational Institutions
Some academic institutions may accept notarized or certified copies during the initial stages of admission but typically require original or official documents before final enrollment or registration. They may also insist on official transcripts and degree certificates being sent directly from the previous university, especially for postgraduate or doctoral admissions.
Common Misconception: “Certified = Accepted Everywhere”
Many applicants mistakenly believe that having their degree certificate notarized or certified makes it automatically valid for international applications. While a certified copy can be useful for your personal reference, job applications, or in specific legal situations, it does not carry the same authority as an official document sent by the institution itself.
Furthermore, even if a notary public verifies the document’s contents, they do not have the authority to verify academic validity, which is crucial in educational evaluations.
What to Do If You Can’t Submit Original or Official Documents
If you are unable to submit original or official academic records, here are steps you can take:
-
Contact Your Institution: Most universities have a transcript or records department that handles official document requests. Ask whether they can send your records directly to the relevant evaluation body.
-
Check Institutional Policies: If your university has closed or no longer maintains academic records, find out which body has taken over record-keeping (e.g., a state board, national accreditation body, or central archive).
-
Seek Pre-Approval: If certified or notarized documents are your only option, reach out to the recipient organization and explain your situation. Request written confirmation that your documents will be reviewed or considered.
-
Prepare Supporting Documentation: Alongside certified or notarized copies, include explanatory letters, proof of university closure, affidavits, or alumni documentation that can help verify your credentials.
-
Use a Trusted Documentation Service: Services that specialize in transcript procurement and academic verification may be able to help facilitate the official sending of your documents even if you no longer live in the country or region of your institution.
The Role of Certified or Notarized Documents
While certified and notarized documents are not commonly accepted as substitutes for official records, they still play a role in certain circumstances:
-
Supporting documents for verification in appeal processes
-
When applying to a university that allows temporary document submission
-
For job applications in regions where notarization is trusted for legal validation
-
As backup documentation in immigration applications
However, these are supplementary uses—not replacements for officially issued transcripts or credentials.
Final Thoughts
In summary, while certified or notarized documents may appear legitimate and professional, they cannot replace original or official academic documents in most credential evaluations or immigration processes. Only the academic institution that issued your credential can provide the official documentation required by evaluating agencies, educational institutions, or government bodies.
Our Services – FACTS Transcripts
We at FACTS Transcripts assist in various services, including:
- Mark Sheet Transcripts
- E-Transcripts
- Duplicate Mark Sheets & Degree Certificates
- Medium of Instructions Certificates
- Attestations
- HRD Attestation / Apostille Services
- ECA (Educational Credentials Assessment)
Trusted by leading global verification organizations, including WES, IQAS, PEBC, NDEB, NASBA, CAPR, NZQA, ICAS, NCESS, ICES, ECE, eduPASS, ACEI, GCEUS, Comparative Education Services, NNAS, NCA, SAQA, QMAS, FORAC, Australian Pharmacy Council, and more.
FACTS Transcripts – The preferred choice for university document verification worldwide. We ensure a hassle-free process for obtaining your transcripts.
