When navigating the credential evaluation process, one of the most frequently asked questions by applicants is whether certified or notarized documents can be submitted in place of original academic records. This is a particularly important consideration for individuals who may not have access to their original documents or whose academic institutions are unable to send official copies directly.
The answer to this question depends on the policies of the credential evaluation agency you are applying to, the purpose of your evaluation (immigration, further studies, licensing, etc.), and the country of the institution that issued your educational qualifications.
In this blog, we’ll dive into the role of certified and notarized documents in credential evaluations, explore when they may or may not be acceptable, and help you understand how to prepare your documentation properly to avoid unnecessary delays or rejection.
What Are Certified or Notarized Documents?
Certified copies are duplicates of your original academic documents that have been verified as true and accurate representations of the original. Certification can be performed by:
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A notary public
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A university registrar
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An authorized government official
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A lawyer or legal professional (in some jurisdictions)
Notarized copies specifically refer to documents that are signed and sealed by a notary public, who attests that the copy is a true replica of the original.
While both certified and notarized copies are forms of verification, they are not the same as official documents, which are usually required to be sent directly from the issuing institution to the evaluating body.
When Are Certified or Notarized Documents Accepted?
Some credential evaluation services may accept notarized or certified copies only in specific cases and under strict conditions. These may include:
1. Document Submission from Certain Countries
In cases where academic institutions in certain countries are known not to send records directly to evaluation agencies, certified copies may be permitted, provided the evaluator is confident in the integrity of the documentation and the certifying authority.
2. Institution Is Permanently Closed
If your college or university has shut down and no official custodian of records exists, evaluators may allow you to submit notarized or certified copies. However, you may need to provide additional proof of the institution’s closure, such as government notices, accreditation history, or archived web pages.
3. Supporting Documentation Requirement
Even if an official transcript must be submitted directly by the university, certified or notarized copies may still be requested as supporting documents for internal comparison or initial file review.
4. Verification Process Underway
Some evaluators allow you to upload certified/notarized copies while waiting for your official documents to arrive. This can help initiate the assessment process without unnecessary delays.
Limitations of Certified or Notarized Copies
It is crucial to understand that not all credential evaluation agencies accept notarized or certified documents as substitutes for originals. Many evaluators are bound by strict international standards that require the following:
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Direct mailing from the academic institution in a sealed envelope
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Institutional seal/stamp and signature of the registrar or controller of examinations
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Use of secure online portals for document exchange where applicable
The core reason behind this strict protocol is to ensure the authenticity of academic credentials, minimize the risk of document tampering, and maintain the credibility of the credential assessment.
Common Misunderstandings
Many applicants mistakenly believe that once a notary has certified a copy, it carries the same weight as an official transcript. This is not always the case. A notarized copy only verifies that a document is a replica of the original in your possession; it does not confirm that the original is genuine unless the notary has reviewed the issuing process and authenticated its source.
In fact, several evaluation agencies explicitly state that:
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Certified/notarized copies will not be accepted unless exceptional circumstances apply
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Unofficial documents, even if notarized, will not replace official academic records
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Documents must be issued in English or accompanied by a certified English translation
What Should You Do?
If you are unsure whether your documents will be accepted in certified or notarized form, follow these steps:
Step 1: Check the Evaluator’s Requirements
Before gathering documents, read the official document submission guidelines from the evaluation service. Each agency has its own set of standards.
Step 2: Contact the Evaluator if Necessary
If your situation is unique—such as your institution being closed or inaccessible—reach out to the evaluator’s support team. They may offer alternative submission methods or waive certain requirements.
Step 3: Prepare High-Quality Copies
If you are allowed to submit notarized documents, ensure:
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The copies are legible and complete
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The notary’s stamp, signature, and date are clearly visible
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The notary is authorized under law to perform document certification
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Translations (if applicable) are done by certified professionals
Step 4: Retain Originals
Even if certified copies are accepted temporarily, you may still need to present original documents at a later stage for verification, immigration interviews, or academic admissions.
Final Thoughts
While certified and notarized documents can sometimes play a role in the credential evaluation process, they do not universally replace original or official documents. Their acceptability is determined by the evaluation body, the nature of your application, and your academic history.
Always prioritize having your documents sent directly by the issuing institution wherever possible. Certified or notarized copies should only be used as supplemental or exceptional solutions—and only when authorized by the evaluator. By understanding and respecting these guidelines, you’ll ensure a smoother, faster credential evaluation experience that supports your academic, professional, or immigration goals.
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