I Certify That This Is A True And Correct Copy Of A Record In The Possession Of Form
Use a I Certify That This Is A True And Correct Copy Of A Record In The Possession Of template to make your document workflow more streamlined.
What this certification form does
This form records an authorized person’s statement that a supplied copy is true and correct when compared with a record in that person’s possession. It is not an IRS, USCIS, or nationally standardized form identified by the supplied name, so its required fields and acceptance rules depend on the requesting organization, state law, or receiving agency. In signNow, the sender uploads the record, reviews detected fields, adds certification and signature fields, sends it to the signer, and stores the completed document with its audit trail.
Businesses that use certified copies
The form is most useful where an authorized person must attest that a supplied copy matches a record in the organization’s possession.
Solo attorneys and paralegal practices can certify client records, attach signer identity details, and retain the completed statement with the underlying copy for later production. Healthcare offices can use the certification workflow for authorized record custodians, subject to HIPAA safeguards and any required patient authorization before disclosing protected information. Enterprise legal, finance, and compliance teams can standardize certified-copy requests through templates, delegated sending, audit trails, and controlled storage across departments.
These tasks are executed by both individual contributors and centralized administrators depending on organizational policy and required controls.
How to complete this certification form
Use this workflow to prepare the record, capture the certification, and preserve evidence of the signing event.
Upload the record:
Upload the exact record being certified, then verify every visible page before adding fields. Add certification fields:
Review auto-detected fields and add the certifier’s name, date, signature, and statement fields. Send for signature:
Send the prepared certification to the authorized signer through signNow’s signing workflow. Store the record:
Download the completed copy and preserve its audit trail with the certified record.
What the audit trail records
The audit trail supplements the signer’s certification by preserving a chronological record of document activity and completion evidence.
Authenticate signer:
Capture timestamps:
Link document:
Seal evidence:
Check history:
Export record:
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Features for this certification form
signNow organizes the document preparation, signature capture, and evidence preservation steps needed for a certified copy request.
Field placement
Upload the source record and place certification, signature, date, and initials fields without rebuilding the document from scratch.
Field detection
Auto-detected fields help identify areas requiring completion, while the sender can review and correct placement before delivery.
Signer access
Email delivery and signing links let an authorized custodian review the certification from a desktop or mobile device.
Audit trail
The completed document includes a signNow audit trail recording signing activity, timestamps, and related event details.
Reusable templates
Templates help teams reuse the certification layout while preserving consistent wording and field placement across requests.
Record storage
Completed records can be downloaded and stored with the underlying copy according to the organization’s retention policy.
Platform requirements for signing
Use signNow through Chrome, Firefox, Safari, or Edge on Windows or macOS. signNow also provides mobile applications for iOS and Android devices, allowing authorized users to review and sign this certification form away from a desktop.
Supported browsers Chrome, Firefox, Safari, and Edge Desktop systems Windows and macOS desktop signing Mobile apps iOS and Android mobile apps
Organizations should verify managed-device policies, browser updates, identity controls, and storage permissions before deploying this workflow. API, SSO, certificate, and long-term archival requirements depend on the organization’s plan, industry obligations, and the authority receiving the certified record.
Legal standing of the certification
A signed certification can provide evidence of the signer’s intent, attribution, and record-handling process under ESIGN and UETA. It does not replace notarization, witnessing, or filing rules that apply to wills, court orders, family-law decrees, deeds, or other excluded documents under applicable state law.
Document exclusions and state rules
Notarization requirement
Wills and codicils
Court filings
Real-estate deeds
Security for certified records
Data encryption:
Transport security:
Stored data:
Security certification:
Management standard:
Signer authentication:
Questions about certified copy forms
These answers address signing, evidence, security, and document-handling questions specific to a certification of a record copy.
Upload the original record as a readable PDF or image, then inspect every page after signNow places detected fields. Correct misplaced fields manually before sending, because auto-detection does not determine whether the underlying copy is legally acceptable.
The Business plan includes legally binding eSignatures, templates, audit trails, mobile apps, ISO 27001, SOC 2, and GDPR support. Business Premium adds bulk send and kiosk mode; Enterprise adds advanced signer authentication and conditional fields.
Use a signNow audit trail to document signer activity, timestamps, and the completed document. Under ESIGN and UETA, admissibility still depends on intent, consent, attribution, and the ability to retain and reproduce the record.
A signNow signature does not remove a notarization or witnessing requirement. Wills, codicils, court orders, family-law decrees, and certain deeds may require procedures established by state law or the receiving authority.
For healthcare records, signNow is HIPAA compliant when a business associate agreement is required and appropriate safeguards are used. Confirm authorization, minimum-necessary disclosure, and the receiving organization’s requirements before sending protected information.
Use signNow templates for repeat requests, assign authorized senders, and limit access through organizational controls. Export the completed document and audit trail together, then apply the retention period required by the record’s governing law or policy.
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