How to certify documents "copy is correct": sample. Rules for certification of copies of documents

It would seem that copying a document and putting a corresponding stamp on it is so simple. What could be complicated? It turns out, and this has its own rules! Let's look at what difficulties may await you and consider a sample of how to certify documents “copy is correct”.

Why is this needed?

Imagine that you are going to take a loan from a bank. In almost any case, this organization will require you to provide a copy of the employment document to make sure your solvency.

Or you decide to become an individual entrepreneur, then you need a notarized copy of your passport.

Thus, in the first and second cases, you will need properly executed copies of documents. Such situations can be cited as an example. The only thing that unites them is that the papers must be certified in accordance with the rules of the office.

A plain copy from a document is a simple piece of paper. If it is duly certified, then it immediately becomes legal.

Original and certified copy: what is the difference?

The first document is one of a kind, that is, it exists in only one copy. A copy is a repetition of the original, as they say "one to one", without the presence of a "live" stamp and signature. The latter can be as many as you like.

Moreover, a copy without a certification inscription has no legal force.

The original document should always be stored carefully, because it is sometimes difficult to restore it, unlike copies.

If it happens that the original is lost, but there is a certified copy, then it is allowed to repeat the same certification action with it. This does not apply to cases where the original document can be reproduced again, for example, an order is lost at the enterprise, instead of which a new one is printed with the same details, signature and seal.

On the topic of interest to many, how much a copy of a document costs can be viewed in different ways. For example, if this is a regular repetition of a document without evidence of its fidelity to the original, then 1 page within 2-4 rubles, and if a certification inscription is required, for example, at a notary public, then the price, accordingly, increases several times.

On paper

The stamp “copy is correct” leaves a rectangular print with the corresponding inscription. Typically, stamps contain any handwritten notes, their use can significantly speed up paperwork, especially in organizations with a large amount of information, for example, in courts, police, and other bodies.

Among the entire mass of seals, one of the most common is “copy”, “true”, “copy true”. They can be ordinary, with a date and with a signature.

An organization can have any number of such stamps, the number is not limited. At the same time, the imprint of this seal without the signature of an authorized person is not valid.

In law

Since the case concerns official documents, the question of their proper certification is regulated by legal norms.

Of course, on the Internet you will always find a sample of how to certify documents “a copy is correct”, however, whether it will correspond to the latest innovations ... Let’s take a closer look.

Currently, the rules of certification of copies are regulated by a number of standards and other legal acts:

• GOST R 6.30-2003. According to his requirements, the mark should consist of the word "True" under the signature, an indication of the position of the certifier, signature, full name, date.
• GOST R 7.0.97-2016 - enters from 01.07.2018 to replace the above. It will apply to all local acts of the enterprise (contracts, charters, regulations, instructions, regulations, etc.), as well as electronic documents.

Innovation: on the mark on the certification of the copy, it is necessary to indicate the place of storage of the original, if the paper is sent to a third-party organization, and certify it with a seal.

• GOST R 7.0.8.-2013 (instead of GOST R 51141-98) - contains a conceptual block.
• Fundamentals of the legislation of the Russian Federation on notaries. We will talk about what order prevails in this area and how much it costs to assure a copy from a notary public.
• Decree of the Presidium of the USSR Armed Forces of 08.08.83 No. 9779-X. It establishes the rules for the issuance and certification of copies at the request of individuals.
• Methodological recommendations on the development of paperwork instructions in federal executive bodies.

Basic Rules

• The text of the copy should be clear.
• Corrections, cleanings, postscripts should not be.
• The stamp imprint must be certified with a seal and signature.
• Indicate the name and initials of the certifier.
• The stamp should “call in” a little on the signature and text.
• A mark of certification should be made on each page, if there are a lot of them, then according to the rules of certification of multi-page copies (see below).
• Certified by an authorized person.
• Putting a note on the storage of the original - in case of sending to a third-party organization (especially to state, municipal authorities, local government).

Subject to the above rules, certified copies will be valid.

Let's look at an example of how to properly execute a “copy is correct”, signature and seal:

M.P.

Copy is correct (stamp imprint or word by hand)

Director General Signature A. A. Ivanov

the date

Who is entitled to assure

By virtue of the provisions of the above regulatory legal acts, copies can be certified by the heads of the organization or other authorized officials.

Such rights may be granted to a person in the job description or special order. To the head, this right belongs a priori.

In some organizations, often copies of documents, in particular work books, certificates, are certified by the chief accountant or a specialist in the personnel department.

The topic “how to correctly certify a copy of the work book” will be discussed in the next section.

If the law provides for mandatory notarization, then, accordingly, only this person is entitled to do so.

In this case, the notary only confirms the conformity of a copy of a document or extract, but does not have the right to confirm the legality of the text itself, the powers of signatories, etc.

Passport, work book

These documents are one of the most important in the life of any citizen, so we will consider the rules for their certification separately.

For example, a notarized copy of your passport may be required by you at the tax office, the court, the migration service, for a transaction, etc.

Usually copies of pages are made that indicate the person’s identity, registration, a note on marital status, in some cases also pages marked with children and previously issued passports. A copy can be made on a sheet from two sides, each page must be certified or stapled and on the back of the last sheet write: “3 sheets are stitched and numbered”, put a print, signature, date. And since a copy from a passport is usually made by a notary public, he knows all these subtleties.

How to properly certify a copy of the work book is probably best known to specialists in the human resources department, as they face this almost every day.

So, this document can be copied as a whole or only the necessary pages can be made, for example, the first sheet with the name of the owner and a spread of 4-5 pages. The stamp “copy is true” or “true” is placed on each spread, and the following should be written on the last page: “ It works to the present. Copy is right. Head OK. Signature. Decryption The date". The employer seal is also affixed, if any.

If there are many pages ...

It is clear that when there is one page, questions about proper certification usually do not arise. And if there are a lot of them in the document? At the same time, it’s quite difficult to find a visual example of how to certify “copy is correct” documents when they are multi-page. There are 2 options:

• on each page you need to put an inscription on the fidelity of the whole copy;
• staple the document with brackets or threads, enumerate, put a “copy” on the top of the first page, on the back of the final sheet at the connection point indicate: “stitched, numbered 50 sheets”, stamp, stamp imprint, date, signature and decryption of the authorized person. This method is most acceptable when there are really many pages.

At the notary

As mentioned above, a notary is a specially authorized person, one of the activities of which is certification of copies to originals.

Probably, many are worried about the price of the issue, namely how much it costs to notarize a copy.

So, first of all, the cost depends on the type of document, region and other factors.

For example, certification of a copy of a passport ranges from 100 rubles and above, copies of the Charter - from 500 rubles.

If the law does not oblige you to receive a copy certificate from a notary public, then this procedure is not mandatory.

In general, the process of certifying documents “copy is correct” is relatively short if the office does not have a queue, but it is better, of course, to make an appointment in advance. The main thing - do not forget to bring the original!

For court

If it comes to the Themis Institute, it means that in most cases the dispute has moved to a different plane when all the measures for a peaceful settlement have been exhausted. Consequently, the assessment is now given to each of your actions by the court, and the documents submitted must be ideal.

When submitting a statement of claim or other document, copies of additional evidence are usually attached.

So, for example, the Code of Civil Procedure of the Russian Federation does not require mandatory certification of copies when applying to district courts, world justice, as the main participants in cases are ordinary citizens. In this case, the process of reconciling copies with the originals takes place right in the court session, where the court puts its certification inscription, or when the documents are submitted, this action is performed by the secretary.

As for the arbitration process, the APC of the Russian Federation expressly provides that all submitted copies must be duly certified, otherwise the court may not accept them. At the same time, the main actors in economic disputes are legal entities and individual entrepreneurs, therefore, problems with certification usually do not arise.

In any case, it is better to take care of the quality of the copies presented in the materials of the case in advance, since in the future it is possible to challenge the adopted acts, and other authorities will check the evidence.

We are convinced that this information, as well as the latest news in the legislation and the submitted samples, how to certify the documents “copy is correct”, will help you. If difficulties arise, you can always contact the professionals in your field.