Difference Between Notarized and Certified True Copy in Nepal

Two of the most commonly confused terms in Nepali document preparation are “notarized document” and “certified true copy.” While both involve a Notary Public’s seal, they serve different legal purposes, and submitting the wrong type can lead to your documents being rejected by an embassy or MoFA. This guide clearly explains what each term means in the Nepal context, the key differences, and when you need each type of document for visa and overseas employment applications.

What Is a Notarized Document in Nepal?

A notarized document in Nepal is a document that a registered Notary Public has certified, authenticated, or witnessed by applying their official seal and signature. The term “notarized” is broad and can refer to several distinct notarial acts:

• Notarized true copy — a photocopy certified as a true and accurate copy of the original
• Notarized affidavit — a written sworn statement that the Notary Public has administered an oath for and certified
• Notarized Power of Attorney — a legal document authorizing another person to act on your behalf, witnessed and certified by the notary
• Notarized translation — a certified translation where the notary certifies the translator’s accuracy statement
• Notarized signature — any document where the notary has witnessed and certified the signatory’s identity and voluntary execution

The common element in all notarized documents is the Notary Public’s official seal and certification — this is what gives the document legal standing for embassy, MoFA, and court submissions.

What Is a Certified True Copy?

A certified true copy (CTC) is specifically a copy of an original document that a Notary Public certifies is a complete and accurate reproduction of the original. The key elements are:

• The original document was physically presented to and examined by the Notary Public
• A photocopy was made in the Notary’s presence or provided by the applicant
• The Notary Public stamps the photocopy with their official seal and writes a certification statement (e.g., “Certified to be a true copy of the original document presented before me”)
• The Notary’s signature, stamp, registration number, and date are on every page of the certified copy

A certified true copy is the most common notarial act in Nepal — most clients visiting a notary office simply need a certified copy of their passport, citizenship card, degree, or other original document for submission to an embassy.

Key Differences: Notarized Document vs Certified True Copy

When Is Each Type Required?

When You Need a Certified True Copy

• Submitting a copy of your passport to an embassy when the original cannot be submitted
• Submitting a copy of your citizenship card (nagarikta) for government or embassy purposes
• Providing a copy of your degree certificate for MoFA attestation (when the original degree stays with you)
• Submitting a copy of a birth or marriage certificate for a visa application
• Bank or insurance purposes requiring a verified copy of an official document

When You Need a Notarized Document (Beyond a True Copy)

• Preparing a relationship affidavit (e.g., “I confirm X is my parent/sibling”) for a visa application
• Drafting and executing a Power of Attorney for property or banking purposes
• Submitting a certified English translation of a Nepali document to an embassy — the notary certifies the translation, not just a copy
• Creating a no-objection certificate (NOC) from an employer or institution
• Swearing a statutory declaration required by a foreign immigration authority

Common Points of Confusion

Is a Certified True Copy the Same as a Notarized Copy?

Yes — a certified true copy is a type of notarized document. The Notary Public’s seal is what makes it a certified true copy with legal standing. Some people use “notarized copy” and “certified true copy” interchangeably; technically, all certified true copies are notarized, but not all notarized documents are certified copies.

Does “Attested Copy” Mean the Same as Certified True Copy?

In common usage in Nepal, “attested copy” is often used interchangeably with “certified true copy.” Strictly speaking, “attestation” refers to a formal authentication process (like MoFA attestation, which is a government-level process) while “certification” refers to the notary’s act. For practical purposes, when an embassy asks for an “attested copy,” they typically mean a certified true copy with a notary seal, possibly also with MoFA attestation on top.

Frequently Asked Questions

Can I get a certified true copy of my passport instead of giving the original to the embassy?

For most visa applications, embassies require you to submit your original passport (or at minimum the original for presentation). A certified true copy of a passport is acceptable for other supporting document submissions — for example, the Australian Home Affairs may accept a certified copy of your passport data page as supporting identity evidence — but for the visa sticker process, the original passport is typically required. Check the specific requirements of the embassy you are applying to.

How many pages does a certified true copy cover?

Each page of the original document must be individually certified. For multi-page documents (academic transcripts, long legal contracts), the notary certifies every page. The certification statement typically appears on the last page, with each preceding page stamped and initialed. Make sure all pages are present and certified before submitting.

Is the MoFA attestation stamp on the original or the certified copy?

MoFA applies its attestation stamp to the certified true copy (or notarized translation), not to the original document. You submit the notarized copy/translation to MoFA; your original document stays with you. This is important — never submit your original passport, original degree, or original citizenship card to MoFA.