What Is a Certified Copy?
In real estate transactions and civil litigation, you cannot simply print a document off the internet or hand the judge a grainy photocopy of a contract. To prevent fraud, courts and title companies require absolute proof that a document is authentic. This is achieved using a certified copy.
A certified copy is a reproduction of an original document that is held in the county's official public records. The Clerk of the Circuit Court (or the appropriate government agency) physically stamps the copy with an official seal and signs a statement declaring that the copy is a true, accurate, and complete reproduction of the original document on file.
When Certified Copies Are Required
Certified copies are mandatory in several critical Florida real estate procedures:
- Clearing Title — If a homeowner pays off their mortgage, the bank records a 'Satisfaction of Mortgage.' If the homeowner later sells the house, the title company may require a certified copy of that Satisfaction from the county clerk to definitively prove the lien was removed.
- Probate and Estate Sales — When an executor sells a deceased person's real estate, they cannot just show the buyer the original Last Will and Testament. They must provide a certified copy of the Death Certificate and a certified copy of the probate court's 'Letters of Administration' proving they have the legal authority to sign the deed.
- Recording Out-of-County Judgments — If a landlord wins a $10,000 judgment against a tenant in Hillsborough County, but the tenant owns real estate in Pinellas County, the landlord must obtain a certified copy of the judgment and record it in Pinellas County to legally attach a lien to the tenant's property.
Evidentiary Admissibility
Under Florida evidence rules, a certified copy of a public record is "self-authenticating." This means an attorney can introduce it as evidence in a trial without needing to call the county clerk to the witness stand to testify that the document is real. A standard, uncertified photocopy is generally inadmissible hearsay.
Related Terms
- Deed — An original document that is frequently requested as a certified copy
- Title Company — The entity that demands certified copies to issue insurance
- Probate — A court process requiring certified death certificates
Barnes Walker Title & Litigation
Barnes Walker's legal team regularly procures certified copies of deeds, court orders, and vital records from Florida clerks of court to quickly resolve title defects and ensure our evidentiary submissions in real estate litigation meet all strict admissibility standards. Request a legal inquiry for assistance.
Reviewed by the attorneys at Barnes Walker, Goethe, Shea & Robinson, PLLC