Most of the time a plain copy of a court record is enough: to read it, to keep for your files, or to show someone informally. When a government agency, bank, employer, or another court needs to rely on the record, they will ask for a certified copy. This guide explains what that means and how to get one from any clerk in the country.
Steps at a glance
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Identify the court and case number
Find the case in the clerk's online index or call the clerk with the party names and year. The case (cause) number is the key to every request.
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Decide which documents you need certified
Agencies usually want one specific document, such as the final decree, the judgment, or the letters testamentary. Ask them exactly what they will accept.
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Check the fee and payment method
Clerks charge per page plus a certification fee per document. Call or check the website for current amounts and whether they accept checks, money orders, or cards.
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Submit the request
In person at the clerk's counter, or by mail with a written request, payment, and a self-addressed stamped envelope. Some clerks accept online or emailed requests.
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Get an apostille if the document is for use abroad
For foreign use, ask the clerk for an exemplified or authenticated copy, then send it to the secretary of state for an apostille.
Plain, certified, and exemplified copies
- Plain copy: a photocopy or PDF with no attestation. Free to download from many portals; a small per-page fee at the counter.
- Certified copy: a copy the clerk has compared to the court's original and stamped with a certificate, signature, and seal. Accepted by agencies as proof of what the court's file contains. Costs the per-page copy fee plus a certification fee.
- Exemplified (or authenticated) copy: a certified copy with an added certificate from the presiding judge confirming the clerk's authority, and sometimes a further certificate from the clerk confirming the judge's. Required for some interstate purposes and for apostilles.
When you need a certified copy
| Purpose | Document usually required |
|---|---|
| Name change on a passport, driver's license, or Social Security | Certified divorce decree or name-change order |
| Remarriage | Certified divorce decree (some states) |
| Claiming a deceased person's accounts or property | Certified letters testamentary or letters of administration |
| Recording a judgment lien or enforcing a judgment in another state | Certified or exemplified judgment |
| Immigration or foreign legal proceedings | Exemplified copy with apostille |
| Proving a conviction or dismissal to a licensing board | Certified judgment or order of dismissal |
| Sealing or expungement petitions | Certified dispositions from each case |
Ask the receiving agency exactly which document and which form of certification it wants before you order. Ordering the wrong document is the most common reason for a second trip.
Step 1: find the case
You need the court, the case number, and the exact name of the document. Search the clerk's online index by party name, or call the clerk with the names and approximate year. The state and county guides on this site link each clerk's search and list the office address.
If the case is old and not in the online index, the clerk may charge a search fee to locate it in archives.
Step 2: request in person
Bring the case number and photo identification, go to the clerk's records counter, and ask for a certified copy of the specific document. Many clerks can produce it while you wait; large files or archived cases may take a day or more. Pay the per-page fee plus the certification fee; most offices take cash, card, or money order.
Step 3: request by mail
Write a short letter to the clerk of the court that heard the case. Include:
- the case number and the names of the parties;
- the exact documents requested and that you want them certified;
- the number of certified copies;
- your name, mailing address, phone number, and email;
- payment (check or money order) for the estimated fee, or a note asking the clerk to contact you with the amount; and
- a self-addressed stamped envelope.
Call first to confirm the fee and whether the office accepts mailed requests for the type of record you need. Some clerks have a request form on their website; use it if so.
Step 4: online and email requests
A growing number of clerks accept certified-copy orders online or by email and either mail the copy or provide an electronically certified PDF with a verification code. Check the clerk's website. Electronically certified copies are not accepted everywhere, so confirm with the receiving agency.
Apostilles for use abroad
Countries that belong to the Hague Apostille Convention accept a certified public document with an apostille attached by the state's secretary of state. For a court record:
- Obtain a certified (often exemplified) copy from the clerk. Ask specifically for the version required for an apostille; some states require the judge's certificate.
- Send it to the secretary of state's apostille office with the fee and the destination country.
- Non-Hague countries require authentication through the U.S. Department of State and the destination country's embassy instead.
Fees
Copy fees are set by statute in each state and usually range from a few cents to a few dollars per page, with a certification fee of a few dollars per document. Exemplification costs more. Fee schedules are published on most clerk websites and are listed, where confirmed, on our state pages.
Troubleshooting
- The clerk cannot find the case: confirm the county and the court level; divorces are in the general-jurisdiction court, misdemeanors in county court, evictions in the lowest court.
- The document is sealed: only parties or people with a court order can obtain it.
- The agency rejected the copy: ask whether it wants a certified, exemplified, or apostilled version, and whether it must be dated within a recent window.
Frequently asked questions
What is a certified copy of a court record?
A copy the clerk has compared to the original and stamped or sealed as a true and correct copy. It carries the clerk's signature and seal and is accepted as proof of the court's record.
Can I get a certified copy online?
Rarely. Online portals provide plain copies. A few clerks accept online orders for certified copies and mail them, but most require an in-person or mailed request.
How long does a mailed request take?
Typically one to three weeks, longer if the file is in off-site storage or the request is incomplete. Including the case number and exact document names speeds it up.
What is an exemplified copy?
A certified copy with an additional certificate from the judge attesting to the clerk's authority, used when the record must be recognized in another state or country.