What Is an Exemplified Copy?

Exemplified copies are an important part of the courts process in approving documents. Any original document, whether it is a birth certificate or death record will require copies to be made for record keeping.

Basics

An Exemplified Copy is defined as a copy of a public document (or record) which is verified by the seal of the court. It is an authenticated copy. While there are multiple steps to having this process completed, there is a cost that comes with it plus important policies to follow.

Function

When an exemplified copy is used, the copy's authenticity is sworn to by the clerk of the court prior to the clerk's signature being sworn to by the judge. In regards to the seal, it is stamped through all copies including the sworn authenticity statements of the judge and of the clerk. The exemplified copy will most likely be a requirement when the copy is filed with a court in another state or country.

Example of Exemplified Copy and Cost

According to FindLaw.com in an article about New York Consolidated Laws, the cost of an exemplified copy is revealed. In a case where the State comptroller is distributing printed forms of debt statements, it would cost 3 dollars per exemplified copy of the statement.

Other Types

Along side of Exemplified copies are Usual and Certified copies. While Usual copies are viewed as photocopies of any document in the case file with no special status, Certified copies are photocopies of a document in its entirety, stamped and sworn to be a copy of the initial document by the court clerk. The Certified copy can become invalid if any staple in the copy of multiple documents is removed.

Example of Exemplified Copy for Lenders

In regards to obtaining an exemplified copy of the judgment from the court that is awaiting the claim to the Health Education Assistance Loan (HEAL) Program for payment, the submission of the claim must be completed in 60 days. "Lender Policy Memorandum L-95-2 dated November 23, 1994 allows lenders up to 60 days to submit a claim for payment from the date a judgment is rendered without an interest deduction." The article later says "If a lender fails to submit a claim within this 60 day period, interest will be denied beyond the 60 day period unless the lender is waiting to obtain a certified or exemplified copy of the judgment from the court and has followed up with the court with a written request."

References

• Getting and Exemplified Copy from the court
• State Comptroller Debt Statement Copies
• Court Records: Types of Copies

Resources

• Lender Policy Memorandum

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