Common document tasks

Creating or filling in a document

This can mean using an official form, adapting a template, or using a service that asks questions and fills in a document. The correct starting document depends on its purpose and on the office or organization that will use it.

The appropriate form depends on its purpose and the process in which it will be used. A template alone does not establish that it fits a particular situation.

Sign a document

A document can be signed electronically or with ink. A witness and a notary perform different functions, and neither role is synonymous with the signature itself.

Get a copy

A regular copy reproduces a document, such as a photocopy. A certified copy includes a statement that it matches the record or original. An official record is information kept by an organization, such as a birth record.

The office that keeps the record may issue a certified copy. A copy certified by a notary may not serve the same purpose.

Translate a document

A translation puts the words into another language. Some offices ask for a certified translation, which includes a statement that it is accurate and complete.

Submit or file a document

To submit a document means to send or give it to an organization. Filing generally means sending it formally to an office that receives or processes it. Court filing, for example, puts papers into a court case. The office may specify forms, fees, and delivery methods.

International use

An apostille is a certificate about an official signature or seal for use between countries in an international agreement. Authentication also verifies an official signature or seal. Legalization can involve further certification, often by an embassy or consulate (an office that represents a country).

A document may also need a copy or translation. There is no single process or order for every document. Its purpose, issuing office, and the person or institution using it can all matter.