Notarial Deed Copy – What Is It and What Is It Used For?

A notarial deed copy is an exact reproduction of the original document prepared by a notary. It has the same legal force as the original and can be used in legal transactions as a fully valid document. The original deed, known as the “master copy,” is permanently stored in the notary’s office. Instead of the original, the parties to the transaction receive certified copies.

Copy vs Extract of a Notarial Deed

The terms “copy” and “extract” are often used interchangeably, although formally they are not identical. A notarial deed copy is issued by a notary based on the original kept in their office. An extract is a term more commonly used for court or administrative documents.

In the case of notarial deeds, “copy” is the correct term, although in practice both terms are used interchangeably and are understood in the same way by institutions and public offices.

Who Can Obtain a Notarial Deed Copy and How to Apply?

A copy may be obtained by any party to the notarial act, meaning the persons who participated in signing the deed. In justified cases, legal successors or persons who can demonstrate a legitimate legal interest may also obtain it. A notary has the right to refuse issuing a copy to an unauthorised person.

The procedure is simple. You only need to contact the notary office where the deed was prepared and submit an application. This can be done in person or in writing. Increasingly, notary offices also allow applications to be submitted electronically, and some notaries already issue electronic copies of notarial deeds signed with a qualified electronic signature, which have the same legal force as paper versions.

The application should include:

• applicant’s details,
• date of the notarial deed,
• deed repertory number,
• purpose of the request,
• number of copies required.

How Much Does a Notarial Deed Copy Cost?

The cost of a notarial deed copy mainly depends on the number of pages in the document. According to the regulations on notarial fees, a notary charges for each started page of the copy. The fee is up to PLN 6 net per page, plus 23% VAT.

For an average notarial deed consisting of several pages, the cost of a single copy usually ranges from several dozen to over one hundred zloty. If multiple copies are required, the cost increases proportionally. It is worth remembering this already at the stage of finalising the transaction and ordering enough copies for future use.

A broader context of property transaction expenses, including notary costs when buying a house, is worth reviewing before signing the agreement to avoid unpleasant surprises.

Notarial Deed Copy from Court Archives – When and How to Obtain It

Notary offices are required to store original deeds for 10 years. After this period, the documents are transferred to the archive of the district court competent for the notary’s office location. At that point, a copy must be requested directly from the court rather than the notary.

The situation is also more complex if the notary office has ceased to exist because the notary has retired, moved, or passed away. In such cases, the files are taken over by the notarial chamber archive or the relevant district court. Information about where the deed has been transferred can be obtained from the National Notarial Council or the regional notarial chamber.

An application for a copy from court archives must be submitted in writing. It should include identifying details of the deed, such as the date of its preparation and the repertory number. The court charges a fee per page of the issued document in accordance with applicable court fee regulations.

When Is a Notarial Deed Copy Required?

A notarial deed copy is required in many situations related to real estate transactions and inheritance matters. It may be needed for:

• entries in the land and mortgage register,
• applying for a mortgage loan,
• selling property,
• inheritance proceedings,
• division of assets,
• conversion of perpetual usufruct into ownership.

Each of these situations requires proof of ownership or legal title to the property. A notarial deed copy fulfils this role in a clear and unquestionable manner for public authorities and financial institutions.

If you are planning to purchase your own property and are looking for:

• a house in Ożarów Mazowiecki,
• an apartment for sale in Warsaw’s Białołęka district,

check the available developments from J.W. Construction. Transparent documentation at every stage of the purchase is a standard that J.W. Construction has maintained for years.

FAQ – Frequently Asked Questions

What is a notarial deed copy?

A notarial deed copy is a faithful reproduction of the original deed, certified with the notary’s signature and seal. It has the same legal force as the original and can be used in all legal transactions requiring this document.

How do you obtain a notarial deed copy?

You must submit an application to the notary office where the deed was prepared. If the office no longer exists or more than 10 years have passed since the deed was created, the request must be submitted to the archive of the relevant district court.

How much does a notarial deed copy cost?

The fee is up to PLN 6 net per started page of the document, plus 23% VAT. The total cost depends on the length of the deed and the number of copies requested.