What to Do to Get Certified Copies from the Court

Introduction

Have you ever needed proof of a court judgment, a divorce decree, or a property dispute order — but didn't know how to get an official copy? You're not alone.

In India, a certified copy is an officially stamped and verified copy of any court document — a judgment, order, decree, or any part of the court record. It carries the seal of the court and the signature of the authorised court officer, making it legally valid for use in banks, government offices, appeals, and other legal proceedings.

This guide explains the entire process in plain, simple language — from who can apply, to how long it takes, to exactly what you need to do.

What Is a Certified Copy?

A certified copy is not just a photocopy. It is an official reproduction of a court document that has been:

• Compared with the original record

• Stamped with the court seal

• Signed by a competent court officer (usually the Reader or the Nazir)

It serves as legal proof that the document is a true and accurate copy of what exists in court records.

Common documents for which certified copies are sought:

• Court judgments and orders

• Decrees in civil suits

• FIR copies (in criminal matters)

• Charge sheets

• Bail orders

• Divorce decrees

• Succession certificates

• Probate orders

• Adoption orders

• Any petition or pleading filed in court

Who Can Apply for a Certified Copy?

As per the Code of Civil Procedure (CPC) and the General Rules and Circular Orders of respective High Courts, the following persons can apply:

• Parties to the case — plaintiff, defendant, petitioner, or respondent

• Legal heirs of a deceased party (with proof of relationship)

• Advocates on behalf of their clients

• Any person who can show a legitimate interest in the document (e.g., a legal heir seeking property records)

In certain sensitive matters (like matters involving minors or in-camera proceedings), access may be restricted.

Step-by-Step Process to Get a Certified Copy

Step 1: Identify the Correct Court

First, find out which court has jurisdiction over the case and holds the records. This could be:

• A Civil Court / District Court (for civil suits, property matters, family disputes)

• A Criminal Court / Sessions Court (for FIRs, bail orders, judgments)

• A High Court (for appeals, writ petitions, revisions)

• A Family Court (for divorce, custody, maintenance matters)

• A Revenue Court or Tribunal (for land disputes)

The certified copy must be applied for in the same court where the case was heard and the document was filed or generated.

Step 2: Collect the Case Details

Before visiting the court, gather the following information:

• Full case number (e.g., CS No. 123/2021 or CRL. Misc. 45/2020)

• Names of both parties (as recorded in the case)

• Year of filing or decision

• Name of the presiding judge (if known)

• Date of the order or judgment for which copy is needed

Many courts now have case status portals (like eCourts — ecourts.gov.in) where you can look up case details online.

Step 3: Draft and Submit the Application

Go to the Copying Section (also called the Copy Branch or Copying Agency) of the relevant court.

You need to fill out a prescribed application form, available at the copying section or court stationery shop. The application typically includes:

• Your full name and address

• Your relationship to the case (party/advocate/legal heir)

• Case number and details

• The specific document you want a copy of (e.g., "Certified copy of judgment dated DD/MM/YYYY")

• Purpose for which the copy is required (optional in some courts)

Tip: If you are an advocate, you can apply on behalf of your client using your vakalatnama or authorisation letter.

Step 4: Pay the Court Fees

Certified copies are not free. You must pay a court fee as prescribed by the state government or High Court rules. Fees vary by:

• Number of pages in the document

• Type of document

• Whether it is an urgent copy or ordinary copy

General fee structure (approximate — check local court rules):

Type	Fee
Application fee	₹2 to ₹5 per application
Per page of the document	₹2 to ₹5 per page
Urgent copy surcharge	2x the normal fee
Comparison fee	Nominal (if applicable)

Court fee stamps are available at court premises from licensed stamp vendors. In some courts, fees are paid at a cash counter.

Step 5: Collect the Acknowledgment

After submitting the application and paying the fee, you will receive an acknowledgment slip or receipt. Keep this safe — you will need it to collect your certified copy later.

This slip usually contains:

• Application number

• Date of application

• Expected date of delivery

Step 6: Wait for the Copy to Be Prepared

The court's Copying Section will locate the original file, compare the document, and prepare the certified copy. This takes time depending on:

• Ordinary copy: Usually 7 to 15 working days

• Urgent copy: Usually 1 to 3 working days (on payment of higher fee)

• Very old records: May take longer if files are in the record room or archives

Some High Courts (like Delhi HC, Bombay HC, and Madras HC) now allow online applications and digital certified copies, which are faster.

Step 7: Collect Your Certified Copy

On or after the indicated date, visit the Copying Section with your acknowledgment slip and collect your certified copy. The copy will have:

• The court's official seal

• Signature of the authorised officer

• A note confirming it is a "true copy" of the original

• Page numbers and date of issue

Verify the document on the spot before leaving the court premises.

How to Apply for Certified Copies Online (eCourts Portal)

For subordinate courts (District and Taluka courts), the eCourts Services Portal (services.ecourts.gov.in) now allows online certified copy applications in many states.

Steps for online application:

1. Visit services.ecourts.gov.in

2. Click on "Certified Copies" under e-Services

3. Search for your case using case number, party name, or CNR number

4. Select the required document and fill in the application

5. Pay the fee online (via UPI, net banking, or debit/credit card)

6. Download the digitally certified copy (where available) or collect it physically

This facility is currently available in states like Maharashtra, Delhi, Karnataka, Tamil Nadu, and others. Availability is expanding rapidly.

Applying for Certified Copies from High Courts

Each High Court has its own rules, but the general process is similar. Some important notes:

• Delhi High Court: Has an online portal (delhihighcourt.nic.in) with an e-filing and certified copy section

• Bombay High Court: Offers certified copies through its official website for orders and judgments

• Madras High Court, Allahabad High Court, Calcutta High Court: Each has a dedicated Copying Section; some offer e-copies

For High Court copies, the fee structure is different and typically higher than for subordinate courts. Hire a local advocate or a registered clerk if you are unfamiliar with the process.

Documents You May Need to Carry

While requirements vary, it is good practice to carry:

• A valid photo ID (Aadhaar, PAN, Voter ID, Passport)

• Proof of relationship to the case (if you are a legal heir or third party)

• Vakalatnama or authorisation letter (if an advocate is applying on behalf)

• Case details (case number, party names, date of order)

• Cash or digital payment for court fees

Common Mistakes to Avoid

Here are some common mistakes that can delay or lead to rejection of your application:

• Wrong case number — Even a small error in the case number can make it impossible to locate the file

• Not specifying the exact document — Mention the exact date and nature of the document you need

• Applying to the wrong court — Ensure you apply in the court where the document is filed

• Not paying the correct fee — Underpayment leads to rejection; always ask the clerk for the exact amount

• Not following up — If the copy is not ready on the stated date, politely follow up with the Copying Section in-charge

Special Situations

If the Case Is Very Old

For cases older than 10–15 years, records may have been transferred to the District Record Room or State Archives. In such cases:

• You may need to make a separate application to the Record Room

• Processing time will be longer

• Some older records may not be available if they were destroyed as per official record retention policy

If You Are an NRI or Living Abroad

You can authorise a local advocate or a trusted representative through a Power of Attorney (PoA) to apply on your behalf. The PoA must be notarised and, if executed abroad, apostilled.

For Urgent Legal Proceedings

If you urgently need a certified copy for an appeal or stay application, specifically request an urgent copy and explain the urgency to the Copying Section in-charge. Courts generally try to accommodate genuine urgency.

Key Laws and Rules Governing Certified Copies

• Section 76, Indian Evidence Act, 1872 — Every public officer having custody of a public document must provide certified copies on payment of the legal fees prescribed.

• Order VII, Code of Civil Procedure (CPC) — Relates to court records and certified copies.

• High Court Rules and Circular Orders — Each High Court issues its own rules for certified copies of proceedings under its jurisdiction.

• Right to Information Act, 2005 — In some cases, court records accessible to the public can also be obtained through RTI, though this is a separate and slower route.

Frequently Asked Questions (FAQs)

Q1. Can I get a certified copy without a lawyer? Yes. As a party to the case, you can apply personally. You do not need an advocate unless you choose to have one.

Q2. How long does it take to get a certified copy in India? Ordinary copies take 7–15 working days. Urgent copies can be ready in 1–3 working days on payment of higher fees.

Q3. Is a certified copy the same as an attested copy? No. A certified copy is issued by the court and carries its seal. An attested copy is a photocopy verified by a gazetted officer or notary, which does not carry the same legal weight as a certified copy from the court.

Q4. Can I get a certified copy of an FIR? Yes. You can apply at the concerned Magistrate Court or through the police station (for a copy of the FIR itself). A certified copy of the charge sheet or other criminal court documents must be obtained from the criminal court.

Q5. What if my application is rejected? Ask for the reason in writing. Common reasons include incorrect case details, incomplete application, or ineligibility. You can reapply after correcting the error.

Q6. Can I use a certified copy as evidence in another case? Yes. A certified copy issued under Section 76 of the Indian Evidence Act is admissible as evidence in court.

Conclusion

Getting a certified copy from court in India is a straightforward process once you know the steps. The key is to have your case details ready, apply to the right court, pay the correct fee, and follow up if needed.

With the rollout of the eCourts portal and digital certified copies, the process is becoming faster and more accessible — especially for those who live far from court premises. Whether you need the copy for an appeal, a bank loan, a government application, or personal records, this guide should help you get it without unnecessary hassle.

If you are ever unsure, approach a local advocate or the Copying Section in-charge at your court — they are usually willing to guide you through the process.