Conformed copies are exact copies of a document that is prepared with it is not possible to simply duplicate a copy of the original document. Essentially, this makes the conformed copy a re-creation of the original. In order to be a true conformed copy, the document must include all the elements of the original, with no changes in wording or structure, no matter how small or insignificant the changes may appear.

A conformed copy can be used in a number of instances. Court systems allow the use of a conformed copy, and often use the document for filing purposes. When this is the case, the conformed copy is typed and constructed exactly as the original. In addition, any notations handwritten in the margins will also be included on the document. A court clerk will compare the conformed copy to the original to ensure that all aspects of the two documents are alike, including any dates. If a judge’s signature appears on the original, the judge may sign the conformed copy as well or the judge’s name may be typed and dated into the appropriate fields. Once the comparison is complete and the clerk determines the documents are mirrors of one another, the conformed copy is stamped and assigned a filing date.

Businesses also make use of the conformed copy format. This is often the case when multiple departments need access to contracts and other important documents. The original signed documents are usually maintained in a secure location, while a conformed copy or copies is made available for general use among the different departments within the organization. This approach ensures there is always a copy of the original signed document on hand, but allows wide spread access to the terms and conditions of a given document to those who need this information to assist clients or otherwise perform their work related tasks.

The same individual who served as the signatory on the original document may sign a conformed copy. If this is not possible or practical, the individual’s name may be entered into the signature field of the conformed copy. In like manner, it is possible to certify or notarize a conformed copy. However, this action is usually considered unnecessary.