Introduction
A Certified Copy Application is filed to obtain an official copy of a court order, judgment, or record from the concerned court. Such certified copies are required for filing appeals, revisions, execution proceedings, or for record purposes. This application is commonly used in civil, criminal, and family court matters across Pakistan.
This guide provides a proper certified copy application format in civil matters in Pakistan, along with the relevant legal provisions, the step-by-step procedure, required documents, applicable court fee, and drafting tips every advocate and litigant should know.
What Is a Certified Copy Application in a Civil Matter
A certified copy is an authenticated reproduction of a court record an order, judgment, decree, or any document forming part of the court file issued by the court itself and bearing its seal and signature. Unlike a plain photocopy, a certified copy carries evidentiary value and can be produced before a higher court or another forum as proof of what the original record contains.
In civil litigation, certified copies are most frequently required for:
- Filing an appeal or revision against an order or judgment
- Initiating execution proceedings under Order XXI CPC
- Placing a court order on record before another authority (e.g., a Registrar, Nazim, or administrative body)
- Personal record or reference purposes
Legal Provision Governing Certified Copies in Pakistan
The evidentiary value of certified copies is recognized under Articles 76, 77, and 78 of the Qanun-e-Shahadat Order, 1984, which provide that certified copies of public documents may be issued and produced as secondary evidence before the court. The actual procedure and mechanics of how a certified copy is issued who applies, what fee is charged, and within what timeframe is governed by the Civil Rules of Practice, the relevant High Court Rules, and the Copying Rules applicable in each province.
Applications for certified copies are processed through the Copy Branch (also called the Copying Agency or Nazarat) of the concerned court, after payment of the prescribed court fee and comparing fee.
Who Can Apply for a Certified Copy
- A party to the suit (plaintiff, defendant, applicant, or respondent), either in person or through their counsel
- The legal heirs or authorized representative of a deceased party
- Any person permitted by law or court order to inspect and obtain copies of the record, even if not a party to the case, subject to the court’s discretion
Documents Required to Apply for a Certified Copy
- Duly filled and signed certified copy application
- Case/suit number, names of parties, and the specific order, judgment, or document required, along with its date
- Vakalatnama (if filed through counsel)
- Prescribed court fee stamps affixed to the application
- CNIC copy of the applicant, where required by the Copy Branch
Step-by-Step Procedure to Obtain a Certified Copy in Civil Matter Pakistan
- Draft the application clearly mentioning the case number, parties’ names, and the exact order/judgment/document of which the certified copy is sought.
- Affix the prescribed court fee as per the applicable Court Fees Act schedule for the copy requested.
- File the application in the Copy Branch/Nazarat of the concerned court, either directly or through the filing counter, along with the Vakalatnama if filed by an advocate.
- Comparing and preparation of the copy: the Copy Branch prepares the copy from the original record and compares it for accuracy before certification.
- Collection of the certified copy: once ready, the copy is collected from the Copy Branch on the date informed, or through the designated advocate.
For applications requiring urgency (e.g., limitation about to expire for an appeal), an urgent copy can be requested on payment of additional urgent fee, which usually results in faster preparation compared to the ordinary process.
Certified Copy Application Format in Civil Matter Pakistan
The format of the certified copy application is given below:
IN THE COURT OF _________ SENIOR CIVIL JUDGE
AT KARACHI DISTRICT _____________
Civil Suit No: _________
ABC —————————————————————– Plaintiff
V E R S U S
XYZ ——————————————————————- Defendant
Application For Certified Copy
It is most respectfully prayed on behalf of the plaintiff or defendant, above named, that this Honourable Court may graciously be pleased to grant and issue certified copies of the documents/orders mentioned hereinbelow in the instant matter, on an urgent basis and on payment of prescribed costs, in the interest of justice, equity, and fair play.
Prayed Accordingly,
Karachi
Dated: __________
Advocate for the Plaintiff or Defendant
Court Fee for Certified Copy Applications
The fee for a certified copy is charged as per the Court Fees Act, 1870 and the applicable provincial fee schedule, and generally depends on the number of pages/folios of the record copied, plus a separate urgent fee where an expedited copy is requested. Since fee schedules are periodically revised and vary by province and by the type of document, it is advisable to confirm the current rate with the Copy Branch of the concerned court before filing. For a broader breakdown of how court fees work across different applications, see our guide on the court fees structure in Pakistan.
How Long Does It Take to Get a Certified Copy
Under ordinary process, a certified copy is typically issued within a few working days to a couple of weeks, depending on the workload of the Copy Branch and the length of the record. An urgent application, filed with the additional urgent fee, is usually prioritized and issued sooner — often within a day or two — which is why litigants approaching the limitation period for appeal or revision should always opt for the urgent route.
Common Mistakes to Avoid While Filing a Certified Copy Application
- Not mentioning the exact date and description of the order/judgment required, causing delay in locating the record
- Filing without the Vakalatnama when represented by counsel
- Affixing insufficient court fee, resulting in the application being returned
- Missing the urgent fee when the copy is needed urgently for limitation purposes
- Not verifying the case number and parties’ names against the cause list before filing
FAQs
Q1. What is a certified copy application used for in civil matters?
It is used to obtain an authenticated copy of a court order, judgment, or record, mainly needed for filing appeals, revisions, execution proceedings, or for personal record.
Q2. Who can apply for a certified copy of a court order in Pakistan?
A party to the case, their authorized counsel, legal heirs of a deceased party, or any person permitted by the court to inspect and obtain the record.
Q3. Where is the certified copy application filed?
It is filed in the Copy Branch (Nazarat) of the concerned court where the case record is maintained.
Q4. How much time does it take to receive a certified copy?
Ordinary applications may take a few working days to a couple of weeks; urgent applications, filed with an additional urgent fee, are usually processed faster.
Q5. Is a court fee required for a certified copy application?
Yes, the applicable court fee must be affixed as per the Court Fees Act and the relevant provincial fee schedule, along with an urgent fee if expedited issuance is requested.
Q6. Can a certified copy be used as evidence in court?
Yes, under Articles 76 to 78 of the Qanun-e-Shahadat Order, 1984, certified copies of public documents are recognized as secondary evidence and can be produced before the court.
Final Thoughts
A certified copy application may look like a small procedural step, but delays or errors in it can directly affect an appeal’s limitation period or an execution proceeding’s timeline. Have you filed a certified copy application before, and did your court’s Copy Branch follow the same process, or was your experience different?
Disclaimer
The format and information provided above are for educational and reference purposes only. They are intended to offer general guidance on legal drafting and procedure and should not be treated as legal advice. Each case depends on its own specific facts, applicable law, and court practice; therefore, users are advised to modify the format according to their particular circumstances and seek professional legal advice as necessary.