City Clerk Certified Records - Pittsburgh Guide

General Governance and Administration Pennsylvania 4 Minutes Read ยท published February 09, 2026 Flag of Pennsylvania

The City Clerk in Pittsburgh, Pennsylvania preserves and certifies official city records, minutes, ordinances and some municipal documents. To obtain a certified copy or to confirm whether the Clerk can notarize or certify a document, start by identifying the exact record (ordinance number, meeting date, deed or certificate) and the delivery method you prefer. The City Clerk's official page explains services and how to contact the office for certified records requests City Clerk[1].

Confirm the record identifier and your acceptable form of ID before you request a certified copy.

What the City Clerk typically certifies

The City Clerk commonly provides certification or attestation for:

  • Certified copies of City Council ordinances and resolutions.
  • Certified minutes or statements of official municipal actions.
  • Copies of archival records where allowed under city retention rules.

How to request certified copies or notarized documents

Prepare the request with the record identifier, contact information, and whether you need an original certification, an apostille, or notarization. The municipal code and ordinance text that govern certification practices for Pittsburgh are published in the city's official code; consult the municipal code for legal definitions of record types and custody rules Municipal Code[2].

  • Request processing times are not specified on the cited page.
  • Fees for certified copies or notarization are not specified on the cited page.
  • Contact the City Clerk to confirm acceptable ID, payment methods, and pickup or mail options.

Applications & Forms

The City Clerk uses request forms or written requests in many cases; specific form names or numbers are not specified on the cited page. Contact the Clerk's office to obtain any required request form or instructions for submitting requests by mail, email, or in person.

Penalties & Enforcement

Penalties specifically tied to requests for certified copies or to improper use of certified municipal records are not fully itemized on the cited pages. Where municipal code provisions impose penalties for falsifying or misrepresenting official documents, the exact fines and statutory references are not specified on the cited page and should be confirmed in the official municipal code or with the City Law Department.[2]

  • Monetary fines: not specified on the cited page.
  • Escalation: first, repeat or continuing offence ranges are not specified on the cited page.
  • Non-monetary sanctions may include official orders, revocation of privileges, or referral to courts; specific remedies are not specified on the cited page.
  • Enforcer: City Clerk for record custody and certification; City Law Department for legal enforcement and interpretation.
  • Complaints and inspections: submit to the City Clerk or City Law Department; procedures and deadlines are not specified on the cited page.
If you need to contest a denial of a certified copy, request written denial and ask the Clerk for appeal steps immediately.

Applications & Forms

  • No specific form name or fee schedule is published on the cited City Clerk page; contact the Clerk to obtain the current request form or fee table.

Common violations

  • Submitting false or forged supporting documents when requesting certification.
  • Altering a certified copy after issuance.
  • Using certified municipal records for fraudulent purposes.

Action steps

  • Identify the exact record and gather ID and any authorizing documentation.
  • Contact the City Clerk to confirm the process, fee, and expected turnaround time City Clerk[1].
  • Pay the stated fee and specify delivery method (pick up, mail, or certified mail).
  • If denied, request a written explanation and follow appeal or review directions from the Clerk or City Law Department.
Keep a copy of your request and any receipts until the certification process is complete.

FAQ

Who issues certified city records in Pittsburgh?
The City Clerk issues certifications for municipal records and can advise whether a document can be notarized or requires other authentication.
How long does certification take?
Processing times are not specified on the cited page; contact the City Clerk for an estimate.
What fees apply?
Fees for certified copies or notarization are not specified on the cited page; confirm with the City Clerk.

How-To

  1. Identify the record by ordinance number, meeting date, document title, or filing reference.
  2. Contact the City Clerk to request the certified copy and ask for the current fee and processing time City Clerk[1].
  3. Complete any required request form and provide photo ID and payment as instructed.
  4. Choose delivery: in-person pickup, mail, or courier; keep the receipt and tracking number if mailed.
  5. If you need further authentication (apostille) or a legal opinion about the record, contact the City Law Department or the appropriate state authority.

Key Takeaways

  • Start with the City Clerk and have the exact record identifier ready.
  • Contact the Clerk to confirm fees, forms and turnaround; many specifics are not published on the general pages.
  • If denied or if legal questions arise, seek written reasons and contact the City Law Department.

Help and Support / Resources

  1. [1] City of Pittsburgh - City Clerk official page
  2. [2] Pittsburgh Code of Ordinances - Municode

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