Certify Documents with Nashville City Clerk

General Governance and Administration Tennessee 3 Minutes Read · published February 07, 2026 Flag of Tennessee

In Nashville, Tennessee, the City Clerk's office handles certification and authenticated copies of municipal records, ordinances, and other official documents needed for legal or administrative use. This guide explains what the City Clerk certifies, how to request certified copies, typical processing steps, interactions with state apostille services for foreign use, and where to find official rules and contacts. Follow the steps below to prepare your documents, confirm any required identification or original signatures, and choose the right submission method for faster processing. For specific office hours, contact details, and procedural notes, consult the City Clerk's official page.[1]

What the City Clerk Certifies

The City Clerk typically issues certified copies of ordinances, resolutions, minutes, official records, and certificates of authenticity for documents on file with the municipal government. The Clerk may also certify that a copy is a true and correct copy of a public record maintained by the office. Certifications do not equal notarial jurats or state apostilles for international use; those steps are handled separately.

Bring a government photo ID and the original document or clear copy when you request certification.

Penalties & Enforcement

Certification is an administrative function; direct criminal or civil penalties for improper certification are governed by municipal code and state law. Specific fine amounts or monetary penalties for misuse of certified documents are not specified on the cited municipal page and must be confirmed in the Metro Code or state statutes.[2]

  • Fines: not specified on the cited page; consult the Metro Code for particular offenses and amounts.
  • Escalation: first, repeat, or continuing offence ranges are not specified on the cited page.
  • Non-monetary sanctions: orders to desist, court enforcement, or records correction may apply under municipal or state law.
  • Enforcer: Office of the City Clerk for certification acts; code enforcement or municipal legal departments may pursue violations.
  • Appeals/review: administrative review or judicial appeal available per Metro Code or municipal procedure; specific time limits are not specified on the cited page.
Check the Metro Code or contact the City Clerk for enforcement details before relying on a certified document in litigation.

Applications & Forms

The City Clerk may accept written requests or online requests for certified copies. A named "request for certified copy" form is not consistently published on the office page; if no form is available, requests are processed at the office counter or by written request per the Clerk's instructions.[1]

  • Form name/number: not specified on the cited page if a formal form exists.
  • Fees: if published, fees will appear on the Clerk's site; otherwise, "not specified on the cited page."
  • Submission: in person at the City Clerk office, by mail, or as directed on the official page.[1]

How to Prepare Documents

Before you visit the City Clerk, gather originals or legible copies, government-issued photo ID, payment method for any fee, and a written request describing the record you need certified. If the certified copy will be used abroad, learn about the Tennessee Secretary of State apostille or authentication process after you obtain the municipal certification.

An apostille for international use is issued by the Tennessee Secretary of State, not the City Clerk.

Action Steps

  • Confirm the record exists in the City Clerk's files and note its date, ordinance/resolution number, or meeting minute reference.
  • Contact the City Clerk to verify office hours, fees, and any required form before you go.[1]
  • Pay any applicable fee and keep the receipt as proof of request.
  • If you need an apostille, obtain the certified municipal copy first, then follow Tennessee Secretary of State instructions for apostille service.

FAQ

How long does certification take?
Processing times vary by workload; the City Clerk's page provides current guidance—contact the office for an estimate.[1]
What documents can the City Clerk certify?
The Clerk certifies municipal records such as ordinances, resolutions, minutes, and official filings maintained in the Clerk's office.
Is a certified copy the same as an apostille?
No. A certified copy authenticates a municipal record; an apostille is issued by the Tennessee Secretary of State for international use after municipal certification.

How-To

  1. Identify the municipal record you need certified and note ordinance, resolution, or minute details.
  2. Contact the City Clerk to confirm availability, fees, and submission method.[1]
  3. Prepare original or clear copy, a photo ID, and payment for fees.
  4. Submit your request in person or by mail as directed; request certification of the copy.
  5. If needed for foreign use, obtain the municipal certified copy first and then request an apostille from the Tennessee Secretary of State.

Key Takeaways

  • The City Clerk certifies municipal records but does not issue apostilles.
  • Contact the City Clerk in advance to confirm fees, forms, and processing times.[1]

Help and Support / Resources

  1. [1] City of Nashville - Office of the City Clerk
  2. [2] Metro Nashville Code - Code of Ordinances

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