City Clerk Certified Copies & Fees - Madison, WI

In Madison, Wisconsin, the City Clerk is the primary office for requesting certified copies of municipal records such as ordinances, resolutions, council minutes, and certificates of election. Contact the City Clerk to confirm whether a particular record is maintained as a certified municipal copy and to learn the required procedure for certification and pickup or mailing.^[1] For the legal form of ordinances and the city code text that may be certified, consult the Madison municipal code and official ordinance repository.^[2]

What are "certified copies" and when to request them

Certified copies are official reproductions of original municipal records that include a certification statement and the City Clerk's seal or signature. Common uses include legal filings, proof of compliance, title searches, permitting appeals, and records for historical or administrative purposes.

How to request a certified copy

• Identify the exact record title, date, and docket or ordinance number if available.
• Contact the City Clerk's office by phone or email to confirm availability and any prerequisites.
• Submit a written request or a public records request form if required by the clerk.
• Pay the applicable copying and certification fees as directed by the clerk.
• Arrange for pickup or provide a mailing address for certified copies.

Penalties & Enforcement

The City Clerk is responsible for issuing certified copies of municipal records and for maintaining the official archives of city documents. The City Clerk or the City Attorney enforces rules governing the custody and certification of records; specific enforcement processes and monetary penalties for improper certification, falsification, or unauthorized use are not specified on the cited city pages and should be confirmed with the Clerk or City Attorney.^[1]

• Fines: not specified on the cited page.
• Escalation (first/repeat/continuing offences): not specified on the cited page.
• Non-monetary sanctions: orders to cease use, injunctions, court action, or referral to criminal prosecution may be pursued where applicable; specific remedies are not itemized on the cited page.
• Enforcer: City Clerk issues certifications; City Attorney handles legal enforcement and potential litigation.
• Inspection and complaint: submit concerns to the City Clerk office or the City Attorney's office (contact pages in Resources).
• Appeal/review: procedures for challenging a denial of certification or alleging improper certification are not fully specified on the cited city pages; requesters should ask the Clerk about internal review and consult the City Attorney for legal remedies.

Applications & Forms

The City Clerk may provide a public records request form or instructions for requesting certified copies; the exact form name and fee schedule are not specified on the cited page and must be confirmed with the Clerk's office.^[1]

Processing times & delivery

• Processing times vary by record type and volume; ask the Clerk for an estimated turnaround.
• Mailing or overnight delivery may incur extra charges and require a prepaid return envelope or payment.

Common certified records

• Ordinances and resolutions (city code amendments and council ordinances).
• Council minutes and official meeting records.
• Certificates of election and official certification documents.

Action steps

• Call or email the City Clerk to confirm the record and fees.
• Complete any required request form and provide identification if requested.
• Pay fees and choose pickup or mailing.
• If a request is denied, ask the Clerk for written reasons and available appeal steps.

FAQ

How long does it take to get a certified copy?

Processing time varies by record and workload; contact the City Clerk for an estimate and expedited options.

What fees apply for certified copies?

Fees for copying and certification depend on the document type; the city page does not list specific fee amounts and you must confirm with the Clerk.^[1]

Can the City Clerk certify a birth or marriage certificate?

No. Vital records such as birth, death, and marriage certificates are issued by Dane County or the Wisconsin Department of Health Services.

How-To

1. Identify the exact municipal record you need certified and note any ordinance or minute references.
2. Contact the City Clerk by phone or email to confirm availability and required steps.^[1]
3. Complete any required request form or provide a written request with your contact and delivery instructions.
4. Pay copying and certification fees as instructed and arrange pickup or provide a prepaid envelope for mailing.
5. Receive the certified copy and verify the clerk's signature or seal meets your receiving authority's requirements.

Key Takeaways

• City Clerk issues certified municipal records for ordinances, minutes, and official certifications.
• Confirm fees and processing times with the Clerk before submitting a request.

Help and Support / Resources

• City of Madison - City Clerk office
• Madison Municipal Code (ordinances)
• City of Madison - City Attorney
• Dane County official site (vital records and county clerk)

1. [1] City of Madison - City Clerk office (records and public requests; current as of February 2026)
2. [2] Madison Municipal Code - Code of Ordinances (city code and ordinances)