Certified copies of documents may be required in a number of situations so as to reassure the recipient as to the accuracy and/or veracity of the underlying document. At this point, the question “What exactly is a certified copy?” is of importance.

Certified copies of documents play a crucial role in legal, financial, and administrative processes in the UK since they serve as proof of authenticity and help prevent fraud. Individuals and businesses may be asked to provide certified copies when applying for mortgages, bank accounts, jobs, or during legal proceedings, to name only but a few examples.

What is a Certified Copy?

A certified copy is essentially a complete graphical reproduction (e.g. a photocopy) of an original document that has been confirmed as a true and accurate representation of the original. 

Certification confirms that the copy is certified to be a true copy of the original document. However, it doesn’t necessarily equate to verification as to the authenticity or genuineness of the original underlying document itself (unless this has been specifically stated by the certifier).

It should be noted that the meaning of ‘original’ document is not limited to paper-based ‘wet-ink’ signed documents but, in addition, includes originally issued electronic documents as well (e.g. electronic bank statements or utility bills).

What Is a Certified Copy in the UK?

Generally speaking, to be validly issued as a certified true copy of an original document, a certified copy should contain the following elements:

  • The copy: A legible photocopy of the original document should be prepared.
  • Verification: The copy must be checked against the original by an authorised person.
  • Certification statement: The certifier must include a statement such as:
    • “I certify that this document is a true and complete copy of the original seen by me.”
    • If it includes a photograph: “I certify this is a true copy of the original and a true likeness of [name].”
  • Certifier’s details: The certifier must sign and date the copy, print their full name, occupation, company (if applicable), and contact details.

Multiple pages: If the document has multiple pages, the certifier may sign and stamp each page or only the first page (depending on the specific instructions of the recipient), specifying the number of pages that follow. The certifier should attach all pages securely to prevent tampering.

When is a Certified Copy Required?

Certified copies are required in various situations, including:

  • Applying for bank accounts or mortgages
  • Legal proceedings or government applications
  • Providing evidence of identity (e.g., for jobs abroad)
  • Certifying passports or driving licences
  • Providing proof of documents that can’t be altered (e.g., Employment Detail Summary − EDS)
  • Submitting documents for overseas use

Who Can Certify Documents in the UK?

Several professionals can certify documents. These include:

  • Solicitors
  • Notaries public
  • Commissioners for oaths

Restrictions on Certifiers

The person certifying may not be:

  • Related to you
  • Living at your address
  • In a relationship with you

It’s important to check with the organisation requesting the certified copy to ensure they accept the certifier’s credentials, as sometimes only certain certifiers are accepted. Note: For certifying documents for use abroad, you’ll need a notary public to act as certifier. 

How to Get a Document Certified

6 Steps to Certify a Document

  • Make a clear photocopy of the original document.
  • Present the original document and the copy as a true copy of the original.
  • Request certification of the copy as a true copy of the original.
  • The certifier will:
    • Compare the copy with the original
    • Write the certification statement
    • Sign, date, and include their details
  • Keep the original document in a safe place.
  • Be aware of fees: Some professionals charge for certification, so check in advance.

Certified Copies for International Use and Legalisation

For documents used abroad, notarisation and/or consular legalisation may be necessary. Many countries also require an apostille under the Hague Convention, which is obtained after notarisation.

How We can Help You With Document Certification

At Notary.co.uk, we specialise in certifying and notarising documents with professionalism and accuracy. Our notaries ensure your documents meet legal and institutional requirements, making the process smooth and hassle-free. Our expertise ensures reliable certification, whether for UK use or international purposes.

We certify copies of many types of documents, including:

  • Passports
  • Driving licences
  • Academic credentials
  • Company documents
  • Legal documents

Conclusion

Certified copies are frequently required to facilitate a variety of projects or transactions. Ensuring these are correctly certified by an authorised person helps avoid delays and complications.

Need a certified copy of your documents? Contact Notary.co.uk today for fast, professional certification. Call us on 020 7630 1777, or email us at info@notary.co.uk with questions or to schedule your appointment.