Document certification is the process of having a qualified professional confirm that a copy of a document is a true and accurate copy of the original document they have seen.
The certified copy is typically signed, dated, and marked with a statement confirming that it is a true copy of the original.
Certification usually confirms that the copy matches the original document presented to the certifier. It does not generally confirm that the original document itself is genuine or that the information contained within it is accurate.
Organisations often request certified copies instead of original documents to reduce the risk of loss or damage while still obtaining independent verification of the document.
Do I Need a Solicitor to Certify My Documents?
Whether you need a solicitor depends on the requirements of the organisation requesting the certified document. Some organisations accept certification from a range of professionals, while others specifically require certification by a solicitor or notary public.
Because requirements vary, it is important to check exactly who is authorised to certify documents before arranging certification.
If the organisation has not specified who can certify the document, many people choose a solicitor because solicitor-certified documents are widely recognised and accepted throughout the UK.
What Documents Can Be Certified?
A solicitor can certify a wide range of personal, educational, professional, and business documents.
Common examples include:
- Driving licences
- Utility bills
- Bank statements
- Birth certificates
- Marriage certificates
- Academic certificates
- Degree certificates
- Professional qualifications
- Proof of address documents
Businesses may also require certified copies of:
- Certificates of incorporation
- Company records
- Shareholder documentation
- Commercial agreements
- Powers of attorney
- Other corporate records
Certified copies are often requested where organisations need reassurance that the documents submitted are genuine copies of the originals.
Why Are Certified Documents Required?
Certified documents help organisations reduce the risk of fraud and verify important information without requiring original documents to be submitted. Certification provides an independent confirmation that the copy being submitted matches the original document.
How Does the Certification Process Work?
The certification process is usually straightforward. You will normally need to provide:
- The original document.
- The copy that requires certification.
A solicitor will compare the copy against the original document to ensure it is complete and accurate.Once satisfied, the solicitor will add an appropriate certification statement and sign and date the document. Some organisations require specific wording to be used. Others may require the certifier to include their professional details, contact information, or registration number. It is therefore important to check the receiving organisation's requirements before arranging certification.
Certification of Identity Documents
In some cases, organisations require more than confirmation that a copy matches the original document.
For example, where a passport or driving licence is being certified, the certifier may be asked to confirm that the photograph is a true likeness of the individual presenting the document.
Any specific wording requested by the receiving organisation should be followed carefully to avoid the document being rejected.
What Happens If a Certified Document Is Rejected?
A certified document may be rejected if:
- It has been certified by someone who is not accepted by the receiving organisation.
- The certification wording is incorrect.
- Required information has been omitted.
- Additional verification requirements have not been met.
Checking the requirements in advance can help avoid delays and additional costs.
Where requirements are unclear, it is often worth contacting the organisation requesting the document before arranging certification.
Why Choose a Solicitor to Certify Documents?
Many people choose a solicitor because solicitor-certified documents are widely accepted throughout the UK. Solicitors are regulated legal professionals who are familiar with certification requirements and can ensure documents are certified correctly.
Using a solicitor can help reduce the risk of documents being rejected and can provide reassurance that the certification has been carried out properly.
For more information, please contact us on 01524 907100, info@pre-law.co.uk or through our online enquiry form.
