A certified copy of a document is a photocopy or scanned copy that has been certified as a true and accurate copy of the original by a person accepted by the organisation requesting it. Rather than submitting valuable original documents, many organisations accept certified copies as evidence of identity, qualifications, or official records. The person certifying the document will compare the copy against the original before signing and dating it to confirm that it is a genuine reproduction.
When do you need a certified copy of a document?
Certified copies are commonly requested when applying for employment, opening bank accounts, registering with professional bodies, or completing business and financial transactions. Educational institutions, employers, mortgage lenders, insurers, and other organisations often require certified copies to confirm the authenticity of important documents without taking possession of the originals. The organisation requesting the document will usually specify whether a certified copy is acceptable and who they will accept to certify it.
Who can certify a copy of a document?
Who can certify a copy of a document depends on the requirements of the organisation requesting it, as there is no single legal definition of who is authorised to certify documents in every situation. In many cases, certified copies completed by a solicitor are commonly accepted because solicitors are regulated legal professionals who are trusted to verify documents independently. Depending on the organisation's requirements, other recognised professionals, such as notaries public, accountants, or other authorised individuals, may also be accepted. Common documents requiring certification include passports, driving licences, proof of address documents, academic certificates, professional qualifications, company documents, and other official records. Before arranging certification, it is always advisable to check whether the receiving organisation has any specific requirements regarding who can certify the document or the wording that must be used.
How do you obtain a certified copy?
Obtaining a certified copy is usually a straightforward process. You will need to present the original document together with the copy you wish to have certified. The solicitor will compare both documents, confirm that the copy is identical to the original, and add a certification statement together with their signature and professional details. Using a solicitor helps ensure the certification is completed correctly and increases the likelihood that the certified copy will meet the receiving organisation's requirements, whether requested by employers, financial institutions, educational organisations, or other bodies requiring document verification.
