A certified copy is a copy of a document that has been checked and confirmed as a true copy of the original by an authorised professional.
Certified copies are often requested when you need to use a UK document abroad but do not want to send the original, or where the receiving authority asks for a verified copy rather than a simple photocopy or scan.
What a certified copy means
A certified copy is not just a photocopy.
It usually includes wording from the certifying professional confirming that the copy is a true copy of the original document they have seen. The copy is then signed, dated and stamped.
The exact wording can matter, especially if the document will later be legalised or submitted to an overseas authority.
Who can certify a copy?
Depending on the document and destination country, certification may be completed by a solicitor, Notary Public or another authorised professional.
For overseas use, it is important to check whether the receiving authority specifically asks for a notary. Some countries, banks and land registries will not accept solicitor certification if notarisation has been requested.
The professional must also use wording and identification details that are suitable for the next legalisation step.
When a certified copy may be needed
Certified copies are commonly needed for passports, proof of address, company records, academic documents, Powers of Attorney, wills, medical letters, bank statements and private agreements.
They may be requested by foreign banks, universities, employers, lawyers, property registries, embassies, business partners or government authorities.
A scan or ordinary photocopy may be rejected because it does not prove that the original document was checked.
Certified copy or original document?
Some documents should usually be submitted as originals or official certified copies issued by the relevant authority.
This can include birth certificates, marriage certificates, death certificates, court documents and certain government-issued records.
For other documents, such as passport copies or internal company documents, a certified copy may be the correct route.
Certified copies and legalisation
If a certified copy is being used abroad, the certification may need to be legalised.
Legalisation confirms the signature, stamp or seal of the professional who certified the document. It does not confirm the content of the document itself.
This is why the copy must be certified correctly before the legalisation process begins.
Notarised copies
A notarised copy is a type of certified copy prepared by a Notary Public.
Some overseas authorities prefer or require notarisation because notaries are commonly recognised in international document processes.
Notarisation may be needed for property transactions, company documents, Powers of Attorney, bank documents or legal paperwork.
Translation requirements
If the receiving authority does not accept English documents, the certified copy may also need translation.
The order should be checked before arranging translation. In many cases, the copy is certified and legalised first, then translated so the translation includes the legalisation certificate.
Some authorities may also require the translation itself to be certified or legalised.
Avoid common mistakes
Certified copies can be rejected if the wording is unclear, the stamp is missing, the certifier’s details are incomplete or the document is certified by the wrong professional.
They may also be rejected if the receiving authority asked for the original, an official issued copy or a notarised copy instead.
Always check the requirements before preparing the document.
Check before you copy
Before arranging a certified copy, confirm exactly what the overseas authority needs.
Ask whether they accept a certified copy, whether a solicitor or Notary Public is required, whether legalisation is needed and whether translation or embassy attestation applies.
If you need a certified copy for overseas use, 12 Apostille can review the requirement, confirm the correct certification route and help prepare the document for legalisation where needed.