A Certified Document is a copy of an original document that has been verified as authentic by an authorised professional, such as a Solicitor.
Certification involves the certifier comparing the copy to the original document, then signing and stamping the copy to confirm it matches the original exactly. Certified copies prove the legitimacy of important documents.
In the UK, Solicitors and Notaries are generally authorised to certify documents. In some circumstances government officials and banks can also certify documents.
⚠️ Note: The body that has requested certified copies of your documents will usually stipulate any particular requirements they have as to who is permitted to certify your documents. For example, they might state that only documents certified by a Solicitor will be accepted. Be sure to check with them first to avoid your documents being rejected later on.
Exciting News 👀
Aatos will soon be offering an affordable and convenient online Document Certification service using the latest compliance technology. Our modern platform will make certifications easy, without requiring in-person meetings at a law office. So, keep your eyes peeled for our official launch!
Certified Documents Ensure the Validity of the Copy
The certified copies of your documents evidence the fact that you possess and can legally use the original document. Certified Documents are commonly required for visa applications, university admissions, employment, and other legal or official processes.
For most purposes within the UK, certifications done by a qualified Solicitor are accepted, but notarisation is often the required process needed for documents that are going to be used internationally.
Difference between Certified and Notarised Documents
In the UK, certification involves a qualified person verifying a copy of an original document as accurate and true, while notarisation by a Notary Public confirms the validity of a legal document, often requiring witnessing, administering oaths, and preparing copies for use abroad.
Ultimately, Certification focuses on the accuracy of copies, while notarisation involves a broader range of legal validations.
Attestation makes sure your documents will be officially accepted and trusted everywhere.
Read more: Who can Certify Documents UK?
How to Certify Documents in Practice
Below are the current steps you need to take to certify documents in the UK.
1. Find a Qualified Certifier
The ‘’traditional’’ approach to certifying documents involves locating a qualified Certifier. To do this, you will need to identify a professional who can legally certify a copy of a document.
In the UK, you can look up Solicitors and law firms using the official SRA website.
2. Prepare Your Document and Identification
Gather the original document that you need to be certified, as well as clear copies of the original document (depending on how may copies you need), as well as a valid form of identification (such as a passport) to present to the certifier.
Be sure to check with the certifier the exact documents needed before turning up to the meeting!
Read more about Certified Copy of a Passport
3. Meet the Certifier
Book an appointment with the certifier, bringing all necessary paperwork to the meeting.
The certifier will compare the original with its copy to confirm that the copy of the document is true and accurate.
4. The Certification
There are no specific rules that apply to the certification of documents in the same way as there are for the swearing of oaths, affirmations, and declarations. In fact, the exact requirements for a copy to be deemed certified are set out by the body that requires the certification.
For instance, they may specify the exact certification wording that must be used. So, be sure to check with them first and then inform the certifier of the requirements.
If there are no unique or specific requirements given, the following wording is generally used when a photographic ID document (such as a passport) is being certified:
‘Certified to be a true copy of the original and a true likeness to [insert name of person] seen by me.’
If the document to be certified does not contain a photograph, for instance, a university transcript or a utility bill, then the wording can be adapted as follows:
‘Certified to be a true copy of the original seen by me.’
The certifier will also add other important details including: Their occupation, contact details, official stamp, signature, and the date of the certification.
When a copy of a document needs to be certified it is generally not necessary to certify every page (assuming the pages of the document are all together in order) and the top page is certified as described above. However, it is best to check with the body requesting the certified document from you, as they may have particular requirements.
💡 The certified document holds the same authority as the original, making it fit for a range of legal purposes.
Read more: What is Apostille?
Certifying Documents Online: The Future of Law is here!
The traditional approach to certifying documents is an ‘’in person’’, for example in a post office, process with certain challenges, meaning it is not always fit for the modern world.
Finding a reliable certifier takes considerable time, resources, and effort. You will need to make and wait for an appointment with a qualified certifier.
Once the appointment is arranged you will then need to find the office of the certifier and attend the meeting, which adds to the time cost and inconvenience of this approach.
Thankfully, the internet has revolutionised legal services. Online solutions now allow you to get your documents certified online.
What does this mean? This means that you can now get 'true copies' of original documents without needing to leave your home or place of work, making the process more efficient and cost-effective.
You may be thinking but how exactly does this work? Well, with the assistance of cutting-edge technology (for instance, biometric, pixel, and signature analysis) our lawyers can now review, verify, and legally certify your documents 100% online and 100% securely.
We are almost ready to launch – so watch this space! 👀
The Aatos Difference
Here's why everyone should use Aatos for their online document certification needs:
1) Seamless User Experience
Certifying a document online on our user-friendly platform couldn't be easier.
All you will need to do is:
(a) Answer a few simple questions
(b) Verify your identity (on our easy platform this step takes just 5 minutes)
(c) Upload your document.
With Aatos, it's seriously this easy – we offer the most straightforward platform the certify documents in the UK.
Within one business day you will receive your certified document by email, or, you can even have it posted to your door – the choice is yours.
2) Speedy Turnaround Times
Aatos recognises the need for speed in our on-demand world.
While some law firms can take weeks to complete the certification process, with our online document certification service you have the option to receive your document within 1 business day (using the email option).
Or, you can have the certified document posted to your address within one to two business days, as we understand that occasionally some institutions may request a hard copy. We offer the fastest turnaround times for remote certifications on the market!
Our tech-enabled, remote operation allows for unmatched speed when it comes to certifying documents online. So, there is no need to wait weeks for an in-person appointment with a lawyer.
We should still point out that our certifications are always done by SRA Regulated Solicitors (with the assistance of the latest compliance tech), so you can rest assured that the documents certified by Aatos have been certified by a qualified professional.
3) Fixed, Fair Pricing
Know exactly what you'll pay upfront with our fixed fees. There are no surprise hourly charges or hidden costs with our affordable legal services.
We offer the most secure and best value certification service on the market.
4) Security
When you choose to certify documents online with our revolutionary platform, your documents and data are safe with us. At Aatos, we prioritise security measures - our digital platform is GDPR compliant and we use encrypted data storage for ironclad security, in compliance with our legal obligations. Meaning that you can feel at ease trusting us with certifying your important documents.
Aatos is also registered with the Information Commissioners Office (ICO), which is dedicated to protecting the rights of people over their own data. The ICO oversees and enforces compliance with data protection regulations, investigates data breaches, and provides guidance on how to handle personal data responsibly.
5) Document Flexibility
Don't pay a lawyer hourly just to certify your documents. Aatos can professionally certify all your documents remotely in minutes (even from the comfort of your couch!)
Examples of the documents we certify include but is not limited to:
• Passports • Driving Licences • Utility Bills • Bank Statements • Company Documents • University Certificates • Contracts • Consent To Travel Forms • VISA Documents • And much more!
6) Global Reach
Aatos breaks through geographical barriers. You can now get your documents certified quickly and correctly regardless of where you are based.
Our user-friendly legal platform eliminates the need for in-person meetings, offering legal services at the touch of a button.
With our service you are free to certify all your documents from wherever you are.
Certify Documents Online
With highly affordable fees, cutting-edge tech, and unrivalled convenience, Aatos makes online document certification easy for everyone, while upholding the highest professional standards.
So, if you want to save yourself precious time, money and stress, be sure to use Aatos to certify your documents online.
