In the UK, certain professionals and officials are authorised to certify documents, ensuring their authenticity for legal and administrative purposes.
In this article, we will go through all the professionals and officials that can certify documents in the UK.
What Is a Certified Document?
Firstly, let’s start with the question what does ‘’certified document’’ mean?
A certified document is a copy of an original one that has been verified by a qualified person as being an accurate and ‘true copy’ of the original. Certification is achieved by a written statement to that effect, which is then signed and dated by the certifier on the copy document.
The certifying person also adds an official signature, stamp, or a seal to the certified document.
Certification Requirements
Note, that when it comes to certifying documents in the UK, the certifier must have been presented with the original document for the certification to be carried out.
Usually certification is an in-person process at a law office. However, Aatos will be launching a fully remote Certification Service (more about this below), as our mission is to make law easy, while maintaining the highest levels of security and compliance.
The exact requirements for certifying documents are usually set out by the body that requires the certification. For example, they may specify who they want to certify the document (e.g., only a Solicitor). The body requiring the certification may also specify the exact wording that must be used.
Otherwise, the Law Society has confirmed that “…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.’’
Read more: How to Certify a Document in the UK?
Officials that Can Certify Documents in the UK
Legal practitioners, including solicitors and barristers, are commonly entrusted with this responsibility, given their comprehensive understanding of the law. Notary publics, specialists in legal authentication and certification, also play a crucial role in this process. Government representatives, such as those holding official positions in local or national government, are recognised for their authority to certify documents.
Additionally, post offices, bank or building society officials can provide certification services, leveraging their position of trust within the financial sector.
Soon, Aatos will join this list of authorised bodies, offering document certification services to meet various legal and formal requirements. This expansion reflects the ongoing evolution of legal services to accommodate the diverse needs of the public and the legal system in the UK.
Legal Practitioners
Solicitors who are authorised to practice law are the go-to choice for certification in the UK, as they have the necessary legal authority, qualifications, and expertise required to provide a reliable and trusted certification service. Many legal businesses and law firms offer document certification services.
Notary Public
A Notary Public is also authorised to handle certifications. Their certification services are usually used when documents or transactions have an international element (because they frequently verify and certify documents for use abroad). However, their services generally come at a higher price compared to regular Solicitors.
Government Representatives
Some government officials, such as court clerks or embassy staff, also have the power to certify some documents, especially in contexts of sending documents abroad for visa purposes.
Bank or Building Society Officials
Some banks or building society officials are authorised to certify certain documents, especially those related to financial matters.
Aatos (soon)
Aatos will soon be launching a highly affordable and totally remote service, where our lawyers can certify your documents online by leveraging the latest compliance technology.
Keep your eyes peeled for this exciting development! 👀
Checklist on Who Can Certify Documents
| Profession | Examples of Eligible Certifiers |
|---|---|
| Legal Professionals | Solicitor, Barrister, Licensed Conveyancer |
| Medical Professionals | Doctor, Dentist, Pharmacist |
| Government Officials | Civil Servant, Diplomat, Councillor |
| Financial Professionals | Chartered Accountant, Bank Officer with 5+ years of experience |
| Educational Professionals | Teacher, Lecturer, College/University Administrator |
| Religious Officials | Priest, Imam, Rabbi |
| Others | Post Office Official, Police Officer, Judge, Magistrate |
Standard Certification Wording
The following wording is most commonly included when a photographic 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 does not contain a photograph (for instance, if it is 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.’
When a copy of a document needs to be certified it’s generally not necessary to certify every page if the pages of the document are all together in order, and the top page is certified as described above.
💡 You should always check what exactly is required with the body requesting the certified copy before proceeding to request the certification, as requirements do vary.
Read more about Certified Copy of a Passport
When do you need to Certify Documents?
Certified documents are often needed when you make important life decisions. Navigating situations like educational or employment processes, visa applications, and business transactions, all usually require certain documents to be certified.
Here are some detailed examples of when you may be asked to provide certified copies of documents:
- Immigration Procedures: For matters like visa applications or citizenship processes, certified documents often stand as proof of a person’s identity and other crucial details to support the application process. In this situation, the documents to be certified could include passports, birth certificates and marriage licenses.
- Educational Submissions: Many academic institutions request certified copies of academic records such as transcripts, diplomas, or certificates for admission processes or scholarship applications. The certification process helps to ensure that the applicant’s credentials are genuine and accurate.
- Legal or Business Contexts: Certified documents may also be required when opening accounts, setting up a company, or applying for a job.
- Lost documents: Certified copies of documents may also be needed when the original document has been lost or cannot be provided for other reasons.
Read more: What is Attestation?
Why are Certified Documents important?
Here are the key reasons why certified documents are important:
- Certified documents help to shield against potential fraudulent activities by confirming the authenticity of documents;
- Certified documents confirm the accuracy of information;
- Certified documents satisfy legal or regulatory requirements; and
- Certified documents enhance the trustworthiness of personal and professional applications.
In summary, Certified documents are important for several reasons, and their significance lies in providing an additional layer of authenticity, reliability, and trustworthiness to certain types of documents.
Certified Documents Vs. Notarised Documents
In different contexts, you may need your documents Certified or alternatively you may need them to be "Notarised." Both processes play important roles in verifying the authenticity of documents, but they each serve differing purposes.
So, let’s explore the differences between Certified and Notarised documents to help you understand when and why you might need each of them.
Certified Documents
As mentioned, Certified Documents are copies of original documents that have been verified as 'true' copies by a qualified person.
The primary purpose of certifying a document is to provide assurance that it's a genuine copy of the original, especially when the original document is required for legal purposes.
Here are some key points to note about Certified Documents:
1. Certified by a Professional
Documents are usually certified by a Solicitor who is authorised to practice law in their jurisdiction. So, in the UK, this would be a qualified Solicitor that is registered with and regulated by the SRA (the Solicitors Regulation Authority). You can look up the records of the solicitors and law firms they regulate.
Qualified Solicitors are an ideal choice for certifying documents, as they have the necessary legal authority and the expertise required to provide a reliable and trusted certification service. They also tend to be more cost-effective than a Notary Public.
2. True Copy
The certifying person carefully compares the copy to the original document to ensure it is a true, complete, and up to date copy of the original.
This process does not involve certifying that the primary document is genuine, only that it is a true copy of the original.
3. Common Uses
Certified copies of documents are often required for official purposes, such as opening a bank account or applying to University.
For the majority of transactions that do not have an international element, a notarised document is not required – certified copies are enough.
Notarised Documents
Notarised Documents are documents that have been signed in the presence of a Notary Public, often simply referred to as a Notary.
Notaries are specialist lawyers and members of the oldest branch of the legal profession in the UK. They are regulated through the Faculty Office of the Archbishop of Canterbury.
Although being a Notary is a separate profession to being a Solicitor, the rules that affect Notaries are very similar to the rules affecting Solicitors.
Notaries are most commonly used to witness, authenticate and prepare copies of certain documents for use abroad. The primary purpose is to confirm that the legal document is valid and can be relied upon.
Here's what you should know about Notarised Documents:
1. Witnessed by a Notary Public
A Notary can serve as an impartial witness when important documents are signed, with the primary role being to verify the authenticity of signatures and ensure the proper execution of certain documents.
2. Confirmation of Identity
The Notary confirms the identity of the person signing the document through personal identification, such as a driver's license or passport.
3. Common Uses
Notarised documents are often required for international transactions.
Common types of documents that may also require notarisation include: Affidavits, Power of Attorney Deeds, and Mortgages, as this provides an extra layer of legal validity and authenticity.
Check from the Table: Certified or Notarised?
| Certified | Notarised | |
|---|---|---|
| Ensure a true copy of the original | ✅ | 🚫 |
| Confirm that the primary document is valid | 🚫 | ✅ |
| Documents for official purposes (e.g. opening a bank account or applying to University) | ✅ | ✅/🚫 |
| Documents for international transactions (e.g. Affidavits, Power of Attorney Deeds, and Mortgages) | 🚫 | ✅ |
| Impartial witness for documents | 🚫 | ✅ |
So, in short, Certified Documents focus on confirming that the document is a true copy of the original, while Notarised Documents confirm that a legal document is valid and can be relied upon.
Depending on your specific needs, you may require one or both types of documents to navigate legal, educational, or administrative processes effectively.
Certified Documents Ensures Legal Validity
In summary, we have provided an in-depth explanation of Certified Documents, including what they are, the distinction between Certified and Notarised documents, and those professionals who are authorised to certify documents in the UK (including Aatos👀). Our article has also highlighted the specific legal and business contexts where certified documents are needed.
So, it should now be clear that Certified Documents play a key role in maintaining the integrity of important records and ensuring that transactions and processes proceed smoothly and with legal validity.
