A certified copy is a copy of a document that has been checked and signed by an authorised professional to confirm that it is a true copy of the original.

Certified copies are often used when you do not want to send an original document abroad, or when an overseas authority asks for a legalised copy rather than the original. This is common for passports, degree certificates, proof of address, company documents, certificates of naturalisation and other important UK documents.

However, not every certified copy is suitable for apostille. The certification must be completed correctly, and the person certifying the document must be appropriate for the legalisation route.

The UK Legalisation Office checks whether the signature, stamp or seal on a document is genuine before attaching an apostille. This means the apostille is often attached to the solicitor’s or notary’s certification, rather than to the copy itself.

What is a certified copy?

A certified copy is a copy of an original document that has been signed and dated by a professional to confirm that it is a true copy of the original.

The certification usually includes:

• wording confirming the copy is a true copy of the original
• the certifier’s signature
• the certifier’s full name
• professional title
• date of certification
• firm or organisation details
• stamp or seal, where appropriate
• contact details or registration details, where relevant

The exact wording can matter. If the certified copy will be used overseas, the certification must be suitable for apostille or further legalisation.

When certified copies are used

Certified copies are commonly used when the original document is valuable, sensitive or difficult to replace.

They may be used for:

• overseas bank accounts
• visa or residency applications
• foreign property transactions
• company registration abroad
• university applications
• professional registration
• employment abroad
• inheritance or probate matters
• immigration procedures
• identity checks
• overseas legal or notarial matters

For example, you may not want to send your original passport, degree certificate or certificate of naturalisation abroad. A certified copy may be accepted instead, provided the receiving authority allows it.

Documents commonly certified for overseas use

Common documents certified for overseas use include:

• passport copies
• driving licence copies
• degree certificates
• academic transcripts
• DBS certificates
• ACRO police certificates
• proof of address documents
• bank statements
• utility bills
• HMRC letters
• certificates of naturalisation
• company documents
• powers of attorney
• statutory declarations
• employment letters
• medical letters

Some documents can be apostilled directly as originals. Others usually need certification first.

Certified copy vs original document

An original document is the document issued by the official authority or organisation.

A certified copy is a copy that has been checked against the original and confirmed as accurate by a certifier.

For some overseas processes, a certified copy is accepted. For others, the original document is required.

For example:

• a birth certificate may usually be apostilled as an original official certificate
• a passport copy usually needs certification before apostille
• a degree certificate copy usually needs solicitor or notary certification
• a utility bill or bank statement may need certification before apostille
• a power of attorney may need notarisation rather than simple copy certification

Always check the receiving authority’s wording before choosing a certified copy.

Who can certify a copy of a document?

Who can certify a document depends on the purpose.

For general UK use, copies may sometimes be certified by professionals such as solicitors, notaries, accountants, regulated financial professionals, doctors, teachers or post office staff, depending on the organisation requesting the document.

For overseas legalisation, the rules are stricter.

GOV.UK guidance for British people abroad says that, if you need a certified copy of a UK document so that it can be legalised, you need to use a UK-based notary. It also advises checking with the person asking for your document if it needs to be a certified copy.

In practice, many apostille routes also use solicitor certification for certain documents, but the safest route depends on the document, destination country and receiving authority.

Solicitor-certified copies

A solicitor-certified copy is a copy certified by a UK solicitor.

This route is commonly used for documents such as:

• passport copies
• proof of address
• bank statements
• utility bills
• DBS certificates
• academic documents
• employment letters
• private letters
• some company documents

The solicitor may certify that the copy is a true copy of the original, or certify the document in a form suitable for FCDO apostille.

The apostille is then attached to the solicitor’s signature.

Notary-certified copies

A notary-certified copy is certified by a notary public. Notarial certification is often used for documents that need stronger international recognition or will be used in jurisdictions with stricter formal requirements.

A notary may be required for:

• powers of attorney
• overseas property documents
• company documents
• sworn statements
• affidavits
• documents for embassy attestation
• civil law country requirements
• documents where the recipient specifically asks for notarisation

If the receiving authority asks for a “notarised copy”, a solicitor-certified copy may not be enough.

Certified copies for apostille

A certified copy can be apostilled if the certification is suitable and the FCDO can verify the certifier’s signature, stamp or seal.

The process usually works like this:

1. the original document is checked
2. a copy is made
3. the copy is certified by a solicitor or notary
4. the certified copy is submitted for apostille
5. the FCDO attaches the apostille to the certifier’s signature
6. the legalised certified copy can be used abroad

This is common where the original document should be kept safe or where the receiving authority specifically asks for a certified and apostilled copy.

Certified copy wording

Certification wording should be clear and specific.

Common wording may include a phrase such as:

“I certify that this is a true copy of the original document seen by me.”

Depending on the document and destination country, the wording may need to confirm additional details, such as:

• that the original has been seen
• that the copy is complete
• that the photograph is a true likeness, for passport or ID copies
• that all pages have been copied
• that the document was signed in the certifier’s presence
• that the signatory’s identity was verified

Do not use generic wording if the receiving authority has provided specific instructions.

Certified passport copies

Passport copies are one of the most commonly certified documents.

A certified passport copy may be needed for:

• overseas bank accounts
• property transactions
• company formation abroad
• visa or residency procedures
• identity checks
• inheritance matters
• legal processes overseas

An ordinary photocopy of a passport is not usually suitable for apostille. A solicitor or notary must normally certify the copy first.

Some authorities also require wording confirming that the photo is a true likeness of the person named in the passport.

Certified degree copies

A certified copy of a degree certificate can be useful if you need to use your qualification abroad but do not want to send the original.

It may be needed for:

• overseas employment
• university admission
• professional registration
• teaching roles
• healthcare roles
• visa applications
• recognition of qualifications

The solicitor or notary usually needs to see the original degree certificate before certifying the copy. If the original is unavailable, university verification or a replacement certificate may be needed.

Certified proof of address

Proof of address documents often need certification before they can be apostilled.

This may apply to:

• bank statements
• utility bills
• council tax bills
• mortgage statements
• tenancy agreements
• HMRC letters
• insurance documents
• employer letters

Online PDFs and printed statements may not be accepted unless certified correctly. Screenshots are often weak evidence and may be rejected.

Certified company documents

Company documents may need certification for overseas business use.

This may include:

• certificate of incorporation
• articles of association
• memorandum of association
• board resolutions
• shareholder documents
• director certificates
• Companies House filings
• company registers
• powers of attorney

Some company documents may be ordered as certified copies from Companies House. Companies House says certified copies and certificates can be ordered through its service, and company certificates can include certified facts about the company.

For some international procedures, a notary-certified company pack may be more appropriate.

Certified copies and e-Apostilles

Some certified copies may be suitable for e-Apostille if they are prepared digitally and signed with a verifiable digital signature.

This can be useful for:

• digitally certified passport copies
• digital solicitor-certified copies
• certain academic documents
• company documents
• proof of address PDFs
• business documents

GOV.UK explains that e-Apostilled documents can be downloaded and shared digitally after legalisation.

However, e-Apostille is only suitable if the receiving authority accepts electronic documents. If the recipient needs a physical document, a paper apostille is safer.

Embassy legalisation after apostille

If the document will be used in a country that accepts apostilles, the FCDO apostille may be enough.

If the country does not accept apostille alone, the certified copy may also need embassy or consular legalisation after the apostille.

This may apply to documents for certain non-Hague countries or where the overseas authority specifically asks for embassy attestation.

The process may include:

1. solicitor or notary certification
2. FCDO apostille
3. embassy or consular legalisation
4. certified translation, where required
5. local ministry stamping abroad, where required

Translation requirements

If the certified copy is being used in a non-English-speaking country, a certified translation may be required.

The order matters. Some authorities want the certified copy apostilled first and then translated. Others may require the translation itself to be certified, sworn, notarised or legalised.

Before arranging translation, check whether the recipient needs:

• certified copy only
• apostilled certified copy
• certified translation
• sworn translation
• translation of the apostille
• apostilled translation
• embassy-attested translation

Common mistakes to avoid

Common mistakes include:

• using an ordinary photocopy instead of a certified copy
• asking the wrong person to certify the document
• using generic wording when specific wording is required
• certifying a copy without showing the original
• forgetting apostille after certification
• using solicitor certification when notarisation is required
• choosing e-Apostille when the authority needs paper
• translating before checking the correct order
• submitting incomplete copies or missing pages
• assuming a certified copy will always be accepted instead of the original

These mistakes can lead to rejection, delays and extra costs.

How to prepare a certified copy for overseas use

The process usually works as follows.

1. check the receiving authority’s instructions

Confirm whether they accept a certified copy or require the original document.

2. check whether solicitor or notary certification is needed

Do not assume either route. The destination country and document type matter.

3. prepare a clear complete copy

All pages, signatures, stamps and attachments should be included.

4. certify the copy correctly

Use the correct wording and ensure the certifier’s name, signature, date and professional details are clear.

5. submit for FCDO apostille

Once certified correctly, the document can be submitted for apostille legalisation.

6. arrange translation or embassy legalisation if required

Complete any additional steps required by the destination country.

How we can help

We can help prepare certified copies of UK documents for overseas use.

Our service can include checking whether a certified copy is acceptable, advising whether solicitor or notary certification is needed, preparing the certification route, submitting the document for FCDO apostille, advising on paper apostille or e-Apostille, and helping with translation or embassy legalisation where required.

If you are unsure whether to send the original or use a certified copy, send us the receiving authority’s instructions and the document type. We can help confirm the safest route before you post anything.