A certified document is often needed when you cannot send the original, when a copy must be verified, or when a UK document needs to be prepared for apostille and overseas use.

But not everyone who can certify a document for general UK use is suitable for international legalisation. A bank, teacher or accountant may be accepted by one organisation for a simple identity check, but an overseas authority may require a solicitor, notary or apostilled certified copy.

GOV.UK explains that certifying a document means getting it signed and dated by a professional person, such as a solicitor, as a true copy of the original. It also says the person certifying the document must not be related to you, living at the same address, or in a relationship with you.

This guide explains who can certify documents in the UK, when solicitor or notary certification is needed, and how to prepare certified copies for apostille.

What does it mean to certify a document?

Certifying a document means a professional or authorised person checks a copy against the original and confirms that it is a true copy.

The certification usually includes:

• wording confirming the copy is a true copy of the original
• the certifier’s signature
• full name of the certifier
• professional title
• date of certification
• business or professional address
• stamp or seal, where available
• registration or practising details, where relevant

For some ID documents, the wording may also need to confirm that the photograph is a true likeness of the person named in the document.

Who can certify documents in the UK?

For general UK use, documents may be certified by a professional person or someone of good standing in the community.

Depending on the organisation requesting the certified copy, this may include:

• solicitor
• notary public
• commissioner for oaths
• accountant
• bank or building society official
• doctor
• teacher or lecturer
• civil servant
• minister of religion
• police officer
• Post Office document certification service
• other professional person accepted by the recipient

However, the organisation asking for the certified document decides who it will accept. Always check their instructions first.

Who cannot certify your documents?

Even if someone has a professional role, they may not be accepted as a certifier if there is a conflict of interest.

GOV.UK says the person certifying a document must not be related to you, must not live at the same address and must not be in a relationship with you.

You should usually avoid using:

• family members
• partners
• housemates
• anyone named in the document
• anyone who benefits from the document
• anyone without a recognised professional role
• anyone whose contact details cannot be verified
• anyone the receiving authority has not approved

For overseas use, the rules are usually stricter.

Solicitor certification

Solicitor certification is commonly used for documents that need to be submitted in the UK or prepared for apostille.

A solicitor may certify:

• passport copies
• driving licence copies
• proof of address
• bank statements
• utility bills
• degree certificate copies
• DBS certificates
• ACRO certificates, in some cases
• employment letters
• private documents
• statutory declarations
• company documents
• digital or printed PDFs

If the certified document needs an apostille, the FCDO may attach the apostille to the solicitor’s signature, provided that signature can be verified.

Notary certification

Notary certification is often used when a document will be used abroad, especially for formal legal, property, company or embassy matters.

A notary may be required for:

• powers of attorney
• overseas property documents
• affidavits
• sworn statements
• company authorisations
• certified passport copies for foreign use
• documents for civil law countries
• documents that need embassy attestation
• documents where the recipient specifically asks for notarisation

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

Solicitor vs notary certification

The right choice depends on the document and where it will be used.

Solicitor certification may be enough for many apostille-only documents, especially copies of ID, proof of address, DBS certificates, academic documents and private letters.

Notary certification may be safer or required where the document is for:

• overseas property
• foreign courts
• embassy attestation
• powers of attorney
• civil law jurisdictions
• company transactions
• foreign banks
• documents specifically requiring notarisation

If the recipient asks for a “notarised copy”, use a notary. If they ask for a “certified copy”, a solicitor may be enough, but check before proceeding.

Certified copies for apostille

A certified copy can often be apostilled if the certification has been done correctly.

The process usually works like this:

1. the original document is checked
2. a copy is made
3. a solicitor or notary certifies the copy
4. the certified copy is submitted for apostille
5. the FCDO checks the certifier’s signature, stamp or seal
6. the apostille is attached to the certified copy

The UK Legalisation Office legalises documents by checking whether the signature, stamp or seal is genuine and attaching an apostille.

Documents that often need certification before apostille

Some documents cannot usually be apostilled as ordinary copies or printouts. They often need certification first.

This may include:

• passport copies
• driving licence copies
• proof of address
• bank statements
• utility bills
• degree certificate copies
• academic transcripts
• DBS certificates
• employment letters
• medical letters
• company documents
• powers of attorney
• statutory declarations
• affidavits
• digital PDFs
• online statements

The apostille is often attached to the solicitor’s or notary’s certification rather than to the underlying document itself.

Documents that may not need certification first

Some official UK documents can often be apostilled directly, if they are original official documents and contain a verifiable signature, stamp or seal.

These may include:

• birth certificates
• marriage certificates
• death certificates
• civil partnership certificates
• adoption certificates
• court documents
• certificate of no impediment
• Companies House certified documents
• some HMRC letters
• some government-issued documents

Even official documents can be rejected if they are damaged, incomplete, laminated, unclear or not issued in the correct format.

Certified passport copies

A passport copy is one of the most commonly certified documents.

It may be needed for:

• overseas bank accounts
• property transactions abroad
• company formation abroad
• visa or residency procedures
• inheritance matters
• powers of attorney
• identity checks by foreign lawyers

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

Certified degree copies

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

It may be used for:

• overseas employment
• work visas
• professional registration
• university admission
• teaching roles
• healthcare jobs
• qualification recognition

The certifier usually needs to see the original 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 apostille because they are usually private or commercial documents.

This may apply to:

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

Online statements and PDFs may need special care. Screenshots are often rejected because they may not show the full document, issuer, address and date.

Certified company documents

Company documents may need certification for overseas use.

This may include:

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

Some company documents may be ordered as certified documents from Companies House. Others may need solicitor or notary certification before apostille.

Digital document certification

Digital documents can sometimes be certified remotely or prepared for e-Apostille, but not every PDF is suitable.

A simple scan, screenshot or typed signature is usually not enough. The document may need to be digitally certified by a solicitor or notary using a verifiable electronic signature.

If the receiving authority requires a physical document, a paper apostille may be safer than an e-Apostille.

Certification wording

Certification wording matters.

A simple certified copy wording may say:

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

For identity documents, wording may also need to confirm:

• the photograph is a true likeness
• the original document was seen
• all pages are included
• the copy is complete and accurate

If the receiving authority provides specific wording, use that wording. Incorrect certification wording can cause rejection.

Certification for overseas use

For overseas use, certification must match the receiving authority’s requirements.

The recipient may ask for:

• certified copy
• solicitor-certified copy
• notary-certified copy
• notarised copy
• apostilled copy
• legalised copy
• embassy-attested copy
• sworn translation
• certified translation

These terms are not interchangeable. A solicitor-certified copy may not be enough if the recipient asked for notarisation. A certified copy may still need an apostille before it is accepted abroad.

Embassy legalisation after apostille

If the destination country accepts apostilles, FCDO apostille may be enough.

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

The process may include:

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

Embassy legalisation often requires paper documents, so e-Apostille may not be suitable.

Translation requirements

If the certified document will be used in a non-English-speaking country, a certified translation may be required.

The correct order depends on the authority. Some authorities want the document certified and apostilled first, 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
• apostilled certified copy
• certified translation
• sworn translation
• translation of the apostille
• apostilled translation
• embassy-attested translation

Common mistakes to avoid

Common mistakes include:

• asking a family member to certify a document
• using a certifier the recipient does not accept
• sending an ordinary photocopy without certification
• using unclear or incomplete certification wording
• forgetting the certifier’s full name, date or professional details
• certifying only part of a document
• using solicitor certification when a notary is required
• assuming certification and apostille are the same
• choosing e-Apostille when the recipient needs paper
• translating the document before checking the correct order
• apostilling the wrong document version

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

How to get documents certified for apostille

The process usually works as follows.

1. check the recipient’s requirements

Confirm whether they need a certified copy, notarised copy, apostille, embassy legalisation or translation.

2. choose the correct certifier

Use a solicitor, notary or other accepted professional depending on the purpose and destination country.

3. prepare the original and copy

The certifier usually needs to see the original document before certifying the copy.

4. use correct wording

Make sure the certification wording matches the recipient’s instructions.

5. submit for apostille

If the document is going abroad, submit the certified copy for FCDO apostille.

6. arrange translation or embassy legalisation

Complete any additional steps required by the destination country.

How we can help

We can help prepare certified documents for apostille and overseas use.

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

If you are unsure who should certify your document, send us the receiving authority’s instructions and the country where the document will be used. We can confirm the safest route before you certify the wrong version.