How to certify documents in the UK for apostille and legalisation
Need a certified copy for apostille or legalisation? Learn who can certify documents in the UK, what wording is required and how certified copies are used for international applications.
If you need to use a UK document overseas, you may be asked to provide a certified copy before it can be apostilled or legalised.
Document certification helps confirm that a copy matches the original document and is commonly required for international applications, immigration matters, overseas employment, property transactions and business activities.
Understanding who can certify documents and how certification works can help avoid delays when preparing documents for use abroad.
What is a certified copy?
A certified copy is a photocopy of an original document that has been signed, dated and endorsed by an authorised professional.
The certifier confirms that the copy is a true reproduction of the original document presented to them.
Certified copies are often used instead of original documents when submitting paperwork to overseas authorities, universities, employers, banks and government departments.
Why do documents need to be certified?
Many organisations require certified copies to reduce the risk of fraud and document tampering.
Certification is commonly requested for:
- Passports
- Driving licences
- Degree certificates
- Birth certificates
- Marriage certificates
- Utility bills
- Bank statements
- Company documents
- Powers of attorney
For international use, certification is often the first step before obtaining an apostille certificate.
Who can certify documents in the UK?
The organisation requesting the document may specify who can act as the certifier.
Depending on the purpose of the document, certification may be completed by:
- Solicitors
- Notaries public
- Commissioners for oaths
- Chartered accountants
- Bank officials
- Registered professionals
- Government officers
For documents intended for use overseas, a solicitor or notary public is usually the preferred option.
In many cases, notarial certification provides the highest level of acceptance internationally.
What wording is used on a certified copy?
The certifier will normally add wording confirming that the document is a true copy of the original.
Typical wording includes:
"Certified to be a true copy of the original document seen by me."
The certifier will then add:
- Signature
- Full name
- Professional title
- Date
- Contact details
- Official stamp or seal where applicable
Can certified documents be apostilled?
Yes. Many certified copies can be submitted for apostille certification through the Foreign, Commonwealth & Development Office (FCDO).
An apostille certificate confirms the authenticity of the signature or seal appearing on the certified document.
Countries that are members of the Hague Apostille Convention generally accept apostilled documents without requiring further authentication.
Common reasons certified documents are rejected
Documents are often rejected because:
- The wrong person certified the document
- Certification wording is incomplete
- The copy is unclear or illegible
- Contact details are missing
- Multi-page documents are not properly bound together
- The receiving authority requires notarisation instead of solicitor certification
Checking the requirements before certification can help avoid costly delays.
Certified copies for international use
If your documents are being submitted abroad, additional legalisation may be required after certification.
The process often involves:
- Certification by a solicitor or notary public
- Apostille certification by the FCDO
- Embassy attestation where required
Requirements vary depending on the destination country.
Certifying translated documents
Translations may also require certification before they can be accepted overseas.
Depending on the destination country, the translation may need:
- Certified translation
- Notarial certification
- Apostille certification
- Embassy legalisation
Many immigration authorities, courts and government departments require translated documents to follow a specific legalisation process.
Fast apostille and legalisation services
At Orcap, we help individuals and businesses prepare documents for international use.
Our services include:
- Certified copy services
- Same day apostille services
- FCDO apostille UK processing
- Notarial certification
- Certified translations
- Embassy attestation
- Fast apostille and legalisation services
- Hague apostille services
Our team can advise on the correct certification and legalisation route based on your document type and destination country.
Need certified documents for use abroad?
Whether you require a certified passport copy, company document certification or apostille legalisation, Orcap can help.
Contact our team today for expert guidance on document certification, apostille services and embassy legalisation throughout the UK.
