Document Certification & Certified Copies: What You Need to Know
“What is a certified copy?”, “Do I need my documents certified for visa or university?”, “Who can certify in the UK?”
If you’ve been asked to supply a certified copy of a document, or you need a document “certified” (sometimes called a “true copy”, “certified copy”, or sometimes “notarised copy” depending on the context), you likely have questions: what exactly is needed, who can do it, how much does it cost, and what happens if you get it wrong. Jonathan Lea Network is dedicated to guiding you through this, making sure your documents are accepted first time, whether in the UK or abroad.
What is Document Certification / Certified Copy
A certified copy is a photocopy (or reproduced image) of an original document which is verified by a professional to be a true, full and accurate copy of the original. The person who certifies confirms that they have seen the original, that the copy matches it, then signs, dates, and adds their credentials to the copy. It does not usually mean that the certifier is verifying the authenticity of the original (i.e. whether the original is genuine in every respect), unless that extra step (e.g. notarisation, legalisation) has been requested.Certification is commonly required when:
- You cannot send the original document (risking loss, damage, or because the recipient needs to keep documents).
- You need to submit official documents for banks, legal applications, immigration, university, courts, or overseas authorities.
- Organisations require assurance to avoid fraud or verify identity.
What UK Law & Official Guidance Says
To ensure you do this correctly, here is the current official position (England & Wales, UK) on document certification:
- GOV.UK guidance says you can certify a document by taking its copy and original to a professional such as a solicitor, who will sign, date, print name, occupation and contact details, confirming that the copy is a “true copy of the original seen by me”.
- For use abroad or for legalisation, sometimes higher formalities are needed (notarial certification, apostille). GOV.UK warns you to check whether a document needs to be legalised after being certified, if it’s going to be used in another country.
Who Can Certify Documents
Not everyone can legally certify a document in a way that will be accepted by all organisations. Accepted certifiers usually include:
- Solicitors / practising lawyers.
- Notary Public (especially for overseas use or where higher verification is required).
- Commissioners for Oaths or persons authorised to take oaths (in some contexts).
- Other professionals “of good standing”: bank or building society officials, chartered accountants, teachers or lecturers, doctors/dentists sometimes, religious ministers, depending on the institution asking.
Key restrictions / checks:
- The certifier should not be related to you, living at the same address, or in a close personal relationship with you, to avoid conflict of interest.
- You should always check with the organisation requesting the certified copy what their specific requirements are (e.g. wording, whether scanned documents are acceptable, whether each page must be stamped). Failing to adhere to these details often causes rejections.
What Documents Can Be Certified
A wide variety of documents are commonly certified. Examples include:
- Passport or passport photo, driving licence, national identity cards.
- Proof of address documents such as utility bills, bank statements, council tax- or official letters.
- Academic records: diplomas, degree certificates, transcripts.
- Birth, marriage, death certificates, or other registration certificates.
- Legal documents, contracts, powers of attorney, deeds.
Some uses may have stricter rules: documents issued in foreign jurisdictions, or those needing legalisation (apostille, embassy/consular verification) often demand notarial certification or specific wording.
How to Certify a Document: Step by Step
Here’s a clear step-by-step outline of how Jonathan Lea Network handles document certification to ensure it meets legal and procedural requirements.
- You bring/send the original plus the copy
We need to see the original document; you provide a clear copy (or we can make the copy ourselves), so that verification is possible.
- Inspecting the original
The certifier (solicitor or authorised person) compares the copy with the original to ensure every detail (text, images, stamps, signatures) matches, including that the copy is complete (all pages etc.).
- Writing the certification statement
A standard wording is used such as:
“I certify that this is a true copy of the original document seen by me.”
If it’s a photograph ID, often:
“I certify that this is a true copy of the original document seen by me and a true likeness of [name].”
We include the date, signature, printed name, occupation, firm (or role), contact address or telephone number.
- Stamping or sealing (if applicable)
If required by the recipient (especially overseas or embassy/legalisation), a notarial seal or stamp may be added, or each page may be signed/stamped.
- Returning documents
The original is returned to you. The certified copy is yours to send to whoever needs it.
- Optional further legalisation
If the certified copy is for use abroad, sometimes you need an apostille under the Hague Convention, or further embassy/consular legalisation. We advise on what exactly is required in your destination country.
What Happens If You Get It Wrong
Here are some risks if document certification is done incorrectly:
- The document may be rejected by the organisation requesting it (bank, visa office, university). This can lead to delay, extra cost, or failure of applications.
- If the wording is wrong, or the certifier is not acceptable, the certification may fail. For example, some bodies insist on each page being signed or stamped, or certain certifiers (e.g. solicitor vs notary) being used.
- If you use an electronic copy incorrectly, or if the copy does not faithfully reproduce the original (low resolution, missing pages etc.), that can invalidate the process.
- If the document is for overseas use, failing to legalise may mean the copy isn’t accepted abroad.
Jonathan Lea Network works carefully to avoid all these pitfalls, by confirming requirements in advance, using proper wording, using acceptable certifiers, checking format and condition of copies, etc.
How Jonathan Lea Network Supports You & Why We’re Different
When you instruct us, you get more than just a signature—we offer expertise, reliability and value.
Our Service Features
- Expert, regulated solicitors who are well versed in what different organisations (UK, overseas) require for document certification. You will not be guessing what works—they will know.
- Transparent pricing: fixed fee for standard document types (passport, driving licence, academic certificates etc.), with additional cost clearly explained for more complex certifications or legalisation.
- Flexible access options: in office, by appointment, remote where permissible; we help you prepare before coming in so you have the correct original and copies.
- Team approach: administrative staff, legal assistants and partners work together so that your request is processed efficiently, securely archived, and you have clear communication at each step.
- Value for money: because document certification is often urgent (visa deadlines, admissions, financial transactions), we aim to deliver without unnecessary delay, with careful quality to avoid rejections which cost more in time and money.
Typical Cost & Timeline
At the Jonathan Lea Network our costs start from £40 per document. The following factors will affect this cost.
| Factor | What Affects It |
| Number and type of documents | More documents cost more; documents with many pages or unusual type (e.g. binding, seal, foreign origin) may require more time. |
| Whether legalisation/apostille is required | For overseas use, or use in foreign courts, notarial or legalised certification means extra work and cost. |
| Speed / urgency | Normal service may take 1-2 working days once originals and copies are ready; urgent turnaround in many cases possible (same day or within a few hours), depending on workload and whether additional checks or legalisation needed. |
| Certifier type | Notaries costs are usually higher than solicitors for standard UK use; if embassies or foreign authorities require specific sealing/stamping, more steps needed. |
At Jonathan Lea Network, for many standard domestic certifications (passport, driving licence copies, proof of address), we aim to issue certified copies within 24-48 hours once documents are submitted properly. Legalisation steps will add to that when required.
Why Jonathan Lea Network is the Right Firm for Document Certification
- We are regulated by the Solicitors Regulation Authority, meaning our work is overseen, professional, and bound by ethical standards.
- We combine legal precision with approachable service: we explain legal terms, talk you through what the recipient requires, avoid surprises.
- We value teamwork: our solicitors, paralegals, admin and client support staff collaborate so your documents are handled carefully, efficiently, securely.
- We offer fixed fees and transparency: no surprises, no hidden charges, clear time estimates.
- We work with international and domestic matters, so whether your certified copies are for UK banking, universities, visa officials, embassies, or overseas transactions, we know the varying standards and help ensure acceptance.
Contact Us
Don’t risk delays with visa offices, universities, banks, courts or overseas authorities because your documents weren’t certified correctly. Jonathan Lea Network can help you get your certified copies done right, fast, and accepted first time. Contact us today for a fixed-fee quote, or book an appointment to bring in your documents and let us take care of the rest. Make sure your copies are legally valid, professionally certified, and recognised where they need to be.
Call us at +44 (0)1444 708 640
Email: wewillhelp@jonathanlea.net
Or book an appointment via our website
Frequently Asked Questions (FAQs)
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Can I get a document certified from a scan or digital copy instead of the original?
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It depends. For many domestic uses, a print of a scanned document may be accepted if the scan is an accurate reproduction of the original, and you include a statement indicating that (e.g. “true copy of scanned original”). However many organisations prefer or require original documents. Always check the recipient‘s requirements. If legalisation or international use is involved, original-document comparison is usually necessary.
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If I need certified copies for several people (family members, joint applicants) do I need to bring multiple originals or just one set?
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Usually one set of original documents is sufficient, as long as the copy certifier checks the relevant document for each person. But it depends on whether different names appear on documents. If documents are individual (different names), you may need separate certifications. We can advise depending on exactly what you need.
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Is a certified copy valid forever, or does it expire?
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Certified copies do not generally have a formal expiry, but organisations often want recent certification (e.g. within a few months) because documents, identity information, or status might have changed. If requested long after certification, you might be asked to re-certify. We advise obtaining fresh certifications close to the time you need them.
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What is the difference between certification, notarisation, and apostille?
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Certification generally means a copy is verified as matching the original by someone authorised (see above). Notarisation is often a more formal certification by a Notary Public, especially required for foreign use. An apostille is a specific legalisation under the Hague Convention which attaches a certificate to allow the document to be legally recognised in many other countries. If you’re sending abroad, you may need both notarisation and apostille.
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What do I do if a certified copy is rejected by an authority after I have submitted it?
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First, find out why it was rejected (wrong wording, wrong certifier, missing signature, missing page etc.). Often the rejection means something simple was missing. In that case, you can have us or another certifier issue a new one with the correct wording or format. At Jonathan Lea Network we help you review any rejection before submission to avoid repeated costs.
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