An overseas bank, property agent, university or government office may ask for a copy of your passport, degree, company record or legal document – then add a condition such as “certified”, “notarised” or “apostilled”. These words are sometimes used loosely, but they can mean very different things. Choosing the wrong option can lead to rejection, repeat appointments and delays to a transaction. If you have been asked for a certified copy or notarised copy, the safest starting point is to establish exactly what the receiving authority requires.
What is a certified copy?
A certified copy is a photocopy or printout that an authorised person has compared with the original document. They confirm that it is a true and complete copy, normally by signing, dating and adding a statement of certification.
The person or organisation receiving the copy may specify who is permitted to certify it. Depending on the purpose and country involved, this might be a solicitor, notary public, accountant, doctor, teacher, bank official or another professional person. A UK organisation may have a relatively broad list of acceptable certifiers. A foreign authority may insist on a notary public.
A certified copy is often requested where the recipient needs evidence of identity, qualifications, address or company information but does not need your original document. Common examples include passport copies for compliance checks, copies of utility bills, academic certificates and proof of a director’s identity.
Certification is not a single universal process. The wording, professional status of the certifier, date of certification and information required on the copy can all matter. A certification that is acceptable to a local bank may not satisfy an authority abroad.
What is a notarised copy?
A notarised copy is generally a certified copy prepared or authenticated by a notary public. The notary will inspect the original, compare it carefully with the copy and attach a notarial certificate or notarial seal confirming what has been done.
Notaries are appointed to deal with documents intended for use across jurisdictions. Their role includes verifying identity, witnessing signatures, administering oaths and certifying documents in a form recognised by overseas authorities. For this reason, a notarised copy usually carries greater weight in international transactions than an ordinary certification.
For example, an overseas property lawyer may request a notarised passport copy before accepting instructions from a buyer. A company registry abroad may require notarised copies of a director’s passport, board resolution or certificate of incorporation. A foreign university, court or immigration authority may require a notarised academic record or supporting identity document.
The phrase “notarised copy” does not always mean that no further steps are needed. If the document is to be used in a country that requires formal authentication of the notary’s signature and seal, an apostille may also be necessary. In some cases, the document then needs consular legalisation. The destination country and the receiving authority’s instructions determine the correct route.
Certified copy or notarised copy: how to tell which you need
Read the request closely. If it says “certified true copy” but does not identify an acceptable certifier, ask the receiving authority for written confirmation before arranging an appointment. This is particularly worthwhile where documents relate to a property purchase, inheritance, company formation or immigration deadline.
Where the request specifically refers to a notary, a notarial seal, apostille, legalisation or use outside the UK and Ireland, a notary public is likely to be required. Do not assume that a solicitor’s certification will be accepted as a substitute.
The country involved also matters. Some jurisdictions routinely expect notarisation for documents that would need only basic certification in the UK. Others use terms differently in translated forms or standard checklists. A practical question to ask is: “Will you accept a copy certified by a UK notary public, and do you require an apostille or legalisation?”
It may feel like an extra step to seek confirmation, but it is often the quickest way to prevent an avoidable refusal. Foreign institutions can be strict about formalities and may not explain a rejection in detail.
What to bring to a notarial appointment
A notary must be satisfied about your identity and the document being certified. Bring the original document, not merely a scan or photograph. If you need a passport copy notarised, bring the physical passport. If you need a company document certified, bring the original or an official version capable of verification.
You will usually also need current photo identification and proof of your residential address. The precise requirements depend on the matter, the document and the risk profile. If you are acting for a company, partnership, trust or estate, additional evidence of authority may be required, such as a board resolution, company records, trust documentation or grant of representation.
Tell the notary where the document will be used and provide the receiving authority’s instructions, including any form, prescribed wording or language requirement. This allows the certification to be prepared in the correct format from the outset. If a translation is needed, it should be discussed before documents are signed or submitted.
Why original documents and careful checks matter
A notarial certificate is not simply a stamp applied to a copy. The notary is making a professional statement based on an examination of the original and appropriate checks. That is why an appointment may take longer than expected where the documents are unusual, have been altered, are incomplete or involve several jurisdictions.
Care is especially important with passports, civil status certificates, powers of attorney and corporate documents. An expired passport, a document with inconsistent names, or a certificate that has been amended can raise questions for the overseas recipient. A small discrepancy – such as a middle name missing from a property contract – may need to be addressed before the paperwork is finalised.
For business clients, there is a further distinction between certifying a copy of a company document and confirming who has authority to sign or act for the company. The latter may require a review of constitutional documents, director appointments and resolutions. It is better to allow time for this than to discover the issue shortly before completion.
When an apostille or legalisation may follow
An apostille is a certificate issued by the competent authority in the country where the public document was created. In the UK, it confirms the authenticity of the signature, seal or stamp on a public document, including a notarial act. It does not verify the contents of the underlying document.
Many countries accept apostilles under the Hague Apostille Convention. Where the destination country does not, the document may instead need further legalisation through diplomatic or consular channels. Requirements can change, and an individual authority may have its own procedures, so the receiving organisation’s current guidance remains essential.
A notary can help identify whether notarisation alone is likely to be sufficient or whether an apostille or further legalisation should be arranged. For clients dealing with overseas property, international company work or cross-border family and estate matters, getting the sequence right can protect a fixed completion date or filing deadline.
Common mistakes that delay acceptance
The most frequent mistake is arranging a standard certified copy when the authority actually requires notarisation. Another is obtaining notarisation but overlooking the apostille requirement. Both can mean starting again because certification usually must relate to the original document presented at the appointment.
Clients also encounter difficulty when they send a scan to the receiving authority without checking whether a wet-ink original, a sealed notarial certificate or a particular number of certified copies is required. If originals must be posted overseas, consider whether you need several notarised copies for different banks, agents or public offices.
Finally, do not leave the process until immediately before a completion, visa interview or foreign filing date. Authentication and legalisation can add time, particularly where documents need translation or where overseas instructions are unclear.
Practical help for international documents
The right answer is rarely based on the document alone. It depends on who is asking, the country where it will be used and whether the document supports a wider legal transaction. Notary NI can review the intended use, explain the likely formalities and arrange appropriate notarial certification for clients across Northern Ireland and connected UK-Ireland jurisdictions.
Before you book, gather the original documents and the recipient’s written requirements. A short check at that stage can give you confidence that your certified or notarised copy will be prepared for the purpose it needs to serve.