Submitting the wrong version can delay your application, lead to rejection, or even cause problems with overseas authorities. Unfortunately, many people don’t discover this until it’s too late.
In this guide, we’ll explain the key differences between a certified and notarised copy, why it matters, and how LM Notary Public can help you get it right the first time — especially if your documents are going abroad.
✅ What Is a Certified Copy?
A certified copy is a photocopy of an original document that has been verified as accurate by a trusted professional. The person certifying the copy confirms that they’ve seen the original and that the copy is a true likeness.
In the UK, certified copies can usually be done by:
- A solicitor or lawyer
- A notary public (though not always required)
- An accountant
- A doctor or dentist
- A teacher or university official
- A bank or building society official
- Any “person of good standing” in the community
They’ll usually write a short certification statement on the copy, such as:
“I certify that this is a true copy of the original document seen by me.”
They’ll sign and date the document and may include their professional details or registration number, depending on the requirements of the receiving institution.
📌 Common Uses of Certified Copies
- Opening a UK bank account
- Applying for a UK job or government service
- Registering with HMRC or Companies House
- Enrolling in a UK school or university
- Providing ID for tenancy agreements or loans
Important: Certified copies are typically not accepted by foreign institutions. That’s where notarisation comes in.
🌍 What Is a Notarised Copy?
A notarised copy is also a copy of an original document — but in this case, it has been verified and certified by a Notary Public. This is a highly qualified legal professional who is authorised under UK and international law to authenticate documents for use abroad.
The notary ensures that:
- The original document is valid and unaltered
- The copy is complete, accurate, and clear
- The person requesting notarisation has the right to do so
- All international legal requirements are met
Once verified, the notary will attach an official notarial certificate, which includes their signature, seal, and details confirming the copy’s authenticity.
🌐 When Is Notarisation Required?
- Sending documents to foreign embassies or consulates
- Applying for overseas visas or work permits
- Buying or selling property abroad
- Enrolling in a university outside the UK
- Conducting business with international partners
- Creating Powers of Attorney for use overseas
In many cases, notarisation is only the first step. The document may also need to be:
- Apostilled by the Foreign, Commonwealth and Development Office (FCDO)
- Legalised by the embassy of the country where the document will be used
This is where expert notarial guidance becomes essential.
🧭 Certified vs Notarised: How to Know What You Need
The easiest way to determine whether you need a certified or notarised copy is to ask a simple question:
Will this document be used outside the UK?
If the answer is yes — even if it’s just scanned and sent to a foreign office — it likely needs to be notarised.
Still not sure?
We strongly recommend checking with the receiving organisation. Requirements vary widely between countries, and some may even demand both notarisation and apostille. For example:
- India: Notarisation plus consular legalisation is often required
- Spain: Requires apostille on notarised documents
- UAE: Legalisation at the UAE Embassy in London is mandatory after notarisation
⚠️ Common Mistakes (and How to Avoid Them)
We regularly help clients who come to us after their documents have been rejected. Here are some common pitfalls:
- Assuming a certified copy is valid for international use
- Using an unqualified certifier (e.g. a friend or employer)
- Not including all required pages when copying multi-page documents
- Overlooking the need for an apostille or embassy stamp
- Waiting until the last minute and rushing the process
Solution: Always speak with a qualified notary before sending documents overseas. It could save you days — or even weeks — of lost time.
🕊️ How LM Notary Public Can Help
At LM Notary Public, we make the process simple, fast, and stress-free.
We provide:
- Expert guidance on what level of certification your document requires
- Certified copies for local use and full notarial certification for international documents
- Same-day appointments, including evenings and weekends
- Full apostille and embassy legalisation support
- Service in English, Malayalam, Hindi, and Tamil
- Offices in East London (Isle of Dogs & Dagenham) with mobile notary options
We handle everything from travel consent letters to powers of attorney, degree certificates, business documents, and more. If you’re unsure what’s required — we’ll walk you through it step by step.
✍️ Final Thoughts
Don’t leave document authentication to guesswork. The difference between a certified copy and a notarised copy is more than just a stamp — it’s about legal recognition, especially across borders.
Whether you’re applying for a visa, planning a move abroad, or finalising an international business deal, we’re here to help you get it done properly — the first time.