Certified or Notarised – What’s the Difference?

Understanding the process

A notarisation or certification is usually the first stage in the legalisation process. This prepares the document for the next step which is usually an Apostille or other stamp from the issuing country’s government. This is simply validating that the document is genuine, or taking a true copy of the original to receive the stamps to keep the original clean. This is not acceptable in some instances, such as a UK birth or marriage certificate which must always be done on the original.

On occasion a notarised copy may be requested, but because of differences in terminology between one country and another, this could still be referring to simply obtaining a certified copy. If your HR department has sent a document requirement list which mentions a notarised copy, we highly recommend clarifying this point. This could potentially save you additional time and costs!

A Certified Copy

A certified copy of a document can be produced by any registered solicitor. This is not a verification of the information contained within the document, but simply a declaration that the solicitor has had sight of the original document. A photocopy will be taken, which will be stamped, signed and dated by the solicitor. Taking a certified copy is useful if you wish to have a document legalised whilst keeping your original clean.

For education awards, this is perfectly acceptable to be sent to the FCO and Embassies. If the document is longer than one page, it will not be accepted at the Chinese Embassy unless it has been bound by a notary as detailed below.

A certified copy is generally quicker than obtaining a notarised copy. If validity of the information contained within the document is required, supporting documents could be requested from the institution which issued the document. Keep in mind that the solicitor must be registered with the FCO in order for this to be accepted for an Apostille.

A Notarised Copy

A notarised copy of a document can only be produced by a Notary Public. They will personally verify the information contained within the document with the awarding institution, attach a notarial cover sheet to the document detailing their findings and declare the authenticity of the document’s contents. This is a more in-depth and secure option and is often required when the legitimacy of the information contained within the document is of high importance.

This process is generally longer and more costly than obtaining a certified copy from a solicitor. Some countries such as the UAE will no longer accept qualification documents for legalisation with a notarial cover sheet. China will only accept documents longer than a single page if it has been verified and bound with a ribbon by a Notary Public.

Which should I opt for?

When it comes to deciding which process you should put your documents through, it’s always best to check requirements with whoever you’re presenting the documents to in-country. Usually, a certified copy will be accepted for most legalisation purposes, though this depends on where the document was issued and the destination country. The type of document can also have an influence on the process.

Unless a notarised copy is specifically requested, we can determine what to do with your documents by understanding your personal circumstances. As we have an in-depth understanding of each country’s requirements, we can advise you accordingly.