What businesses and employers need to know
There are many moments in life and in business where you may be asked to provide a certified copy of an important document. From opening a bank account to securing finance, appointing directors or completing employment checks, certified copies remain a practical and trusted way to prove identity or authority without risking original paperwork.
In commercial transactions in particular, certified copies play a quiet but vital role in preventing fraud, meeting regulatory obligations and keeping deals moving.
This article is written by Courtney Stephenson, an Associate Solicitor in Waldrons’ Corporate and Employment team. Courtney advises businesses and employers across the West Midlands and beyond on compliance, governance and workforce issues. She regularly supports organisations navigating identity verification, right to work checks and Companies House requirements, helping them stay compliant while minimising disruption to day-to-day operations.
What is a certified copy?
A certified copy is a photocopy of an original document that has been signed and dated by a recognised professional person to confirm that it is a true copy of the original they have seen.
The UK Government confirms that banks, mortgage lenders and other institutions frequently require certified true copies instead of originals during applications and compliance checks. Official guidance explains that certifiers must include their name, occupation, signature, date and contact details for the copy to be accepted.
Please find further information from the UK Government about proving your identity and document certification here: https://www.gov.uk/certifying-a-document
Certified copies are commonly required for documents such as:
- Passports and photocard driving licences
- Bank or building society statements
- Utility or council tax bills
- Letters from government departments such as the Department for Work and Pensions
- Birth, marriage or death certificates
- Medical or insurance-related correspondence.
Always check the specific requirements of the organisation requesting the document, as certification rules can vary.
Why certified copies matter more than ever
Fraud remains a significant issue in the UK, with identity-related fraud continuing to affect individuals, employers and businesses.
Certified copies act as an important control, ensuring documents have been independently verified and reducing the risk of false representation. This aligns closely with strengthened anti-money laundering and Know Your Customer obligations across regulated sectors.
In July 2025, HM Treasury confirmed updated guidance recognising the use of trusted digital identity services alongside physical document checks, supported by the Data (Use and Access) Act 2025. However, certified physical documents remain essential where digital verification is unavailable or unsuitable.
For more information, please read UK HM Treasury and Government guidance here:
HM Treasury – Anti-money laundering guidance: https://www.gov.uk/guidance/money-laundering-regulations-your-responsibilities
GOV.UK – Digital identity trust framework: https://www.gov.uk/government/collections/uk-digital-identity-and-attributes-trust-framework
Who can certify a document?
UK Government guidance confirms that a certified copy must be signed by a professional person or someone of “good standing” in the community. This commonly includes:
- Solicitors
- Notaries
- Chartered accountants
- Bank or building society employees
- Doctors or dentists
- Teachers or lecturers
- Ministers of religion
Some organisations will only accept certification from certain professionals, such as solicitors or notaries, particularly in financial or regulatory matters. Always check requirements in advance to avoid delays. GOV.UK has further information about certifying a document here: https://www.gov.uk/certifying-a-document
Who cannot certify a document?
Certain people are expressly excluded, regardless of professional status. These include:
- Anyone related to you, including by marriage
- Anyone who lives at the same address as you
- Anyone in a personal relationship with you.
These restrictions override professional qualifications. Even if a relative is a solicitor or accountant, they cannot certify your documents.
What wording is required on a certified copy?
To avoid rejection, certified copies must include:
- Confirmation that the original document has been seen
- The wording “Certified to be a true copy of the original seen by me”
- Signature and date
- Printed name
- Occupation, address and contact details
Where the document includes a photograph, additional wording may be required to confirm the photo is a true likeness of the individual. Missing information is one of the most common reasons documents are rejected.
The Post Office document certification service
For a quick and accessible option, the UK Post Office offers an official Document Certification Service at thousands of branches nationwide.
The service allows customers to bring original documents and obtain certified copies for a fixed fee, with originals returned immediately. This can be particularly useful for job applications, tenancy checks and banking requirements. Please visit https://www.postoffice.co.uk/identity/document-certification for more details.
UK birth, marriage and death certificates are excluded from this service due to Crown copyright rules.
Certified documents in employment and hiring
Employers have strict legal duties to verify an individual’s identity and right to work before employment begins.
Home Office guidance updated in June 2025 confirms that employers must examine original documents in the presence of the individual or use approved online or digital identity services. Copies alone are not acceptable for manual checks. Employers must then retain a copy and record the date the check was completed.
Please read the Home Office guidance on Right to work checks here:
https://www.gov.uk/government/publications/right-to-work-checks-employers-guide
These records form the employer’s statutory excuse and must be retained for the duration of employment and at least two years afterwards.
Companies House reforms and identity verification
Major reforms came into force from November 2025 which required mandatory identity verification for company directors and people with significant control. Please read my previous advice piece on this https://www.waldrons.co.uk/insights/verifying-id-companies-house-2025/ . In summary:
Under the Economic Crime and Corporate Transparency Act 2023:
- New directors must verify their identity before appointment
- Existing directors and PSCs must complete verification during a phased 12-month transition
- Verification can be completed through GOV.UK One Login, at selected Post Office branches or via authorised agents such as solicitors
Failure to comply may result in financial penalties, criminal sanctions and restrictions on company filings.
“Certified copies are often treated as a formality, but they play a crucial role in fraud prevention, regulatory compliance and good governance. Getting document certification right at the outset can save businesses time, cost and risk later.”
Courtney Stephenson, An Associate Solicitor in Waldrons’ Corporate and Employment team
How Waldrons can help
Waldrons Solicitors advises businesses and employers across Merry Hill, Dudley, Kingswinford, Walsall, Worcester and Cheltenham on corporate, employment and compliance matters.
If you need guidance on certified copies, Companies House identity verification or employment checks, our team is here to help. Please get in touch for an initial conversation.
More information on Commercial Property
