How do I get a document witnessed or certified?

These three words are used loosely and mean quite different things. Turning up with the wrong one is the usual reason a document comes back, and it is easily avoided by asking one question first.

Safety

Step by step

1. Ask exactly what is required.Which of witnessing, certifying or notarising, who may do it, and what wording they need. Organisations often have a specific form or a list of acceptable professions, and getting this in writing saves a second trip.
2. Understand witnessing.A witness watches you sign and then signs themselves, adding their name, address and often occupation. They are confirming you signed, not what the document says. Requirements vary by document type.
3. Check who cannot witness.Commonly anyone who benefits from the document, a relative, or someone living at the same address. For wills and property documents these restrictions are strict and getting them wrong can invalidate the signature.
4. Understand certification of copies.Someone compares a photocopy with the original and writes that it is a true copy, then signs and dates it with their name, position and contact details. They keep nothing; you take both away.
5. Know who can usually certify.Typically a professional person who has known you a period of time and is not a relative — a solicitor, accountant, teacher, doctor, bank official, councillor or minister of religion. The exact list is set by whoever asked.
6. Take the original and the copy.The certifier has to see both. Photocopies made in advance are fine, and taking a spare of each avoids the trip being wasted by one poor scan.
7. Check the wording is complete.A certification normally needs a statement that it is a true copy of the original, the date, a signature, the person's printed name, their profession and a contact address. A signature alone is regularly rejected.
8. Use a notary or solicitor for overseas documents.Documents for use abroad usually need a notary public, and often an apostille from the Legalisation Office afterwards. Both cost money and take time, so start early.
9. Consider the Post Office document service.The Post Office offers a paid document certification service at many branches, which is straightforward if you do not have a suitable professional contact.
10. Keep a record of what was certified and when.Certified copies are often only accepted if recent — three months is a common limit. Noting the date saves discovering it has expired at the point you need it.

Tips

• Ring ahead. Solicitors and accountants often charge for certification and may want an appointment.
• If a bank is asking, ask whether their own branch staff can certify — many will, free, for their own customers.
• Photograph the certified copy before sending it. Documents sent by post go missing, and knowing exactly what was on it helps.

Questions people ask