Updated
GL-C-08
01 / In 30 seconds
The short answer
- What it is
- A copy of a document with official confirmation that it matches the original
- Who certifies
- A notary and, in some cases, the issuing authority or a consulate
- Why it is needed
- To file documents without parting with the original
- The main nuance
- Some authorities accept only originals — this is found out in advance
- What to check
- The completeness of the copy: all pages, stamps, reverse sides
02 / In plain words
What Certified copy means
A certified copy is a copy of a document with an official mark confirming that it matches the original. It is usually certified by a notary; in some cases this can be done by the authority that issued the document or by a consulate. The idea is simple: to file documents without parting with the original.
This is especially important when the same document is needed in several procedures at once, or when the original cannot be replaced quickly. Passports, birth certificates, diplomas and corporate documents are more often filed as certified copies, while the original stays with you.
There are two practical rules. First: the copy must be complete — all pages, including blank and reverse sides, and all stamps and marks. A partial copy is invalid. Second: not all authorities accept copies; some procedures require originals or copies certified in a particular way. This is found out before paying the notary.
A case from practice
A client needed the same documents in two procedures at once. Several certified copies were made in one visit — both applications went ahead in parallel, and the originals stayed in the client’s hands rather than travelling between authorities.
When a certified copy is needed
- Filing documents with several authorities
- Applications for residence or citizenship
- Opening a bank account
- Company registration
- Drawing up a power of attorney
- Keeping a back-up set
03 / What it covers
What makes a copy valid
Completeness
- All pages
- Reverse sides
- Stamps and marks
Certification
- Signature and seal
- Certification wording
- Date of certification
Who certified it
- Notary
- The issuing authority
- A consulate
Use
- Whether the authority accepts copies
- How recent it must be
- Whether the copy needs an apostille
04 / How it works
How it is done
Confirm whether copies are accepted
Prepare the original
Have the copy certified
Apostille where required
Submitting the documents
05 / Key facts
What you need to know
01
The copy must include all pages and stamps
02
Not all authorities accept certified copies
03
Sometimes the apostille is added to the copy itself
04
Certification is dated — some authorities have requirements for how recent it is
05
The original must be presented for certification
Common mistakes
- Certifying a copy when the original is needed
- Not copying all pages of the document
- Not checking requirements for how recent the certification must be
- Confusing whether the apostille goes on the original or the copy
- Making a copy of a copy
06 / Expert advice
How to prepare in advance
Before going to the notary, find out from the receiving side: whether a certified copy will be accepted, whether it needs an apostille and whether there are requirements for the date of certification. For documents needed in several procedures at once, several certified copies are made in one visit — this saves time and costs.
What we do for you. We work out in advance how many certified copies will be needed and of which documents, so that the client does everything in one visit. The originals stay with the client — we try not to send them between authorities unless absolutely necessary.
Anna KovalevskayaLead lawyer for EU citizenship and residency, 12 years of practice
07 / Questions
Frequently asked questions
A copy of a document with official confirmation that it matches the original — usually from a notary, sometimes from the issuing authority or a consulate.
No. Some procedures require originals or copies certified in a particular way. This is confirmed in advance.
Yes. The copy must be complete: all pages, reverse sides, stamps and marks. A partial copy is invalid.
It depends on the receiving side’s requirements: sometimes on the original, sometimes on the notarised copy. This is found out before filing.
As a rule, no. The original document is presented for certification.
The copy itself usually does not, but some authorities require the certification to have been made recently. This is confirmed for the particular procedure.
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