Certified documents play a key role in Know Your Customer (KYC) and Anti-Money Laundering (AML) checks.
Because of UK and international AML laws, banks, property firms, government bodies, and regulated institutions must verify who they are dealing with. As a result, they cannot proceed unless compliant documents are provided.
This guide explains what individuals must provide, how certification works, and how to avoid common delays.
What Are Certified Documents?
Certified documents are copies of original documents that an authorised person has checked and confirmed as genuine.
In practice, institutions use certified copies when:
- You cannot hand over the original
- You complete checks remotely
- Extra due diligence is required
Therefore, certification confirms that the copy is a true copy of the original document seen.
Why Certified Documents Are Required
Under the Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017, institutions must:
- Confirm your identity
- Verify your current residential address
- Check sanctions and risk indicators
- Apply enhanced checks when risk increases
Because of these obligations, institutions must stop or delay a transaction if documents are missing or incorrect.
Who Must Provide Certified Documents?
Certified documents may be required if you are:
- Buying or selling property
- Renting or letting property
- Acting as a director or shareholder
- A beneficial owner with 25% or more control
- An executor or administrator
- Acting under a Power of Attorney
However, the level of documentation depends on the risk profile of the transaction.
Proof of Identity
First, you must provide one valid proof of identity.
Your ID must:
- Be current and not expired
- Include a photograph
- Be issued by a recognised authority
Accepted documents include:
- UK or foreign passport (with MRZ)
- UK or foreign photo card driving licence
- National identity card with MRZ
- Biometric Residence Permit (where applicable)
If you cannot present the original, you must provide a certified copy.
Proof of Residential Address
Next, you must provide one proof of your current home address.
Accepted documents include:
- Bank or building society statement (last 3 months)
- Credit card statement (last 3 months)
- Mortgage statement (last 12 months)
- Council tax bill (current year)
- Utility bill: electricity, gas, water, or broadband (last 3 months)
- HMRC, DWP, or Home Office letter (last 12 months)
- TV licence letter or Direct Debit schedule
However, the following are not accepted:
- Mobile phone bills
- Store card statements
- Documents showing a “care of” address
- Online statements unless stamped and certified
Who Can Certify Documents?
You must use an authorised certifier to certify documents.
Commonly accepted certifiers include:
- Solicitors or lawyers
- Notaries public
- Commissioners for Oaths
However, acceptance can vary by institution and country.
Required Certification Wording
Each certified copy must clearly state:
“Certified to be a true copy of the original seen by me”
In addition, the certifier must include:
- Full name (in capital letters)
- Signature and date
- Professional role
- Firm name and address
- Professional body and membership number
Most rejections happen because:
- The wording is missing
- The certifier forgets to sign or date
- Certification appears only on the reverse
When Extra Checks Apply
Sometimes, institutions ask for more information.
This usually happens if:
- You are a Politically Exposed Person (PEP)
- The transaction involves more than one country
- The transaction value is high
- The source of funds is unclear
In these cases, institutions may request:
- A source of wealth explanation
- Evidence of where funds come from
- Additional background details
How Ginkgo Advisory Can Help
Ginkgo Advisory helps individuals prepare KYC- and AML-ready certified documents for UK and international use.
Specifically, we:
- Review your documents before submission
- Confirm whether certification is required
- Arrange compliant certification with a UK practising solicitor
- Support overseas and remote clients
- Reduce delays caused by formatting or wording errors
As a result, your documents are more likely to be accepted the first time.
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