What Solicitors and Estate Agents Actually Require (AML & KYC Guide)
When you buy property in the UK, your solicitor or estate agent will usually ask you for certified true copies of your photo ID and proof of address. This step often comes first in the conveyancing timeline, because your solicitor cannot start work until they complete basic AML and KYC checks.
In particular, you should expect certified copies if you buy remotely, live overseas, or cannot attend a face-to-face appointment.
This guide explains what certified true copies mean in UK conveyancing, when you need them, who can certify them, and how to avoid the most common rejection points.
What This Guide Covers
You will learn:
- What a certified true copy means for UK property transactions
- When you need certification — and when digital AML/KYC checks may work instead
- Who can certify documents for UK conveyancing
- The exact wording most firms expect
- The common mistakes that delay property purchases
Why Solicitors Require Certified Copies for UK Conveyancing
UK property purchases involve large payments and high fraud risk. Therefore, UK law requires solicitors, conveyancers, estate agents, and lenders to run AML and KYC checks before they proceed.
In practice, they must:
- Verify who you are
- Confirm where you live
- Understand who controls the funds
- Keep evidence that shows they completed checks properly
If you do not provide acceptable documents, the firm must stop and may refuse to act. As a result, delays often begin at this step.
These requirements apply to UK residents and overseas buyers alike. Likewise, they apply to cash buyers and mortgage buyers.
What Is a Certified True Copy?
A certified true copy is a copy of an original document that an authorised professional confirms after they see the original in front of them.
The certification confirms two things:
- The copy matches the original document
- For photo ID, the photo is a good likeness of the person presenting it
Exact Certification Wording (UK-Accepted)
Most solicitors and estate agents accept wording that closely matches the formats below.
For Documents Without a Photograph
“I certify that this document is a true copy of the original.”
For Photo ID (Passport / ID Card)
“I certify that this is a true copy of the original and a good likeness of the individual.”
Add These Details Every Time
To avoid rejection, the certifier should write (or stamp) the following:
- PRINT NAME (IN CAPITAL LETTERS)
- SIGNATURE
- PROFESSIONAL TITLE
- PRACTISING CERTIFICATE / LICENCE NUMBER
- DATE
- CONTACT ADDRESS
- TELEPHONE NUMBER
Importantly, firms reject documents most often because the certifier omits the licence number, forgets the date, or certifies only the first page.
Who Can Certify Documents for Buying UK Property?
Your solicitor or agent will usually accept certification from a recognised, accountable professional. For example, many firms accept:
- A UK practising solicitor
- A Notary Public
- A Chartered Accountant
However, each conveyancing firm sets its own policy. So, if you plan to use an overseas certifier, ask your solicitor in advance. Otherwise, you may certify documents twice and lose time.
What Documents Solicitors Usually Ask For (AML & KYC)
1) Proof of Identity (Photo ID)
You normally provide one of the following:
- Valid passport
- UK/EU photo driving licence
- National identity card
- Biometric residence permit
2) Proof of Address
You usually provide one or two documents, such as:
- Bank/building society statement (usually within the last 3 months)
- Utility bill (usually within the last 3 months)
- Council tax bill (current year)
- HMRC or government letter
- Mortgage statement or tenancy agreement
Note: your solicitor usually won’t let you use the same document as both ID and address proof, even if it appears on both lists.
Digital AML/KYC Checks vs Certified Copies
Many firms now use digital AML platforms (for example Thirdfort, Credas, or SmartSearch). These apps speed up the conveyancing onboarding process, because you upload documents and complete biometric checks from your phone.
However, you may still need certified true copies when:
- You live outside the UK
- You recently moved, so databases cannot match your details
- You are not on the UK electoral roll
- Your documents come from overseas
- Your solicitor applies a stricter internal risk policy
Therefore, overseas buyers should assume they may need certification unless their solicitor confirms digital checks will be sufficient.
Common Reasons Solicitors Reject Certified Copies
Solicitors and estate agents most often reject documents when:
- The wording changes or becomes incomplete
- The certifier forgets “good likeness” for photo ID
- The certifier omits the licence/practising certificate number
- The certifier forgets the date
- The certifier cannot be verified or contacted
- The address proof exceeds the permitted date range
- The bank statement is redacted
Practical Tip for Overseas Buyers
Before you certify anything, do two quick checks:
- Ask your solicitor or estate agent which documents they accept for AML/KYC
- Check the issue dates, because many address proofs expire quickly
As a result, you avoid courier delays, repeat certification, and missed exchange deadlines.
About Ginkgo Advisory
Ginkgo Advisory helps clients prepare AML-ready certified true copies and related cross-border compliance documents for UK property transactions.
We handle certification with the involvement of a UK practising solicitor, so you can present documents in a form that UK solicitors, estate agents, and lenders can verify and accept.
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