When incorporating or maintaining an overseas entity, UK individuals often need to submit certified true copies of their identity documents and address proof instead of originals.
In practice, overseas registries, banks, and corporate service providers rely on these certified copies to complete KYC and AML checks. As a result, they use them to verify directors and shareholders and to meet annual compliance requirements across different jurisdictions.
This guide explains what a UK certified true copy is, who can certify it, and how to obtain one correctly for overseas corporate use.
How to Obtain a Certified True Copy (Remote Process)
To simplify overseas submissions, certification can be completed remotely:
- Send a clear photo or scan of your ID and/or address proof
- Show the original document during a short video call
- Receive a scanned certified true copy
- Optional: courier delivery of hard copies if required
What Is a Certified True Copy?
A certified true copy is a copy of an original document that a recognised professional checks against the original. The professional then signs, dates, and stamps the copy to confirm that it is genuine and unchanged.
For overseas entity incorporation and ongoing maintenance, authorities usually request certified copies instead of originals. For this reason, certified copies help reduce the risk of loss, misuse, or fraud.
Documents Commonly Required for Overseas Entities
Overseas authorities most often request certified true copies of the following documents:
Identity Documents
- UK passport (photo page)
- UK residence permit, if applicable
Address Proof
- Utility bill (electricity, gas, or water)
- Council tax bill
- Bank or credit card statement
- HMRC correspondence
These documents support:
- company incorporation
- director and shareholder onboarding
- corporate bank account opening
- annual KYC and AML refresh
- corporate registry updates
Most overseas authorities do not accept uncertified scans or screenshots.
Who Can Certify a Copy in the UK?
For overseas corporate use, certification should be completed by a regulated legal professional.
Accepted certifiers usually include:
- UK solicitor or barrister
- Notary public
By contrast, other professionals may certify documents only for domestic UK use. Overseas registries and banks often reject these certifications.
As a general rule, always use a UK solicitor or notary for incorporation, banking, and annual compliance abroad.
Required Certification Wording
The certifier should write the following statement on the copy:
“I certify that this is a true copy of the original document.”
In addition, the certifier should include:
- signature
- printed name
- professional title
- firm name, if applicable
- contact details
- date of certification
For multi-page documents, the certifier should initial or clearly mark each page.
If the copy is made from a scan, the wording should confirm that it is an exact copy of the electronic original, in line with Law Society guidance.
Where to Get Certified True Copies in the UK
| Provider | Typical Fee | Suitable for Overseas Use | Notes |
|---|---|---|---|
| UK Solicitor | £38–£60 per document | Yes | Preferred for incorporation, banking, and compliance |
| Notary Public | £80–£150+ | Yes | Often required for higher-risk jurisdictions |
| Post Office | £12.75+ | Usually no | Limited acceptance for overseas corporate use |
Certified Copy, Notarised Copy, and Apostille: Key Differences
A certified true copy is signed by a UK solicitor or another recognised professional. In most cases, overseas company registries accept this format.
A notarised copy is signed by a notary public. Banks and some jurisdictions require this higher level of verification.
An apostille, issued by the UK Foreign, Commonwealth and Development Office, confirms the signature and seal of the solicitor or notary. Authorities in Hague Convention countries often require this step.
For some jurisdictions, certified copies and apostilles are both mandatory.
Common Mistakes That Cause Rejection
Overseas authorities frequently reject documents for the following reasons:
- using Post Office certification for overseas entities
- missing professional title or contact details
- address proof outside accepted date limits
- certifier not recognised by the receiving authority
- incorrect wording when certifying a scan
Do You Need an Apostille?
You may need an apostille if:
- the overseas authority specifically requests it
- the document will be used outside the UK or EU
- the receiving country is part of the Hague Convention
Because apostilles are applied after certification, it is important to confirm requirements in advance.
UK Solicitor-Certified Copies for Overseas Company Use
At Ginkgo Advisory, a UK solicitor regulated by the SRA handles certified true copies for overseas company use. The service supports both incorporation and ongoing compliance.
Services include:
- UK passport and address proof certification
- overseas entity incorporation support
- annual KYC and AML refresh
- apostille and embassy legalisation, if required
Turnaround:
- same-day certification where documents allow
- secure scanned delivery or courier service
To arrange certification, contact us or WhatsApp +44 7388 833283.
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