How To Easily Get a Certified True Copy in Singapore

Key Takeaways

• A certified true copy is a photocopy of an original document verified as accurate by an authorised individual, mainly used for legal and administrative purposes when original documents cannot be submitted.
• The process to obtain a certified true copy in Singapore involves identifying the original document, finding an authorised certifier such as notaries public or lawyers, and undergoing the certification process where the certifier verifies and marks the copy.
• Certification and notarisation differ in thoroughness and cost; certification verifies the copy’s accuracy, while notarisation involves a Notary Public validating the document’s contents and is required for documents used internationally, making it more comprehensive and expensive.

What Is a Certified True Copy?

A certified true copy is a photocopy of an original document that has been officially verified as an accurate reproduction by an authorised individual. This process ensures that the certified copy is a true and accurate representation of the original document, which can be crucial for various legal and administrative purposes.

There are situations where original documents cannot be submitted due to impracticality or restrictions, such as legal proceedings, academic applications, and verification processes. In these cases, certified true copies, which prove the authenticity of the originals without risking loss or damage, are usually required.

Certified true copy meaning

A certified true copy is a precise duplicate of the original document authenticated by an authorised individual. This is done by comparing the photocopied document to the original for accuracy. After verification, the certifier substantiates the copy by signing and affixing an official stamp or seal, thus endorsing it as a true and accurate representation of the original.

Common uses of certified true copies

Certified true copies are typically used in legal or administrative contexts. They are required for verifying identification papers, academic certificates, and other legal documents and are commonly used in legal proceedings, administrative tasks, academic applications, and verification processes.

For instance, when applying for a visa, schools or universities might require certified true copies of academic transcripts and other personal documents to ensure their authenticity without needing the originals.

3 Easy Steps to Obtain a Certified True Copy

The process to obtain a certified true copy in Singapore is straightforward when you adhere to these steps:

1. Begin by pinpointing the original document you need to certify.
2. Look for an authorised person to carry out the certification.
3. The final step involves the certification process, in which the certifier verifies and marks the copy as certified.

Let's dissect these steps further to clearly understand the entire process.

Identifying the Original Document

The first step is identifying the original document needing certification. The original document, such as a birth certificate, must be valid, unaltered, and in its complete form to be eligible. Common items often requiring certification include the following documents: identification papers, academic certificates, and legal documents.

Before starting a business in Singapore, entrepreneurs must obtain a Business Profile from the Accounting and Corporate Regulatory Authority (ACRA). Once complete and certified by an ACRA official, this crucial document is a prerequisite for legalisation at the Singapore Academy of Law (SAL), a necessary step for utilising the document overseas.

Expert accountants on your side

Our local team of experts helps founders get their set-up, taxes and paperwork right from the start

Learn more

Notarisation vs. Certification

It’s vital to understand the difference between notarisation and certification. Certification typically focuses on verifying that a copy of a document is a true and accurate reproduction of the original. In contrast, notarisation requires a registered Notary Public to verify a document's contents and authenticity, making it a more thorough and often more expensive process.

Notarisation is generally required for documents that will be used internationally, as it involves additional steps such as verifying the individual’s identity and witnessing the signing of documents. Conversely, certification is usually sufficient for documents intended for use within the same country.

What is a notarisation?

Notarisation is a process in which a notarised document is certified as authentic or validly executed by a notary public. This step is significant in legal and business transactions. In Singapore, this process includes needing to provide documents such as photographic ID and proof of address to verify your identity. A Notary Public or a qualified lawyer will compare the copy to the original document and certify it with their seal and signature to confirm it is a true copy.

After verification, the Notary Public stamps the notarised document to affirm its validity.

Key differences between notarisation and certification

The key differences between notarisation and certification lie in their thoroughness and cost. Certification is quicker and focuses solely on verifying that a copy is a true and accurate representation of the original document.

However, notarisation involves a Notary Public validating the information within the document, which often necessitates additional authentication steps, making it a more comprehensive and costly process.

Where To Get Documents Certified in Singapore

There are several places in Singapore where you can get your documents certified. For example, law firms, the Singapore Academy of Law (SAL), and other authorised bodies like banks offer these kinds of services. Understanding where to go can streamline the process and ensure your documents are certified accurately and efficiently.

Let’s delve deeper into these options.

Law firms and notaries public

In Singapore, law firms and public notaries offer certification services. Lawyers and public notaries are authorised to certify true copies under Singapore law. These professionals are well-versed in the legal requirements and can provide the necessary certification.

Singapore Academy of Law (SAL)

The Singapore Academy of Law (SAL) offers notarial and authentication services. The SAL appoints practising advocates and solicitors with at least seven years of experience as public notaries.

Additionally, notarised documents in Singapore often require further authentication by the SAL, which provides a notarial certificate bearing the notary’s signature, stamp, and seal.

Other authorised bodies

Other authorised bodies, such as corporate secretaries, banks and commercial organisations, can certify true document copies. For example, banks may certify true copies of identity documents for their customers, and chambers of commerce can certify commercial documents before they are legalised.

Required Items for Certification

To get your documents certified, you must provide the original, photocopies, and identification documents. Additionally, the certifier may request other documents to confirm the original document's authenticity.

Let’s examine what you need in detail.

Original documents and photocopies

The original document and its photocopy must be presented to the certifier for comparison. The original document must be seen and compared with an exact photocopy to ensure it is a true and accurate representation.

For example, when legalising true copies at SAL, original documents must be submitted, and the staff must make photocopies.

Identity documents

You may need to provide identification documents, the original document, and its copy for certification. Typical identification documents required for verification include NRIC or Passport.

These documents, including statutory declarations, help the person certifying verify the requester's identity and determine the appropriate authentication fee for the online request.

Additional documentation

The person certifying might request additional documents to confirm the original document's authenticity during the certification process. These additional items may vary based on the type of document being certified and the requirements of the certifying authority.

Costs Associated with Certification

The cost of obtaining a certified true copy in Singapore can vary depending on the service provider and the complexity of the document. Understanding these costs can help you budget for the process.

Let’s dissect the standard fees and potential additional charges.

Standard fees

The Notaries Public Rules regulate the fees for certifying documents in Singapore. This means there is a standardised fee structure for various notarial services. It's essential to consult with a notary public or commissioner for oaths directly to get an accurate quote for your specific document and requirements.

Additional charges

Additional charges may apply for complex documents, expedited services, or multiple copies. Notary Publics may charge an extra fee for time spent understanding documents, translation services, and travel time. Express service fees and administrative costs can also add to the overall expense.

For example, there may be extra fees if multiple copies of the document need certification or expedited services are required.

Expert company secretarial services

Let our experienced team handle your company secretarial tasks with precision and professionalism. From annual filings to corporate governance, we'll keep your company compliant and running smoothly.

Learn more

Legalisation of Certified True Copies

Legalisation certifies the genuineness of true copies in other countries, which involves additional processes and costs. This process, known as legalising a document, is crucial for international use of documents and may include obtaining an apostille.

Let’s examine the necessity and methods of getting a document legalised.

Why legalisation is needed?

Legalisation provides an extra layer of certification for documents to be recognised as genuine overseas. Certification is typically used for documents intended for use within the same country, while notarisation and legalisation are required for documents being used abroad. This process often involves additional steps like obtaining an apostille to confirm the document’s validity.

How to legalise a certified true copy

After certifying the document, the notary public issues a Notarial Certificate, which must be authenticated by the Singapore Academy of Law (SAL) to be valid. Since October 2019, documents requiring notarisation in Singapore must be attached to a Notarial Certificate authenticated by the SAL to enhance document integrity.

Legalisation may also involve verification by relevant embassies, consulates, or high commissions, requiring an authorisation letter.

Cost of legalisation

The cost of legalising a certified true copy in Singapore depends on the type of document and the specific requirements of the foreign country where the document will be used. It varies depending on the document in question and any extra requirements.

Additional costs may apply depending on the requirements of the receiving country and any extra steps involved in the process. For example, these could include photocopying fees orcourier services. Additional courier service costs will be applied if you need to send the document to another country.

Summary

Obtaining a certified true copy in Singapore is a systematic process that involves presenting the original document, finding an authorised certifier, and going through the certification process. Understanding the differences between certification and notarisation and knowing where to get your documents certified can simplify the process.

By following the guidelines in this article, you can ensure that your documents are certified accurately and efficiently, saving you time and avoiding unnecessary hassle. Whether you need a certified copy for legal matters, academic applications, or international use, being well-informed will help you navigate the process smoothly.

Heather CameronBusiness Writer

From expert guidance and helpful accounting tips to insights on the latest trends in fintech, Heather is here to empower entrepreneurs and small business owners in Singapore with great content. With a background in digital marketing spanning eight years, she has experience writing for various industries and audiences. As Osome’s copywriter, she’s here to inform and inspire our readers with great storytelling.

Author page

• Table of contents
• Share this post
• Scroll to top