Often people or organisations need documented proof of a degree parchment, birth, marriage or death certificate, identification or other documents. A person wishing to be registered as a legal practitioner, doctor or dentist, for example, needs to provide proof that a university has awarded them the relevant degree.
As it is not always possible to provide the original document, organisations often accept a photocopy of an original document, but only when they have an independent assurance that the copy is a true copy. A JP can certify that the copy is a true copy.
How to certify a copy
- Inspect the original document to satisfy yourself that it is the original version.
- Inspect the copy to satisfy yourself that it is identical to the original document: that is, check it has not been altered.
- Certify the document using these words
- I certify that this is a true and correct copy of the original document sighted by me at …………………… this …………… day of ……………… 20 ……Signature of JP .……………………………
[Your full name, JP initials, JP number and the words: “Justice of the Peace”]
These are the standard words used for certifying copies and many JPs have a stamp made to use every time they certify a document.
Multiple-page documents
If the original is a multiple-page document, you must check every page of the document to satisfy yourself that it is the original. You must then check each photocopied page and:
- Sign or initial or stamp every page.
- Number each page of the copy ‘page 1 of 40, page 2 of 40’.
- Certify the last page with these words
- I certify that this …. [write number of pages]-page document, each page of which I have numbered and signed or initialled, is a true and correct copy of the original …. [write number of pages]-page document sighted by me at ……………………… this …………… day of …………………… 20……Signature of JP .……………………………
[Your full name, JP initials, JP number and the words: “Justice of the Peace”]
Certifying copies of documents in other languages
You may be asked to certify documents written in languages other than English. You can do so if you are competent in that language. If you are not, it is good practice to have the originals photocopied in your presence. Then follow the procedure given above.
Can I certify a copy of an electronic document?
Read information on the recommended practice for certifying electronic copies of documents.