How to Certify True Copies of Documents in Singapore

If an overseas authority, bank, university, or government office has asked you for a “certified true copy” of a document, you may be wondering exactly what that means and how to get one done properly in Singapore. This guide explains the process, who can certify a copy, and when you might need an extra step such as notarisation or apostille.

What Is a Certified True Copy?

A certified true copy is a photocopy of an original document that has been examined and endorsed by an authorised person, confirming that it is a true and accurate reproduction of the original. The certifying party typically signs, stamps, and dates the copy, and states their capacity (for example, Notary Public or Commissioner for Oaths).

A certified true copy is different from a notarised document. Certification confirms the copy matches the original. Notarisation, which is covered in more detail in our guide on how to notarise documents, can involve certifying that a copy is a true copy of the original, as well as verifying identity, signatures, or the execution of a document, depending on the notarial act required. 

When Is a Certified True Copy Commonly Needed?

Certified true copies are frequently requested for:

• Visa and immigration applications
• Overseas university admissions
• Bank account opening or loan applications abroad
• Corporate transactions requiring proof of identity or incorporation documents
• Property and legal matters where the original document cannot be sent overseas

The Original Document Requirement

To certify a copy, the certifying professional will generally need to see the original document at the time of certification. This allows them to compare the copy against the original page by page before signing off. Bring the original along with a clean, legible photocopy to your appointment; some certifiers will make the copy for you, but it is prudent to check in advance.

Who May Certify a Document in Singapore?

Depending on the purpose and the recipient’s requirements, a certified true copy may be issued by:

• A Notary Public
• For documents intended for use in Singapore, a Commissioner for Oaths may be able to certify or attest documents where the relevant procedure permits it
• In some cases, a lawyer acting in a professional capacity, or another authorised office holder specified by the receiving authority

Different receiving authorities accept different certifiers, so it is worth confirming this before your appointment. Our guide on Commissioner for Oaths versus Notary Public sets out the distinction in more detail.

When Notarisation or Apostille May Be Required

A straightforward certified true copy is sometimes not enough for use overseas. If the receiving country requires further authentication, you may also need:

• Notarisation, where a Notary Public formally attests to the document or certifies a copy, depending on the service required
• Apostille, for use in countries that recognise apostilles under the Hague Apostille Convention, as explained in our Apostille Singapore guide
• Embassy or consular legalisation, where required by the destination country or receiving authority

Because requirements vary by country and by the receiving institution, it is best to check with the requesting party before your appointment so the right level of authentication is arranged.

Common Reasons a Certified Copy May Be Rejected

Receiving authorities can reject a certified true copy for reasons such as:

• The certifying professional was not authorised to certify documents for that jurisdiction
• The certification wording, stamp, or format did not match what was specified
• The copy was certified without the original being sighted
• The document required notarisation, apostille, or another form of authentication, and a plain certified copy was submitted instead
• The certification is outdated (some authorities require certification within a recent time frame, often three or six months)

Frequently Asked Questions

Do I need to bring the original document to get a certified true copy made? Yes. The certifying professional generally needs to compare the copy against the original before certifying it.

Can a certified true copy be used instead of an apostille? Not necessarily. Whether a certified true copy is sufficient, or whether notarisation and apostille are also needed, depends entirely on the receiving country and institution’s requirements.

How long is a certified true copy valid for? There is no universal validity period. Some receiving authorities specify a time limit (commonly three to six months from the date of certification), so it is best to check with them directly.

Can I get multiple documents certified in one appointment? Yes, in most cases. Let the certifying professional know in advance how many documents you need certified so the appointment can be scheduled accordingly.

Book a Notary Appointment

If you need documents certified as true copies for use in Singapore or overseas, our team can help you confirm the right process before you book.

WhatsApp/Phone: 9692 2522
Email: enquiry@tanleeandchoo.com.sg
Hours: Mon – Fri, 9:30am – 5:00pm
Address: 1 Park Road #04-04, People’s Park Complex, Singapore 059108