When we have to send or present official documents, with some body or government, these documents may need to be certified. This is a process that we may have to do with all kinds of documents or papers. Therefore, it is important to know the way in which this is possible, in case at a certain moment we are asked to have to do it.
At the time we have to submit copies of documents, most likely you will be asked to certify documents. Surely most of them have been asked for it on occasion, so if you don't know how this is possible, we will show you the steps to follow. You will see that it is not something complicated.
What is it and what do I need to certify documents
Certifying documents means giving validity to the photocopy of an original document. This is done by reviewing the photocopy, comparing it with the original document, in order to see that it is identical, that there are no changes or manipulations in it. If this is the case, said photocopy is certified by means of a seal or some distinction, which depends on the protocol, which will demonstrate its validity.
In order to carry out this process, we need to have several documents or papers available, as you can imagine. The normal thing is that we are asked to have:
- A quality photocopy of the original document: Quality means that everything must be clearly read in it, to see that nothing has been modified or falsified in said document or documents that we are going to deliver.
- Original document: You have to be able to see what is going to be delivered, in addition to being able to compare it with the photocopy of it to see that there are no changes.
- Identification: A DNI, NIE, driver's license or passport or something that serves to identify said person who has to deliver this certified document in any instance, body or administration.
- Tax payment: In some cases you have to pay an amount to certify documents, there are fees for this. They are usually fixed prices, although they can vary depending on the organization or even the area of residence.
Where can it be done
If in any of the procedures that we have to do with the government, with an administration or with a university, you can ask us for a copy of the document in question. In these situations, what we usually think of is to simply make a photocopy or scan of the document. Although this is often invalid, and it is required to certify the document in question, so that it will be a valid copy.
Certifying documents helps to make them valid, in a way that allows us to carry out these procedures normally. It is not simply making a copy of the document in question. When it comes to having to check documents, we find several options or methods that allow us to do so.
notaries
An option that is always possible, although it may be somewhat expensive, is to go to a notary. Most of the notaries will be able to certify this document, so that we will be able to deliver it later in the necessary instance. At the time of going, we will have to bring the original document and the photocopy, in addition to the papers of the office or instance to which we go. The original and the copy will then be taken and confirmed that they are the same. They are in charge of certifying this document, putting a stamp or something that confirms that everything is in order.
The normal thing is that this is valid to deliver the document later. Although it is good to ask before in the organization to which we need to go if they accept that a notary certify said document. It is rare that this is not the case, but it is good to be clear if it is an option supported by them. This is a good option if it is a private company that asks us to certify documents, although it may result in a higher cost.
City Council or other bodies
Many times, it is possible to do this in the own instance or administration where we must present said documents, like the city hall of our city. In my case, a couple of times that I have needed to do it, they have done it in the town hall itself. Any worker will be able to certify documents easily and you will already have what you need, especially if it is a procedure that you have to carry out with them.
This is not always the case, it may there are municipalities where they do not or they refuse (it may also depend on who you ask), but it is an option that you can consider at all times. Since it is very comfortable, it does not take too long and it is likely that the document or documents to be presented will have to be delivered precisely to the city hall of the city.
Depending on the government body, such as a consulate, you may you have to make an appointment to certify documents. There are some agencies that offer this function, especially for residents abroad, but it can only be done by appointment. So it is important to check if this is the case in your place of residence, in order to carry out the procedure properly.