Choose the right evidence, not just a stamp
First ask whether the receiving organisation wants a notarial copy, a copy certified by the issuing body, or the original. There is no safe universal rule for all banks or all universities.
- Copy certification: comparison with the original presented.
- Signature witnessing: a separate act concerning a person’s signature.
- Issuer verification: confirmation from the authority or institution that issued the record.
- Translation certification: a separate question about the translation and the recipient’s required attestation.
Passport copies: what to confirm before the appointment
Request the recipient’s current instructions rather than relying on another customer’s experience. A passport bio page, visa page, address evidence and a specimen signature serve different purposes.
Bring the original passport for inspection and clarify the number of certified sets needed. If the name in the application differs from the passport, ask what evidence is required to connect the names. Do not modify the copied document to make a discrepancy disappear.
Bank statements and academic records
Ask the bank which statement period, pages and certification wording it wants. Policies can vary by product, branch and application; this page does not assert a standing acceptance rule for any named bank.
For education evaluation, check whether the evaluator needs records sent directly by the institution or in a sealed envelope. A notarised photocopy does not replace that delivery requirement. Contact the issuing registrar where an official copy, verification or replacement is needed.
Preparing originals and electronic records
- Bring the complete original, including attachments relevant to the requested copy.
- Keep the recipient’s required wording and number of sets with the document.
- Disclose damage, alterations, missing pages or uncertainty about the issuing source.
- For digitally issued records, ask what electronic validation the recipient accepts; printing a PDF does not automatically make it a physical original.
- Check whether a certified extract from the issuer is a better fit than a notarial copy.
Copy certification and Apostille are different
HCCH announced Thailand’s accession on 30 June 2026, with entry into force for Thailand on 28 February 2027. Before that date, a Thai-issued copy certificate should not be presented as already eligible for a Thai Apostille. Check the applicable authentication route with the receiving authority and Department of Consular Affairs.
After entry into force, notarial acts can fall within the Convention’s public-document scope, but eligibility, the competent authority’s procedure and the Convention relationship between states still matter. An Apostille authenticates origin, not the truth of the document’s contents or the recipient’s acceptance.
Scope, quote and turnaround
Confirm how many documents, pages and certified sets are included. Ask whether translation, onward legalisation, official charges and delivery are separate. A multi-page price or discount should be agreed in writing, not inferred from a general advertisement.
Tell the adviser when the recipient must receive the documents. An appointment slot is separate from processing by government agencies, embassies and couriers. Off-site availability, urgent work and cancellation or correction terms must be confirmed for the actual engagement.
If the document cannot be certified
Where there are missing pages, suspected alterations or doubt about the source, the certifier may need further evidence or may decline. Do not try to resolve that issue by changing a scan or asking for a different date. Request a replacement or verification from the issuer where appropriate.
A refusal is not itself a court finding of forgery. Criminal consequences and any reporting duties depend on the facts and applicable law; they should not be described as automatic for every document problem.
Privacy and the result you receive
Agree a confirmed channel before sending identity or financial information. Ask what copies are retained, why they are needed and who receives them for onward processing. Where somebody submits another person’s document, clarify their authority and the lawful basis for using the information.
Check the returned set against the agreed page list, spelling, certification date and recipient wording. Keep the recipient’s instructions and your written scope with the set. Final acceptance remains the receiving organisation’s decision.
