The UAE, renowned for its commitment to robust legal systems and regulatory frameworks, places great emphasis on the verification and authentication of documents. The country is a home to 200+ nationalities and businesses from around the world and certified true copies play vital role in ensuring the validity and reliability of various records and paperwork.
These authenticated replicas of original documents are indispensable in establishing trust, legitimacy, and accuracy in personal and business transactions. By utilizing certified true copies, individuals and organizations in the UAE can navigate the legal landscape with confidence, streamline administrative processes, and foster a robust framework built on transparency and reliability.
This article delves into the significance of certified true copies, exploring why they are necessary and examining the various contexts in which they are commonly utilized within the UAE’s legal landscape.
Definition of Certified True Copy
In the realm of legal affairs, a certified copy holds substantial significance as it serves as an authenticated reproduction of a primary/original document.
Difference between Notarization and Certified True Copy
Notarization and a certified true copy are two distinct processes with different purposes in legal and administrative contexts.
Notarization refers to the act of a notary public verifying the authenticity of a document or a signature. Notarization is often required for specific legal documents, affidavits for submission before UAE Courts, powers of attorney. The notary public verifies the identity of the signatory, ensures their willingness to sign the document, and attaches their official seal or stamp to signify the document’s authenticity.
On the other hand, a certified true copy refers to a reproduced copy of an original document that has been verified and confirmed to be an accurate and faithful replication of the original. It is typically certified by an authorized person such as a licensed lawyer who compares the copy to the original and provides a statement or endorsement confirming its authenticity. Certified true copies are often used when the original document needs to be retained by the issuing authority or when multiple parties require access to the document.
In summary, notarization focuses on verifying the authenticity of a signature or document through the involvement of a notary public, while a certified true copy involves the authentication and certification of a replicated document to establish its accuracy and validity.
Who is authorized to issue a certified true copy in the UAE?
In the United Arab Emirates, particularly in Dubai, the process of authenticating document copies is executed by an attorney licensed by the Government of Dubai Legal Affairs Department. These lawyers play a pivotal role in certifying the precision and legitimacy of a document copy, attesting it as a faithful reproduction of the original material. As a result of this verification, the document gains validity and acceptance not just within the UAE’s government departments, but also in embassies, banks, and other third-party entities globally.
Furthermore, it is common for individuals to seek notarization of signatures on documents that have been issued and signed in the presence of a UAE-based lawyer. This procedure is especially prevalent when the documents are intended for utilization before authorities and other entities located outside the UAE.
Documents most often required as True Copy Certification
Based on our experience, the documents which most often are required to be certified as true copies by lawyers in the UAE include the following:
- Personal Documents
o Passport
o Emirates ID
o Driving license
o Academic certificate
o Experience certificate
o Marriage / Birth certificate
o Bank statement
o Declaration form - Utility Bills
o DEWA
o Empower
o Tenancy Contract – Ejari
o Telecom bill
o NoC from management / maintenance - Commercial Documents
o Export/Import docs
o Loans
o Others - Company Incorporation Documents
o Memorandum and Articles of Association
o Shareholder Certificate
o Incorporation Certificate
o Certificate of Good Standing, Trade License
o Certificate of Incumbency
o Registry of Members
A certified true copy of an original document is issued as per the following steps:
- The original document is physically presented to the respective lawyer.
- The lawyer would examine the original document and once satisfied with the authenticity of the original document, would make a copy of the original document, stamp it by stating that the photocopy of the document is a true and correct copy of the original document of the presented original.
- Each copy of the original document (if required) must be stamped and dated by the lawyer.
- The true copy stamp must bear the name of the lawyer certifying the true copy and his/her contact details along with his/her license number at the Government of Dubai Legal Affairs Department. The inclusion of these details is crucial to ensure the credibility and reliability of the certification process and enables the respective third party, who receives the true copy, to reach out to the lawyer for verification purposes, if required.
The entire process takes approximately 30 minutes from the presentation of the original document to the issuance of the true copy.
Difference between a True Copy and Authentication of a Signature
Authentication of a signature is often required by clients on a document which may not be notarized by a notary public in the UAE, such as :
- Declarations
- Declaration as to the Verification of Identity
- Oath or Affirmation of Allegiance
- General Declarations and undertakings
- Financial Statement
- Power of Attorney
Similar to the notarization process by a notary, authentication is merely to attest the signature on the document that belongs to the person who has signed it before the lawyer. It doesn’t confirm or authenticate any of the content in the document at stake.
How can I Authenticate my Signature on a document in UAE?
The authentication of a signature is done as per the following steps:
- The document on which the person wants to authenticate his/her signature must be physically presented to the lawyer along with the original ID of the person (i.e. passport or Emirates ID).
- The lawyer would examine the respective person’s signature on the original passport or Emirates ID and once satisfied with its authenticity, would ask the person to sign in front of him. Following which, the lawyer put his/her stamp in which it is mentioned the details of the person who signed in front of him with a confirmation that signature is made voluntary without any with no responsibility as to the content of the within document.
- The name of the lawyer who has witnessed the signature must be stated on the stamp along with his/her license number as assigned by the Government of Dubai Legal Affairs Department. The inclusion of these details ensures the credibility and reliability of the authentication process and enables the respective third party, who receives the relevant signed document(s) to reach out to the lawyer for verification purposes, if required.
The entire process of the authentication of a signature takes approximately 45 minutes from the presentation of the original IDs.
How Motei & Associates can help you with your True Copy certification or Signature Authentication?
Given the significance of having certified true copies for business use, failing to have documents that meet the required standard for business purposes can inhibit a business’s ability to operate and grow.
As a licensed law firm at the Government of Dubai Legal Affairs Dept, we can help you with your needs for both certification of true copies of original documents and authentication of your signature on a document.
We can also help you with the drafting of all types of powers of attorney in both English and Arabic and assist with its notarization before the notary public in the UAE. Our attestation and authentication services also include assistance with document submission and end-to-end processes at all Federal and Government Authorities, Banks, and Utility Companies in the UAE.
Should you have any inquiry or need assistance with the attestation of a true copy or the authentication of a signature, please contact us via email at [email protected], Whatsapp (+971) 55 353 6953 or via our Connect Form here in our website.
