Witnessed and Certified Signatures in the UK: A Guide

"Can you witness my signature?" and "I need a certified copy" sound similar, but they are different jobs, and there is no single "UK signature certification" that covers both. Unlike in Germany, England and Wales have no official office that certifies signatures for the public. Instead, the task falls to witnesses, solicitors, other professionals and notaries public, depending on what the document is for. This guide sorts out which is which, with Scotland noted where it differs.

Witnessed, certified, notarised: what is the difference?

Term	What it means	Typical use
Witnessed signature	Someone watches you sign and signs to confirm it	Deeds, wills, lasting powers of attorney
Certified copy	A professional confirms a photocopy matches the original	ID, qualifications, proof of address
Notarised document	A notary public verifies identity, signature or copy and adds a notarial certificate	Documents for use abroad
Apostille	A government stamp that confirms the signature and seal of an official or notary	Foreign use under the Hague Convention

Ask the person asking for the document which one they want. Using the wrong one is the commonest reason for a rejected form.

Who can witness a deed?

A deed is a formal document that does not need payment (consideration) to be binding. Section 1 of the Law of Property (Miscellaneous Provisions) Act 1989 says an individual validly executes a deed by signing it in the presence of one witness who attests the signature, or by having it signed at their direction in the presence of two witnesses, and then delivering it as a deed¹.

The Act does not list who may be a witness, but the sensible and widely followed rules are:

• An adult who is not a party to the deed and has no interest in it.
• Not a spouse, civil partner or close relative of the signer, because their independence may be questioned.
• Someone who can later say they saw you sign. The Law Commission advises that the witness must be physically present with the signer, and it was not confident that the current law allows witnessing by video link².

The witness signs and normally adds their name and address, which makes it possible to find them if the signature is challenged. A short sentence such as "Signed as a deed by [name] in the presence of:" before the witness block is standard.

What a witness does in practice

1. The signer signs first while the witness watches.
2. The witness signs straight afterwards, in the same place and at the same time.
3. The witness adds their name, address and occupation in print.
4. The signer delivers the deed, which means handing it over as their final act.

Remote video witnessing is a live issue. Check with your solicitor or the party that asked for the deed before relying on it. We cover why a pen still matters in our article on the wet signature.

Who can witness a will?

The Wills Act 1837 is stricter. Under section 9, a will must be in writing and signed by the testator (or by someone else in their presence and at their direction). The signature must be made or acknowledged in front of two or more witnesses who are present at the same time, and each witness must then sign or acknowledge their signature in the testator's presence³. The safe practice is to have both witnesses physically with you.

The key restriction is about gifts. Under section 15 a gift to a witness, or to the witness's spouse or civil partner, is void, even though the will remains valid⁴. So:

• Do not use a beneficiary or their spouse or civil partner as a witness.
• Use two adults who are not named in the will.
• Have both witnesses sign in your presence, straight after you.

Check the current official guidance on making a will on GOV.UK, and if the will is anything more than simple, get a solicitor to supervise the signing. If a signed will needs a change, see our note on initialling in the guide to how to initial a document.

Certified copies: who can certify?

A certified copy is a photocopy of an original that someone trustworthy has checked. GOV.UK says that people who can certify include solicitors, notaries, bank and building society officials, chartered accountants, teachers and lecturers, ministers of religion and councillors. The certifier cannot be a relative, live at your address or be in a relationship with you⁵.

GOV.UK gives the wording to use. The certifier writes "Certified to be a true copy of the original seen by me", then signs and dates it, prints their name and adds their occupation, address and telephone number⁵. Always take the original with you, because the point is that they have seen it.

There is no single legal definition of who may certify for every purpose. The organisation asking for the copy decides, so some insist on a solicitor or notary. Ask first.

What does a solicitor do?

A solicitor can witness a signature, certify a copy and supervise a signing. They are regulated and usually know the formality your document needs. Fees vary widely by firm and by document, so ask for a price before you go. You can search for a firm through the Law Society's Find a Solicitor service.

What does a notary public do?

A notary public is a qualified lawyer who authenticates documents for international use. The Notaries Society lists the typical work: overseas powers of attorney, property transactions abroad, immigration paperwork, verifying professional credentials and foreign business documents⁶. Its site has a searchable directory of notaries in England and Wales.

A notary typically checks your identity, watches you sign, then adds a notarial certificate and seal. Rates differ between notaries, so ask for a quote. Use a notary only when the receiving party, usually a foreign authority, asks for notarisation.

Apostille: documents going abroad

An apostille is a certificate attached to a document by the UK Legalisation Office, part of the Foreign, Commonwealth and Development Office (FCDO). It verifies the signature and seal on the document so that another country will accept it. Documents certified by UK notaries or solicitors qualify, as do court documents and public registry certificates such as birth, marriage and death certificates⁷.

GOV.UK lists these fees at the time of writing⁷:

Service	Fee	Timeline
Standard (paper)	£45 plus postage	Up to 25 working days
e-Apostille	£35	Up to 2 working days
Restricted urgent	£100	Same day, pre-approval needed

Fees and service levels change, so check the current GOV.UK legalisation page before you apply. The service cannot legalise documents issued outside the UK, and some documents, such as birth certificates, are not available as e-Apostilles⁷. First check with the foreign authority whether it wants an apostille at all.

Scotland

Scots law uses different rules. In the Requirements of Writing (Scotland) Act 1995, a document that appears to be signed by the granter and by a witness who has added their name and address is presumed to be validly signed. The presumption fails if, for example, the witness was under 16, did not see the signing or was also a party to the document⁸. Notaries public also exist in Scotland, with their own register. Always ask a Scottish solicitor about a Scottish document.

Quick guide: what do you need?

• Signing a deed or lasting power of attorney: a witness who is physically present. Use an independent adult.
• Signing a will: two independent witnesses present at the same time, neither a beneficiary nor married to one.
• Sending ID or a qualification abroad: certified copy, perhaps from a solicitor or notary, then maybe an apostille.
• Ordinary forms: read the instructions and ask the recipient what they accept.

Not legal advice. This article describes the general position in England and Wales as of October 2026, with Scotland noted where it differs. For a specific document, ask the person or body that will receive it, or a solicitor.

Frequently asked questions

Who can witness my signature on a deed?

The 1989 Act requires a witness who attests your signature. In practice use an independent adult who is not a party or close relative, and who is physically present with you.

Can a family member witness a will?

A relative can in principle, but not if they or their spouse or civil partner are a beneficiary, because the gift to them would be void. Use two independent adults.

Who can certify a copy of my passport or ID?

GOV.UK lists solicitors, notaries, bank officials, accountants, teachers and others of good standing, but not relatives or people you live with. Ask the recipient who they accept.

What is the difference between a solicitor and a notary public?

Both are lawyers. A notary specialises in documents for use abroad and adds a notarial certificate and seal. A solicitor handles most domestic legal work.

What is an apostille and do I need one?

It is an FCDO certificate that verifies the signature and seal on a UK document so another Hague Convention country accepts it. You only need one if the foreign authority asks.

Sources

1. 1Law of Property (Miscellaneous Provisions) Act 1989, section 1 (legislation.gov.uk)
2. 2Law Commission: Electronic execution of documents (Law Com No 386, 2019) (lawcom.gov.uk)
3. 3Wills Act 1837, section 9 (legislation.gov.uk)
4. 4Wills Act 1837, section 15 (legislation.gov.uk)
5. 5GOV.UK: Certifying a document (gov.uk)
6. 6The Notaries Society (thenotariessociety.org.uk)
7. 7GOV.UK: Get a document legalised (apostille) (gov.uk)
8. 8Requirements of Writing (Scotland) Act 1995, section 3 (legislation.gov.uk)