Certification of documents in Nigeria is a very significant process that ascertains the validity of a document to ensure it meets all the legal and administrative requirements. This procedure is of immense importance in various scenarios, such as court cases, academics, international deals, company hiring, and immigration purposes. Certification shows that a document’s copy is a true representation of the original, with an endorsement by a person in authority or an institution.

This article discusses the concept, importance, process, and legal framework that regulates document certification in Nigeria.

What Is Document Certification? �Document certification is the official process of authenticating that a document copy truly represents the original document. It is a form of attestation usually done by either a public officer or other qualified professional by the signing, stamping, or sealing of such a document to ascertain its authenticity.

These documents are usually needed for official use, including:

• Visa Applications: Usually, embassies and consulates ask for certified copies of birth certificates, marriage certificates, academic credentials, and many other documents.
• Legal Proceedings: Courts admit documents as evidence in legal cases only when presented with their CTCs.
• Academic Admissions: Universities and professional bodies may require certified academic transcripts, certificates, or identification documents.
• Business and Corporate Transactions: Certified documents are needed for compliance, registration, and licensing, among other corporate activities.

Key Authorities for Document Certification in Nigeria

Several institutions and professionals are authorized to certify documents in Nigeria, including:

1. Courts: The Courts are the main institutions for the certification of documents to be used in litigation. This is normally done by registrars or clerks of courts.
2. Notaries Public: A Notary Public is a legal practitioner authorized to certify documents, administer oaths, and conduct notarial acts. Their services are in high demand, both for use within and outside the country.
3. Government Agencies: This includes Ministries, Departments, and Agencies (MDAs) like:

• The Ministry of Foreign Affairs
• The Corporate Affairs Commission (CAC)
• The Federal Ministry of Education

These institutions authenticate documents within their purview, depending on the purpose to which they are to be used.

Legal Requirements for Document Authentication in Nigeria

Some of the laws and regulations guiding the process include but are not limited to:

1. Evidence Act, 2011

The certification of public documents is dealt with under Section 104 of the Act.

2. Notaries Public Act

The law regulates the notaries public in such a way that notaries public are empowered to certify documents for both domestic and international purposes.

3. Companies and Allied Matters Act (CAMA) 2020

CAC shall issue certification certificates of incorporation, annual returns, and resolutions among other corporate documents under CAMA.

How to Certify Documents in Nigeria

This normally involves the following processes:

1. Acquire Original Document:

The original document must be available, as certification cannot be done in its absence.

2. Determine the Certifying Authority:

Depending on the type of document and the purpose for which it is required, determine the appropriate certifying authority. Examples include:

• Legal documents: Courts or notaries public.
• Academic certificates: Federal Ministry of Education-especially for use abroad.
• Corporate documents: CAC.

3. Submit the Document:

Present the original and its photocopy to the certifying authority. You may also be required to provide identification or fill out a form.

4. Pay Applicable Fees:

There is a fee charged for certification, which differs from one authority to another and also depends on the type of document. Always obtain a receipt for the payment.

5.Verification and Endorsement:

The certifying officer verifies the copy against the original. Once satisfied, he or she signs, stamps, or seals the document to confirm its authenticity.

Challenges in Document Certification

Regardless of the importance, Nigerian certification faces numerous challenges:

1. High Costs and Bureaucracy:

In fact, it can be time-consuming and costly, hence discouraging.

2. Inadequate Infrastructure:

Some institutions lack means for swift and qualitative processing of applications.

 

Certification for International Use

Where the place of intended use requires a document to be certified, the process of authentication and possibly legalization will follow suit:

1.Authentication:

The Ministry of Foreign Affairs authenticates the authenticity of the signing authority.

2.Legalization:

This can be further authenticated by the embassy or consulate of the country where it is to be used.

Certification of documents in Nigeria is a vital process that underpins legal, academic, immigration, and business activities. The practice confirms the authenticity of copies, thereby instilling confidence, compliance, and integrity in official transactions. A proper understanding of the legal framework, identification of the correct certifying authority, and adherence to the right procedures ease the process and reduce time and resource wastage.