How to Obtain a Certified Copy for Your Company

What exactly is a certified copy? It’s essentially a validated version of the form you’ve submitted to the Registrar General of Companies (ROC), attested by the ROC itself, affirming that it is an accurate replica of your submission and has been duly approved. Various entities such as banks, financial institutions, government bodies, and other stakeholders often require certified copies of company documents to authenticate the validity of the records you’re presenting.

Traditionally, this involved obtaining a photocopy of the document stamped with an official mark at the back and bearing the registrar’s signature. However, this would only be issued if your company’s documents were up to date. Otherwise, the registrar would prompt you to update your file.

Nowadays, thanks to the advancement of the eROC digital platform, certified copies come equipped with a QR code. This allows anyone to scan and authenticate the document by accessing the ROC database.

So, how do you go about applying for one? It’s a straightforward process accessible through the ROC website, where you’ll also need to pay the required fees. However, navigating the application might prove challenging if you’re unsure about the specific form name or date needed. Seeking professional assistance or conducting a thorough search of your file beforehand can streamline the process significantly.

Concerned about the status of your file? With recent developments, the timeliness of your documents is no longer a hindrance, as you can proceed with your application regardless.

Even if you’re not directly affiliated with the company, you can still obtain a certified copy—all you need is the company name or number.

But what about the Business Registration Certificate? Unfortunately, this isn’t a public document and thus isn’t available as a certified copy.

At ASAC, we specialize in helping stakeholders obtain certified copies of documents from the ROC database. Additionally, we can assist you in determining which documents are relevant to your needs. Feel free to reach out to us for further information and assistance. Your company’s compliance and documentation processes are in good hands with ASAC.