Application documents
How to Get Certified Copies of Your Certificates in Kenya
What "certified copies" means in a job advert, who can certify them (a Commissioner for Oaths), how to prepare and scan them for online applications, and what never to send.
- Time needed
- Same day
- Cost
- Commissioner for Oaths fee
- Valid for
- Use recent certifications for each application
- Where
- A Commissioner for Oaths (advocate) or Magistrate
What you need
- Your original certificates and transcripts
- Clear photocopies of each one
- Your original National ID and a copy
When a job advert asks for "certified copies" of your certificates, it means photocopies that a Commissioner for Oaths (an advocate), a Magistrate or another authorised officer has checked against your originals, then signed and stamped. It protects employers from forged documents.
Which documents to certify
- KCSE (and KCPE if asked) certificates
- Diploma and degree certificates and transcripts
- Professional certificates (CPA, CIFA, HR, nursing licence and so on)
- Your National ID
Step by step
- Make clear, full-page photocopies of each document. Make sure nothing is cut off.
- Take the copies and the originals to a Commissioner for Oaths. Many law firms offer this service while you wait.
- They compare each copy with the original, then sign, stamp and date every page.
- Check that every page has been stamped before you leave.
Preparing them for online applications
- Scan the certified copies at 300 dpi in colour so the stamp is readable.
- Save each as a PDF with a simple name, such as Degree-Certificate.pdf or National-ID.pdf.
- If the portal accepts a single file, combine them in the order the advert lists.
- Keep files small enough for upload limits (usually a few megabytes).
Lost certificates
If you have lost a certificate, apply for a replacement or certification letter from the issuing body (for example KNEC for KCSE, or your university). Never submit a document that is not genuine; employers verify certificates with the issuing institutions.
Never send originals
Do not post or hand in original certificates with an application. You will usually be asked to show the originals at the interview or vetting stage, where they are checked and returned to you.
Frequently asked questions
Who can certify copies of documents in Kenya?
A Commissioner for Oaths (a practising advocate), a Magistrate, or another officer authorised by the employer or institution asking for them.
How much does it cost to certify documents?
Commissioners for Oaths charge their own fee, often per document or per page. Ask before they start.
Can I certify my own copies?
No. Certification has to be done by an independent authorised person who has seen your originals.
Processes and fees change from time to time. Always follow the instructions on the official website, and never pay anyone who offers to "speed up" a clearance for you.