Certified True Copy Request Form (Ghana)

A Certified True Copy Request Form in Ghana states what the requester is asking for and the basis on which it should be granted.

The Evidence Act 1975 (Act 323) governs the admissibility of documentary evidence in proceedings before Ghanaian courts. Section 1 of Act 323 and subsequent provisions address the conditions under which secondary evidence — including certified copies — is admissible in evidence in lieu of the original document. Under Act 323, a certified copy of a public document — such as a court judgment, a land title certificate, a company registration certificate, or a birth certificate — is admissible in evidence in Ghanaian courts as proof of the contents of the original, without the need to produce the original.

The Commissioner for Oaths Act 1964 (Act 220) and the Notaries Public Act 1964 (Act 221) govern the persons authorised in Ghana to certify true copies of documents. Commissioners for Oaths are appointed by the Chief Justice of Ghana under Act 220 and are typically court registrars, senior lawyers enrolled with the Ghana Bar Association (GBA), and certain government officials. Notaries Public are appointed by the Supreme Court of Ghana and have the additional authority to certify documents for use in foreign jurisdictions under the Hague Convention on Apostille.

A Certified True Copy Ghana is commonly required by: the Office of the Registrar of Companies (ORC) when filing documents under the Companies Act 2019 (Act 992); the Lands Commission of Ghana when processing title registrations and transfers under the Land Act 2020 (Act 1036); embassies and consulates when processing visa applications; universities and professional bodies when verifying academic qualifications; the Ghana Revenue Authority (GRA) when processing tax compliance certifications; and SSNIT for pension claims where original documents are unavailable.

The Certified True Copy Request Form Ghana is distinct from a Statutory Declaration (which is a sworn statement of facts) and from an Affidavit (which is a sworn statement on oath before a Commissioner for Oaths). A certified true copy does not assert the truth of the contents of the document — it certifies only that the copy is a true reproduction of the original document as it exists at the time of certification.

The legal framework governing the Certified True Copy Request Form (Ghana) in Ghana draws on several key statutes and regulatory bodies. Under Ghanaian law, the Constitution of the Republic of Ghana 1992 is the supreme law. The Courts Act 1993 (Act 459) governs court procedures. The Ghana Revenue Authority (GRA) administers tax under the Income Tax Act 2015 (Act 896). The High Court of Ghana has unlimited original jurisdiction under Article 140 of the Constitution. The Data Protection Act 2012 (Act 843) and the Data Protection Commission govern personal data processing. Parties executing a Certified True Copy Request Form (Ghana) in Ghana should confirm the document reflects current law, including any amendments enacted since the original drafting date. The Evidence Act 1975 (Act 323) sets the foundational requirements.

A Certified True Copy Request Form in Ghana is needed in a wide range of official, legal, and commercial situations.

A Certified True Copy is required when submitting documents to the Office of the Registrar of Companies (ORC) for company registration, director changes, share transfers, or dissolution filings under the Companies Act 2019 (Act 992), where the ORC requires certified copies of identity documents, resolutions, and title documents.

A Certified True Copy is needed when registering land or processing a property transfer at the Lands Commission of Ghana under the Land Act 2020 (Act 1036) and the Land Title Registration Act 1986 (PNDCL 152). The Lands Commission requires certified copies of title deeds, indentures, power of attorney documents, and identity documents as part of the registration package.

A Certified True Copy is required when applying for a visa at a foreign embassy or consulate in Accra — including the UK High Commission, US Embassy, French Embassy, and German Embassy — where applicants must submit certified copies of their passport, birth certificate, marriage certificate, educational certificates, and financial documents.

A Certified True Copy is needed when submitting documents to the Ghana Revenue Authority (GRA) for tax registration, VAT registration, or tax clearance certificate applications, where certified copies of corporate documents and identity documents are required.

A Certified True Copy is required when making applications to SSNIT for pension claims, survivor benefits, or other benefits under the National Pensions Act 2008 (Act 766), where the original documents may be held by a third party or have been lost.

A Certified True Copy is needed for professional registration applications — for example, registration with the Ghana Medical and Dental Council, the Pharmacy Council of Ghana, the Ghana Nurses and Midwives Council, or the Ghana Bar Association — where certified academic and professional certificates must be submitted.

A Certified True Copy is required in court proceedings in Ghana where the original document is held in a registry or institution and it is impractical to produce the original, and the party wishes to rely on the document as evidence under the Evidence Act 1975 (Act 323).

A valid Certified True Copy Request Form in Ghana under the Evidence Act 1975 (Act 323) and the Commissioner for Oaths Act 1964 (Act 220) must contain the following essential elements.

Applicant's Details: Full legal name of the applicant, residential or business address, Ghana Card number or passport number for identity verification, contact telephone number and email address, and, where the applicant is acting as agent or lawyer for another person, written authorisation from the principal.

Description of Document: Precise description of the original document for which a certified copy is requested — including the title of the document, the date of the document, the issuing authority or party, the document reference number (for example, a court case number, company registration number, title certificate number, or birth certificate number), and the registry or institution that holds the original.

Purpose of Certification: The purpose for which the certified true copy is required — for example, for submission to the Lands Commission, for visa application, for court proceedings, for SSNIT pension claim, or for professional registration. Specifying the purpose helps the certifying authority apply the appropriate form of certification.

Number of Certified Copies: The number of certified copies required. Different institutions may require multiple certified copies — for example, an embassy application may require three certified copies of each document.

Certifying Authority: Identification of the appropriate certifying authority — Commissioner for Oaths at a court registry in Accra, Kumasi, Tamale, Cape Coast, or other regional capital; Notary Public for documents destined for use abroad; the specific government registry (Lands Commission, ORC, Births and Deaths Registry) for official registry documents; or a GBA-enrolled lawyer.

Declaration by Certifying Authority: The certification endorsement by the authorised person stating: "I certify that this is a true copy of the original document, which I have examined", the certifier's full name, title, and official stamp, the date of certification, and the certifier's signature.

Fees: The applicable certification fee, which varies by institution — ORC certification fees, Lands Commission certification fees, and Commissioner for Oaths fees are set by the relevant regulatory instruments.

Apostille (if required): Where the certified copy is to be used in a foreign country that is a party to the Hague Convention on Apostille, an Apostille certificate issued by the Ministry of Foreign Affairs of Ghana may be required in addition to the standard certification.

Forms-legal.com provides this Certified True Copy Request Form template as a starting point for documentation in Ghana. Applicants should contact the relevant registry or institution to confirm current fee schedules and processing times.

Additional compliance elements for a Certified True Copy Request Form (Ghana) used in Ghana include: Under Ghanaian law, the Constitution of the Republic of Ghana 1992 is the supreme law. The Courts Act 1993 (Act 459) governs court procedures. The Ghana Revenue Authority (GRA) administers tax under the Income Tax Act 2015 (Act 896). The High Court of Ghana has unlimited original jurisdiction under Article 140 of the Constitution. The Data Protection Act 2012 (Act 843) and the Data Protection Commission govern personal data processing. Forms-legal.com provides this template as a starting point for Ghana-compliant documentation.