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How to Get an Official Document as an E-Certificate Instead of Paper

Many government and civil documents no longer need to be printed and mailed β€” an electronic certificate lets you request, store, and submit them entirely online.

  1. Understand what an electronic certificate is

    Instead of printing an official document like a residency or family record certificate, many e-government portals let you receive it in electronic form, store it in an online document wallet, and send it directly to the place that needs it.

  2. Know the advantage over paper copies

    An electronic certificate can be transmitted online in seconds instead of being printed, mailed, or delivered in person, saving both time and the cost of physical submission.

  3. Check which documents are eligible

    Not every official document is available in electronic form. Before starting, check the relevant e-government portal to confirm the specific certificate you need can actually be issued electronically.

  4. Log in and verify your identity

    Most e-government portals require identity verification through a digital certificate, bank-linked authentication, or a simplified mobile verification method before you can request any document.

  5. Request the electronic certificate

    Select the specific document you need and submit the issuance request. Once processed, the electronic version is stored in your account's digital document wallet or similar storage feature.

  6. Send it directly to the recipient

    From your document wallet, you can typically transmit the stored certificate straight to the requesting institution or company online, or use it however the recipient's submission process requires.

  7. Confirm authenticity and validity period

    The receiving organization can usually verify the certificate's authenticity directly through the issuing portal. Some certificate types also carry a limited validity period, so it is worth noting when it was issued.

Why paperless certificates are becoming the default

Government digital-services platforms in many countries have expanded the range of documents available electronically because it cuts processing time for both citizens and receiving institutions, reduces mail and printing costs, and lowers the risk of a document being lost or altered in transit.

What to do if a document isn't available electronically

Some documents β€” particularly older archival records or certain notarized paperwork β€” may still require an in-person or paper-based request. If your target document isn't listed as available electronically, check with the issuing office directly for the correct process, since availability continues to expand over time.

Frequently Asked Questions

Is an electronic certificate legally equivalent to a paper one?

In most jurisdictions that offer this service, yes β€” an electronically issued and verified certificate carries the same legal standing as its paper equivalent, though it is worth confirming with the specific recipient organization if you are unsure.

Can I download and print an electronic certificate myself?

This depends on the platform and document type. Some services allow a verified printout with an authentication code, while others are designed to be transmitted only through the online system rather than printed by the requester.