When an insured event occurs, the last thing you want to worry about is paperwork. However, errors in document preparation, illegible copies, or the absence of the required certification can delay the document review process.
That is why it is worth knowing the basic rules for preparing documents in advance. They will help you avoid additional requests and resubmitting documents, and speed up the decision-making process regarding an insurance payout.
What Documents Must Be Submitted to an Insurance Company?
When entering into an insurance contract or settling an insured event, clients provide a specific set of documents. Depending on the situation, these may include either original documents or duly certified copies.
It is important to remember: not all document copies have the same legal validity. The method of certification depends on the type of document and the requirements governing its use.
What Does “Certifying a Copy” Mean?
Certification of a copy confirms that it fully corresponds to the original document.
In Ukraine, the procedure for certifying document copies is governed by the National Standard DSTU 4163:2020, “Requirements for Document Formatting.”
The certification mark must include:
- the words “Certified as a True Copy”;
- the position of the person certifying the copy, where applicable;
- the person's signature;
- their first name and surname;
- the date of certification.
In cases prescribed by law, copies must also bear the relevant seal of the legal entity or a “For Copies” stamp.
Who Can Certify Document Copies?
A common mistake is to assume that every copy must be certified exclusively by a notary.
In fact, the method of certification depends on the type of document and the requirements of the institution to which it is submitted.
Depending on the circumstances, copies may be certified by:
- notaries;
- authorised officials of local self-government bodies;
- Ukrainian consular offices;
- organisations or institutions that issued the relevant document;
- the document owner, but only in certain cases.
Before Certifying Copies, Check the Requirements
There is no universal method of document certification that applies to every situation.
Therefore, before preparing a set of documents, it is worth clarifying:
- whether an ordinary copy is sufficient;
- whether you can certify it with your own signature;
- whether certification by the institution that issued the document is required;
- whether notarisation is necessary;
- whether additional requirements apply to the specific procedure or institution.
This will help you avoid unnecessary expenditure of time and money.
Identity Verification Documents
These documents include:
- passport;
- taxpayer registration number (tax identification number);
- an extract confirming the place of registration;
- other documents required to verify a person's identity.
Copies of these documents are made from the originals, signed by their owners, and checked by an authorised representative of the insurance company, financial consultant, agent, or another authorised representative of the insurer.
Today, digital documents available through the Diia app can also be used for identity verification.
Documents That May Require Notarisation
This category may include:
- death certificates;
- notarised powers of attorney;
- court decisions;
- official translations of certain foreign documents;
- other documents for which such a requirement is established by law.
It is important to remember: notarisation is required only when stipulated by law or by the specific requirements of the relevant procedure.
Medical Documents, Reports and Test Results
Medical certificates, extracts, laboratory test results, expert opinions, and other documents issued by medical or other institutions may be certified by:
- the institution that issued them;
- a notary.
An Important Detail
A client, agent, or any other individual is not entitled to independently certify copies of documents issued by institutions or organisations.
For example, if you sign a copy of a medical extract or test results yourself, this does not give the copy legal validity. It must be certified by the medical institution that issued the document or by a notary.
This is one of the most common reasons why documents have to be resubmitted.
If a Document Was Issued Abroad
If a document was issued in another country, the following must be submitted to the insurance company:
- the document in its original language;
- a Ukrainian translation certified by a notary.
Documents issued by certain countries may also require an apostille or consular legalisation.
Therefore, if a document was issued abroad, it is advisable to clarify the requirements for its preparation in advance.
Electronic Document Management: When Is It Sufficient?
TAS life uses electronic document management.
Clients can enter into insurance contracts and submit documents relating to insured events through the Client Cabinet without visiting an office.
In most cases, this is sufficient for the claim to be reviewed.
However, in certain situations, the company may additionally request original documents or duly certified paper copies.
This most commonly applies to:
- the death certificate of the Insured Person, Policyholder, or Beneficiary;
- notarised documents (powers of attorney, guardianship documents, waivers of rights, etc.);
- cases where the insurance payout for additional risks exceeds UAH 32,000.
In such situations, copies of documents may not be sufficient to make the insurance payout.
What Else Should You Pay Attention To?
Check the Quality of Copies
All document details must be clear and legible, including:
- photographs;
- series and numbers;
- signatures of officials;
- seals and stamps.
Additional markings, text obscured by signatures, or copies of such poor quality that individual details cannot be read are not acceptable.
Use Diia
Today, TAS life, like most banks and government institutions, supports document sharing through the Diia app.
Digital documents can fully replace paper copies and eliminate the need for additional certification.
In Summary
Properly prepared documents help avoid additional requests, speed up the review of a claim, and simplify the process of receiving an insurance payout.
If you are unsure which documents you need to submit or how to prepare them correctly, contact the TAS life Contact Centre on +380 44 537 37 40, or get in touch with your Financial Consultant. We are always ready to help you understand the requirements and advise you on the most convenient way to submit your documents.
