How to check if a certificate is real: a quick guide for HR and admissions
Fake certificates are easy to make. Here is how to check a PDF certificate in seconds when it carries a verification code, and what to do when it does not.
Recruiters, admissions offices and event organisers receive certificates as PDFs every day. Editing a name, a grade or a date in a PDF takes minutes, and the result looks perfect. Looking at the document closely rarely tells you anything. What helps is a way to compare it with the original issuer's record.
If the certificate has a DocuTools QR code
- Scan the QR code or open the link printed next to it. It leads to a verification page with the code, the recipient name, the issue date and the issuer.
- Check that the name on the page matches the name on the certificate.
- Drop the PDF you received on that page. Your browser computes the file's fingerprint and compares it with the record; the file itself is never uploaded.
A green result means the file is exactly the one that was issued. A mismatch means it was edited, re-saved or replaced after it was issued, so ask the candidate for the original file or contact the issuer.
Red flags worth a second look
- The verification page shows a different name or date than the document.
- The page says the code was revoked: the issuer withdrew it, for example because of an error.
- The candidate sends a printed and re-scanned copy instead of the original PDF. Scanning creates a new file, so ask for the original.
- The issuer name on the page does not match the organisation on the certificate. Issuer names are set by the account owner, so treat an unexpected one as a reason to contact the organisation directly.
If there is no verification code
Contact the issuing organisation and ask them to confirm the name, date and certificate number. Many universities and training providers have a registrar or verification email for exactly this. Do not rely on a phone number or link printed on the certificate itself, since that can be forged too; find the contact details on the organisation's official website.
For issuers: make checking easy
If you issue certificates, adding a verification code saves everyone time. With Bulk Certificates every participant gets a personal, verifiable PDF, and with Verify Stamp you can stamp any single document.
A match proves the file has not changed since it was issued. It does not certify that the content is true or that the qualification is accredited.