Getting an apostille for a UK document can be simple, but only if the document is prepared correctly before it is submitted. Many delays happen because the wrong version is sent, the document needs solicitor or notary certification first, or the receiving authority actually requires embassy legalisation as well as an apostille.

In the UK, apostilles are issued by the Legalisation Office, which is part of the Foreign, Commonwealth and Development Office. GOV.UK explains that certain official UK documents can be legalised by submitting them to the Legalisation Office when an overseas official has asked for a legalised UK document.

The Legalisation Office checks whether the signature, stamp or seal on the document is genuine. If it can verify the document, it attaches an apostille.

This guide explains how to get an apostille, when certification is needed, which documents can usually be legalised directly and how to avoid common mistakes.

What is an apostille?

An apostille is an official certificate attached to a UK document so it can be recognised abroad.

It confirms that a signature, stamp or seal on the document is genuine. It does not confirm that the information inside the document is true, current or accepted for every overseas process.

For example, an apostille on a UK birth certificate confirms the recognised official signature or seal. It does not confirm that the receiving authority will accept an old certificate, short certificate or untranslated certificate.

When you may need an apostille

You may need an apostille if a UK document is being used outside the UK.

Common reasons include:

• overseas marriage
• visa applications
• residency applications
• foreign employment
• university admission abroad
• professional registration
• overseas property transactions
• company registration abroad
• foreign bank account opening
• inheritance or probate matters
• powers of attorney
• tax residency or HMRC documents
• criminal record checks
• adoption or family registration

The receiving authority decides whether an apostille is required, so always check their instructions before starting.

Step 1: check the receiving authority’s requirements

The first step is not sending the document to the FCDO. The first step is checking exactly what the overseas authority wants.

Ask whether they need:

• original document
• certified copy
• notarised copy
• solicitor certification
• notary certification
• paper apostille
• e-Apostille
• embassy attestation
• certified translation
• sworn translation
• recently issued document

GOV.UK advises British people abroad to check with the person asking for the document whether it needs to be legalised, and notes that a document may need to be certified before legalisation.

This matters because the wrong first step can mean paying twice.

Step 2: check whether the document can be apostilled directly

Some UK documents can often be apostilled directly, provided they are official, complete and contain a verifiable signature, stamp or seal.

These may include:

• birth certificates
• marriage certificates
• death certificates
• civil partnership certificates
• adoption certificates
• certificates of no impediment
• court documents
• Companies House certified documents
• some HMRC letters
• some government-issued documents

If the document is damaged, laminated, cropped, incomplete or unclear, it may be rejected or the receiving authority may refuse it.

Step 3: check whether certification is needed first

Many documents cannot be apostilled directly because they are private documents, copies, scans, downloads or documents without a verifiable public official signature.

These often need solicitor or notary certification before apostille.

This may apply to:

• passport copies
• driving licence copies
• proof of address
• bank statements
• utility bills
• degree certificate copies
• DBS certificates
• employment letters
• medical letters
• private letters
• statutory declarations
• affidavits
• powers of attorney
• company documents
• downloaded PDFs
• online statements

The apostille is then attached to the solicitor’s or notary’s signature rather than directly to the document itself.

Step 4: choose a paper apostille or e-Apostille

The UK application route allows people to apply online for a paper-based apostille or an e-Apostille. GOV.UK says applicants need the documents they want to legalise and a credit or debit card to pay the fees; for paper-based apostilles sent by post, they also need the return address and access to a printer.

A paper apostille is attached to a physical document. It is often safer when:

• the recipient wants an original paper document
• the document is a civil certificate
• the document needs embassy legalisation
• the document will be physically submitted abroad
• the authority does not accept PDFs
• the document is for marriage, property, court or registry use

An e-Apostille is issued electronically for suitable digital documents. GOV.UK explains that e-Apostilled documents can be downloaded and shared digitally after legalisation.

An e-Apostille may be suitable if the document is digitally certified and the receiving authority accepts electronic documents.

Step 5: submit the document for legalisation

Once the document is prepared correctly, it can be submitted to the UK Legalisation Office.

For paper apostilles, you may need to send the physical document by post or courier after applying online. GOV.UK explains that, after applying for a paper-based apostille, you will be told how to submit your documents, and legalised documents are returned by courier or post to the address provided.

For e-Apostilles, the process is digital, but the document must be suitable for electronic legalisation.

Step 6: check whether embassy legalisation is needed

An apostille is often enough for countries that accept apostilles under the Hague Apostille Convention.

However, some countries require further embassy or consular legalisation after the FCDO apostille.

This is common for some documents going to non-Hague countries or for countries with additional local requirements.

The process may be:

1. solicitor or notary certification, if required
2. FCDO apostille
3. embassy or consular legalisation
4. certified translation, if required
5. local ministry stamping abroad, if required

Do not assume that apostille is always the final step.

Step 7: arrange translation if required

If the document is being used in a non-English-speaking country, translation may be required.

The order matters. In many cases, the UK document should be apostilled first and then translated so the apostille is included in the translation.

Some authorities may require:

• certified translation
• sworn translation
• notarised translation
• apostilled translation
• translation of the apostille
• embassy-attested translation
• translation completed in the destination country

Before ordering translation, check the receiving authority’s instructions.

Documents commonly apostilled

Common UK documents for apostille include:

• birth certificates
• marriage certificates
• death certificates
• civil partnership certificates
• divorce documents
• certificates of no impediment
• DBS certificates
• ACRO police certificates
• degree certificates
• academic transcripts
• powers of attorney
• statutory declarations
• affidavits
• passport copies
• proof of address
• HMRC letters
• Companies House documents
• certificates of incorporation
• company resolutions

Each document may require a different route before apostille.

Apostille for birth, marriage and death certificates

Official UK civil certificates can often be apostilled directly.

This applies to many birth, marriage, death and civil partnership certificates issued by the General Register Office or a local register office.

For overseas use, it is usually safer to use an official certificate rather than a photocopy. Some authorities may also request a recently issued copy or full certificate rather than a short version.

Apostille for passport copies

A passport itself is not normally sent for apostille. Instead, a certified copy is usually prepared.

A solicitor or notary may certify the copy as a true copy of the original passport. The FCDO can then attach the apostille to the certifier’s signature.

Some authorities may also require wording confirming that the photograph is a true likeness of the passport holder.

Apostille for academic documents

Academic documents may need apostille for overseas work, study, professional registration or visa applications.

This may include:

• degree certificates
• academic transcripts
• diploma supplements
• letters of attendance
• professional qualification certificates

Some academic documents may need solicitor or notary certification first, especially if they are copies, downloads or documents without a verifiable signature.

Apostille for criminal record checks

Criminal record checks may need apostille for overseas employment, visas, residency, teaching, healthcare or volunteering.

This may include:

• ACRO police certificates
• DBS certificates
• Disclosure Scotland certificates
• AccessNI certificates

Some certificates may need solicitor certification before apostille, depending on format and FCDO verification requirements.

Apostille for company documents

Company documents may need apostille for overseas banking, company registration, tenders, tax, contracts or property matters.

This may include:

• certificate of incorporation
• certificate of good standing
• Companies House certified documents
• board resolutions
• shareholder documents
• powers of attorney
• company letters

Companies House certified documents may be suitable for direct apostille in some cases. Other company documents may need solicitor or notary certification first.

Apostille for powers of attorney and declarations

Powers of attorney, statutory declarations and affidavits usually need to be signed or witnessed correctly before apostille.

A power of attorney for overseas use often needs notary certification. A statutory declaration or affidavit may need to be sworn or affirmed before a solicitor, commissioner for oaths or notary.

If the document is signed incorrectly, the apostille route may fail.

Common reasons apostille applications are rejected

Apostille applications may be delayed or rejected if:

• the signature cannot be verified
• the document is an ordinary photocopy
• solicitor certification is missing
• notary certification is required but not provided
• the document is damaged or incomplete
• the document is laminated
• the wrong version was submitted
• the PDF is not suitable for e-Apostille
• the certification wording is unclear
• the recipient needed embassy legalisation instead

A rejection does not always mean the document is invalid. It often means the document was not prepared correctly for FCDO legalisation.

Common mistakes to avoid

Common mistakes include:

• sending a document for apostille before checking recipient requirements
• apostilling a document that is too old for the overseas authority
• using a photocopy without certification
• choosing solicitor certification when notarisation is required
• choosing e-Apostille when paper apostille is needed
• forgetting embassy legalisation
• translating the document before apostille when the apostille also needs translation
• sending damaged or laminated certificates
• assuming every UK document can be apostilled directly
• leaving no time for corrections before a deadline

These mistakes can delay visas, weddings, job offers, university applications, property transactions and business procedures.

How to get an apostille without delays

The process usually works as follows.

1. confirm what the recipient needs

Check document type, format, country, translation, embassy and timing requirements.

2. check whether the document is suitable

Decide whether the document can be apostilled directly or needs solicitor or notary certification first.

3. prepare the document correctly

Use official certificates, complete copies, correct signatures and proper certification wording.

4. choose paper apostille or e-Apostille

Pick the format the receiving authority will accept.

5. submit to the FCDO Legalisation Office

Apply through the correct legalisation route and send the document if paper processing is needed.

6. complete any further steps

Arrange embassy legalisation, translation or courier delivery if required.

How we can help

We can help you get an apostille for UK documents without choosing the wrong first step.

Our service can include checking your document, confirming whether it can be apostilled directly, advising whether solicitor or notary certification is needed, arranging certification, submitting the document for FCDO apostille, advising on paper apostille or e-Apostille, and helping with embassy legalisation or translation.

If you are unsure how to get an apostille for your document, send us the document type, destination country and the receiving authority’s instructions. We can confirm the safest route before you submit it.