Getting a document translated and apostilled sounds simple, but the order matters. If the translation is done at the wrong stage, the receiving authority may reject the document and ask you to start again.

For many overseas applications, the original UK document must be apostilled first and then translated. In other cases, the translation itself may need to be certified, notarised or apostilled. Some countries require a sworn translation completed in the destination country, while others accept a UK certified translation.

The UK Legalisation Office legalises UK documents by checking whether the signature, stamp or seal is genuine and attaching an apostille. This may be required when a UK document is being used abroad.

This guide explains how translation and apostille work together, which order to choose, and how to avoid delays when preparing documents for overseas use.

Translation and apostille explained

A translation and an apostille are different things.

A translation converts the document into another language so the overseas authority can understand it.

An apostille legalises the UK document for international use by confirming the recognised signature, stamp or seal on the document.

The apostille does not translate the document. The translation does not replace the apostille. If the receiving authority asks for both, you need to prepare them in the correct order.

Apostille first or translation first

The safest answer is: check the receiving authority’s instructions before ordering either service.

In many cases, the original UK document is apostilled first, and the apostilled document is then translated. This allows the translation to include the apostille certificate as well as the original document.

This route is common for:

• birth certificates
• marriage certificates
• death certificates
• civil partnership certificates
• certificates of no impediment
• divorce documents
• degree certificates
• criminal record checks
• powers of attorney
• company documents

However, some authorities may ask for the translation to be certified or notarised first, then apostilled. This is more common where the translation itself is being treated as the document that needs legalisation.

When the original document should be apostilled first

Apostilling the original document first is often the best route when the overseas authority needs proof that the UK document is genuine.

This may apply to:

• overseas marriage
• visa applications
• residency applications
• university admission
• professional registration
• family registration
• property transactions
• inheritance or probate
• business registration
• court or legal procedures

The process usually works like this:

1. obtain the original UK document
2. arrange solicitor or notary certification if required
3. submit the UK document for FCDO apostille
4. translate the apostilled document
5. submit both the apostilled original and translation overseas

This route helps ensure the translation reflects the final legalised document.

When the translation may need apostille

Sometimes the receiving authority wants the translation itself to be certified, notarised or apostilled.

This can happen if:

• the authority asks for an “apostilled translation”
• the translation must be treated as an official document
• the translator’s certification needs legalisation
• the translation is being submitted without the original
• a court, notary or government authority requires legalised translation
• the destination country has strict sworn translation rules

In these cases, the translation may need to be certified by a translator, then notarised or certified by a solicitor or notary, then apostilled.

The FCDO can only legalise a signature, stamp or seal it can verify. If a translator’s signature is not directly verifiable, solicitor or notary certification may be needed before apostille.

Certified translation

A certified translation is a translation accompanied by a statement confirming that it is accurate and complete.

It usually includes:

• translator or translation company details
• statement of accuracy
• date of translation
• source and target languages
• translator signature or authorised company signature
• contact details
• stamp or certification details, where used

A certified translation may be enough for some overseas authorities, but not always. Some countries require sworn, notarised or apostilled translations.

Sworn translation

A sworn translation is a translation completed by a translator officially recognised in the destination country or legal system.

This is common in countries where translators are appointed or authorised by courts, ministries or professional bodies.

A UK certified translation may not be accepted where a sworn translation is required. For example, some civil registry, court or immigration processes may require a local sworn translator.

Before ordering a UK translation, check whether the recipient requires a sworn translator in the destination country.

Notarised translation

A notarised translation usually means the translation or translator’s declaration has been certified by a notary public.

This may be required where the receiving authority wants a higher level of formality or where the translation needs to be apostilled.

A notary may certify the translator’s signature, the translation declaration or the document package, depending on the requirement.

If the translation is going abroad, notarisation may be followed by FCDO apostille.

Solicitor-certified translation

In some cases, a solicitor may certify a translation or certify a translator’s declaration so it can be submitted for apostille.

This may be suitable where the receiving authority accepts solicitor certification and does not require a notary or sworn translator.

However, solicitor certification is not always enough. If the recipient asks for a notarised translation or sworn translation, follow that wording.

Documents that often need translation and apostille

Translation and apostille are commonly requested for:

• birth certificates
• marriage certificates
• death certificates
• civil partnership certificates
• adoption certificates
• divorce final orders
• certificates of no impediment
• statutory declarations
• affidavits
• powers of attorney
• degree certificates
• academic transcripts
• DBS certificates
• ACRO police certificates
• company documents
• HMRC letters
• certificates of incorporation
• proof of address documents

Each document may require a different route depending on the country and purpose.

Translation for overseas marriage documents

Marriage abroad often requires both apostille and translation.

This may apply to:

• birth certificate
• certificate of no impediment
• statutory declaration of single status
• divorce final order
• death certificate of a former spouse
• deed poll or name change document
• passport copy

Many authorities want the UK documents apostilled first, then translated into the local language. This ensures the apostille is translated too.

Translation for academic documents

Academic documents may need translation and apostille for university admission, professional registration, recognition of qualifications or employment abroad.

This may include:

• degree certificate
• diploma
• academic transcript
• diploma supplement
• letter of attendance
• professional qualification certificate

Some authorities require the degree certificate to be apostilled first. Others may require a certified translation, sworn translation or declaration of value process.

Translation for business documents

Business documents may need translation and apostille for overseas company registration, banking, tenders, tax matters or contracts.

This may include:

• certificate of incorporation
• articles of association
• board resolution
• power of attorney
• shareholder certificate
• certificate of good standing
• commercial agreement
• company letter

For company documents, the legalisation route can include solicitor or notary certification, FCDO apostille, embassy attestation and translation.

Translation for legal documents

Legal documents often require careful handling because the wording must be accurate and the certification route may be strict.

This may include:

• powers of attorney
• affidavits
• statutory declarations
• court orders
• consent letters
• probate documents
• property documents
• legal opinions

For legal documents, the receiving authority may specify whether translation must be completed before or after notarisation, apostille or embassy legalisation.

Embassy legalisation and translation

If the destination country does not accept apostille alone, embassy legalisation may be required after the apostille.

The order may be:

1. certify or notarise the document, if needed
2. obtain FCDO apostille
3. complete embassy or consular legalisation
4. arrange certified translation, if required

Or, in some countries, translation may be required before embassy submission. The correct order depends on the embassy and receiving authority.

GOV.UK advises checking with the person asking for your document whether it needs to be legalised, and notes that a document may need certification before legalisation.

Paper apostille, e-Apostille and translation

Translation requirements can also depend on whether the apostille is paper or electronic.

A paper apostille may be safer when:

• the document must be physically submitted
• embassy legalisation is required
• a local sworn translator needs the paper document
• the recipient does not accept PDFs
• the document is for registry, property, court or immigration use

An e-Apostille may be suitable if the receiving authority accepts digital documents and the translation can be submitted digitally. GOV.UK explains that e-Apostilled documents can be downloaded and shared digitally after legalisation.

Do not assume that a printed e-Apostille will be treated like a paper apostille.

Common mistakes to avoid

Common mistakes include:

• translating the document before apostille when the apostille also needs translation
• apostilling the translation when the original document needed apostille
• using a certified translation when a sworn translation is required
• using a sworn translation when the authority wanted UK certification
• forgetting solicitor or notary certification before apostille
• choosing e-Apostille when the recipient requires paper documents
• translating only the document and not the apostille
• submitting a translation without the apostilled original
• using outdated document versions
• not checking embassy legalisation requirements

These mistakes can lead to rejection, delay and additional costs.

How to get a document translated and apostilled

The process usually works as follows.

1. check the receiving authority’s instructions

Confirm whether they need the original document apostilled, the translation certified, the translation apostilled, or all of these steps.

2. prepare the original document

Make sure the document is complete, clear and suitable for legalisation. If it is a copy, private document or PDF, it may need solicitor or notary certification first.

3. arrange apostille

Submit the UK document for FCDO apostille if the original document needs legalisation.

4. arrange translation

Translate the apostilled document if the apostille needs to be included in the translation.

5. certify, notarise or legalise the translation if required

If the receiving authority asks for the translation to be certified, sworn, notarised or apostilled, complete those steps in the correct order.

6. arrange embassy legalisation if needed

If the destination country requires embassy legalisation, check whether translation is needed before or after the embassy stage.

How we can help

We can help prepare documents that need both translation and apostille.

Our service can include checking the correct order, advising whether the original document or translation should be apostilled, arranging solicitor or notary certification, submitting documents for FCDO apostille, advising on paper apostille or e-Apostille and helping with certified translation or embassy legalisation where required.

If you have been asked for a translated and apostilled document, send us the recipient’s instructions and the destination country. We can help confirm the safest order before you pay for the wrong service.