What Is an Apostille? A UK Guide to Document Legalisation

An apostille is an official certificate that verifies the signature, seal or stamp on a public document so its origin can be recognised in another country. In the UK, apostilles are issued by the Foreign, Commonwealth & Development Office’s Legalisation Office for documents being used overseas.

An apostille does not confirm that everything written in the underlying document is correct. It confirms the authenticity of the relevant signature, stamp or seal and the capacity in which the document was signed.

This guide explains when you may need an apostille, which UK documents can be apostilled and how the legalisation process works.

What does an apostille do?

When a UK document is presented to an authority in another country, that authority may need evidence that its signature, stamp or seal is genuine.

An apostille provides this evidence. The Legalisation Office checks the relevant signature, seal or stamp against its records. If it can verify them, it attaches or issues an apostille certificate.

The apostille normally confirms:

• The country in which it was issued.
• Who signed the document.
• The capacity in which that person acted.
• The seal or stamp shown on the document.
• Where and when the apostille was issued.
• The issuing authority.
• The apostille’s unique certificate number.
• The signature and seal of the issuing authority.

A document that has completed this process is commonly described as an “apostilled document”.

What an apostille does not confirm

An apostille does not certify the accuracy of the information within the underlying document.

For example, an apostille attached to a company document may confirm that the relevant official signature or seal is genuine. It does not provide an opinion on the company’s financial position or guarantee that a foreign bank, government department or other organisation will accept the document for a particular purpose.

You should always ask the person or organisation receiving the document exactly what it requires before ordering an apostille.

Why are apostilles used?

Apostilles are issued under the Hague Convention of 5 October 1961, commonly known as the Hague Apostille Convention.

The Convention simplifies the process of using public documents in another participating country. Instead of completing a longer chain of authentication involving several authorities, a document can usually be authenticated through a single apostille issued in the country where the document originated.

The Convention only applies between participating countries and territories. Membership and individual country requirements can change, so check the current HCCH list of Contracting Parties and confirm the requirements with the receiving authority.

If the destination country does not accept an apostille, further legalisation through its embassy or consulate may be required.

When might I need an apostille?

You may need an apostille when a UK-issued document is going to be presented overseas.

• Opening a business bank account outside the UK.
• Establishing an overseas branch or subsidiary.
• Providing evidence that a UK company has been incorporated.
• Demonstrating that a company remains registered and in good standing.
• Entering into an overseas commercial transaction.
• Buying or selling property abroad.
• Applying to work or study in another country.
• Getting married overseas.
• Presenting a birth, marriage or death certificate abroad.
• Using a power of attorney in another country.

The receiving organisation should tell you whether it needs an original document, a certified copy, an apostille or additional embassy legalisation.

Do not assume that every organisation in the same country will ask for exactly the same documents.

Which UK documents can be apostilled?

The documents CFS customers commonly need apostilled are UK company and Companies House documents.

• Certificate of Incorporation.
• Certified Certificate of Incorporation.
• Memorandum and Articles of Association.
• Certificate of Good Standing.
• Share certificates.
• Company registers.
• Current appointments reports.
• Board or shareholder resolutions.
• Minutes of company meetings.
• Other certified company documents.

You can find more information about obtaining an apostilled Certificate of Incorporation or an apostilled Certificate of Good Standing through CFS.

Other documents that may be eligible for legalisation include:

• Birth, marriage and death certificates.
• Court documents.
• Powers of attorney.
• Contracts and declarations.
• Qualification certificates.
• Passport or driving licence copies.
• Medical certificates.
• Documents issued by a government department.

Whether a document can be apostilled directly or needs to be certified first depends on the document, how it was issued and the requirements of the receiving authority.

Does a document need to be notarised before it is apostilled?

Not every document needs to be notarised before it receives an apostille.

Certain official documents may be submitted directly to the Legalisation Office, provided they contain a signature, seal or stamp that can be verified. These can include documents issued by:

• A public registry, including certain Companies House certificates.
• A court with an appropriate court seal.
• A UK government department and signed by an official.
• A registered doctor, where the relevant signature can be verified.

Other documents may first need to be certified by a UK solicitor or notary public. Examples can include private documents, contracts, powers of attorney, qualification certificates and certified copies of identity documents.

The correct route depends on the document and the receiving organisation’s instructions.

What is the difference between certification, notarisation and an apostille?

The terms are sometimes used together, but they describe different stages of document authentication.

A solicitor or notary may prepare or certify a document so that it is ready to be apostilled. They do not issue the UK apostille itself. UK apostilles are issued by the FCDO Legalisation Office.

How do I get a document apostilled in the UK?

1. Confirm what the receiving authority requires

   Ask which documents are needed and whether they must be originals, certified copies or notarised copies. You should also confirm whether the authority will accept an e-Apostille or requires a paper apostille.

2. Check whether the document is eligible

   The document must have been issued in the UK or properly certified by an appropriate UK public official. Documents issued outside the UK generally need to be legalised in the country where they were issued.

3. Arrange certification or notarisation if required

   Private documents and certain document copies may need to be certified by a solicitor or notary before the Legalisation Office can process them.

4. Apply for legalisation

   Applications for paper apostilles and e-Apostilles are made online. A paper application requires the relevant document to be sent to the Legalisation Office. An eligible e-Apostille application uses an electronically signed PDF.

5. Check the completed apostille

   Once the apostille has been issued, check that the details are correct before sending the document to the receiving authority.

If you need assistance with UK company documents, CFS offers apostille and document legalisation services.

What is the difference between a paper apostille and an e-Apostille?

A paper apostille is a physical certificate attached to the document being legalised. It normally includes the official certificate details, signature and embossed seal.

An e-Apostille is issued digitally and is connected to an electronically signed PDF.

Not every document is eligible for an e-Apostille. Certain civil registration documents, police certificates, disclosure certificates and other document types currently require a paper apostille.

The receiving authority may also specifically ask for a paper document. Check this before choosing which service to use.

What does an apostille look like?

A UK paper apostille is normally a separate certificate attached to the document. It includes a standard set of numbered fields.

1. The issuing country.
2. The person who signed the document.
3. The capacity in which that person acted.
4. The relevant seal or stamp.
5. The place of issue.
6. The date of issue.
7. The issuing authority.
8. The certificate number.
9. The issuing authority’s seal or stamp.
10. The authorised signature.

The appearance of apostilles issued by other countries can differ. Some countries use paper certificates, while others may use stamps, stickers or electronic certificates.

How much does a UK apostille cost?

The following are the Legalisation Office’s published government fees at the time this guide was reviewed:

Postage or courier charges may apply to paper documents. Fees and processing times can change, so check the current GOV.UK document legalisation guidance before applying.

If you use CFS to manage the process, CFS service fees and quoted turnaround times are separate from the government fees above. We will confirm the available service, cost and expected timeframe for your documents.

Can I verify a UK apostille?

Yes. A paper or electronic apostille issued in the UK can be checked through the official GOV.UK verification service.

You will need:

• The date on which the apostille was issued.
• The apostille certificate number.

Both details appear on the certificate. You can then use the GOV.UK Verify an Apostille service.

Apostilles for UK company documents

Overseas authorities, banks and professional advisers may ask for authenticated evidence of a UK company’s incorporation, status or officers.

The exact requirements vary. One organisation may require only an apostilled Certificate of Incorporation, while another may ask for a Certificate of Good Standing, Memorandum and Articles of Association, current appointments report or a complete set of notarised company documents.

Before ordering, ask the receiving organisation for a written list of the documents it needs. This helps avoid having the wrong document certified or apostilled.

CFS can assist with obtaining, certifying, notarising and apostilling a range of UK company documents. If you are unsure which service is appropriate, contact the CFS team with details of the documents, the destination country and the organisation requesting them.

Frequently asked questions