What Is a UK Apostille Certificate or Apostilled Document?

Last Updated: Nov 19, 2024

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Company Filings & RecordsCompliance & Legal

What is an apostille certificate?

An apostille is an official government-issued certificate added to documents to confirm their authenticity and ensure their recognition when presented in another country. It is issued by the Foreign, Commonwealth and Development Office (FCDO) in the United Kingdom. This certificate, also known as an Apostille Seal, is used to legalise documents for international use. It may also be referred to as:

• Apostille legalisation (or legalization in American English)
• Hague Convention apostille
• Document legalisation

What is an apostille stamp?

An apostille stamp is a seal or sticker etched on a legalised document to verify the authenticity of a document’s signature, emblem, or stamp. It allows it to be used in another country.

What does a UK apostille service document legalisation service do?

The UK Legalisation Office verifies that the document follows the correct format and structure for official documents. They also authenticate any signatures, seals, or stamps, ensuring they match the records held by the relevant authorities. This process confirms the document’s legitimacy for use overseas.

When would I need an apostille service?

You would need an apostille service to authenticate UK documents for use in other countries, particularly those of the Hague Apostille Convention. Common situations include:

• Presenting official documents for an overseas marriage
• Registering a birth abroad
• Applying for work or teaching positions in other countries
• Purchasing property in a foreign country
• Handling international business transactions, such as opening a business bank account overseas

An apostille ensures your documents are legally recognised abroad.

How can I get an apostille with the FCDO in the UK?

You can verify the authenticity of documents issued in the uk for international use. To obtain an apostille, you have two options:

1. 1. As an FCDO registered Apostille Service Provider, you can use Your Company Formations.Email us your Companies House documents, and we’ll handle the process. Our team will provide a quote, with fees starting from £95.50. We can apostille documents such as:
      • Certificate of Incorporation
      • Memorandum & Articles of Association
      • Share Certificates
      • Other documents upon request (additional charges may apply)

1. Using the official UK government service: Visit the UK government website for document validation at https://www.gov.uk/get-document-legalised
   • Check eligibility: Ensure the Legalisation Office can legalise your documents, such as court documents, public registry certificates, or documents certified by a UK public official (e.g., notary or solicitor).
   • Choose the type of apostille: You can opt for a paper-based apostille, which requires sending your documents by post, or an e-apostille, where eligible documents are uploaded as electronically signed PDF files.
   • Apply online: Complete the application on the UK government’s legalisation service website and select the appropriate apostille type. Then, pay the required fee, which, depending on the service, ranges from £45 plus courier or postage costs to £100.
   • Submit documents: For paper-based apostilles, post your documents and printed cover sheet to the Legalisation Office. For e-apostilles, upload your signed PDFs through the online system.
   • Receive your documents: Depending on the service selected, processing times vary from 2 working days (e-Apostille) to 15 working days (standard paper-based service). You can choose to receive your documents by courier or standard UK post.

   Once the documents reach the authenticating authority, the process involves the following steps:

   • The document is thoroughly reviewed to verify its authenticity and ensure it complies with the required format.
   • An apostille certificate specifies the authority that has authenticated the document.
   • For paper-based apostilles, the certificate is securely affixed to the document.
   • The document and the apostille certificate are embossed with an official seal. Unlike ink stamps, the apostille stamp is an embossed mark, ensuring its legitimacy and authenticity.

Do I need to notarise my documents with a notary public before they are apostilled?

Certain documents must be certified by a UK public official, such as a notary public or solicitor before they can be apostilled. Examples include:

• Documents like a power of attorney, contracts, or qualification certificates; and
• Certified copies of documents such as passports or driving licences.

This is not an exhaustive list; other documents may also require notarisation before being legalised with an apostille. Please contact us at [email protected] to check if notarisation is required for your specific document type.

What kinds of documents do not require notarisation?

Documents that do not require notarisation before being legalised include those issued by:

• Courts sealed with a wet ink court seal.
• Public registries such as birth, marriage, death, or company certificates issued by Companies House.
• A government department and signed a public official, such as a letter confirming tax registration.
• Registered doctors such as medical certificates signed by a doctor.

See also: Find & Update Company Information on Companies House Search

How is a seal or stamp used to determine that a public document is genuine?

When issuing an apostille, the Legalisation Office checks that the document’s signature, seal, or stamp matches the specimens they have on file. If the seal or signature isn’t in their database, they may need to contact the relevant department for verification. For documents such as birth or marriage certificates, the FCDO may confirm the registrar’s signature with the issuing office if the document is less than six months old. For older documents, they may request a newly certified copy for verification. This ensures the document’s authenticity before it is legalised.

Do I need embassy or consulate legalisation?

It depends on the country in which you intend to use the document. If the destination country is a member of the Hague Apostille Convention, usually, just an apostille from the Foreign, Commonwealth, and Development Office is sufficient. For non-member countries, embassy legalisation is often required after obtaining the apostille. The specific requirements of the destination country. Some countries may recognise apostilles even if they’re not Hague Convention members.

What is the implication of having the UK as a member of the Hague Apostille Convention?

As a member of the Hague Apostille Convention, the UK can use the apostille process to certify documents for use in other member countries. This simplifies the legalisation process by eliminating the need for time-consuming and costly embassy or consular certification. Documents issued in the UK bearing an apostille are automatically recognised in all other Convention countries without further authentication. This mutual recognition of documents is a crucial obligation for all member nations, making international legal processes more efficient.

Who can issue an Apostilled document in the UK?

The Legalisation Office is the only authority authorised to issue apostilles in the UK. However, you can also work with an FCDO-registered Apostille Service Provider, who can assist in handling the process on your behalf.

Article by

Fridar Gichuki

Fridar Gichuki is a lawyer by training turned dedicated content writer & strategist. She brings over 10 years of experience leveraging her legal acumen to support and inspire small businesses on legal, finance, and marketing topics. When not immersed in the world of content, you'll find her hiking across vast plains and scaling high mountains.