A certificate of incorporation may need to be apostilled when a UK company is being used abroad for company registration, branch formation, bank account opening, licensing, investment, contracts or regulatory checks.
This document confirms that a company has been officially incorporated in the UK. Foreign authorities often request an apostilled certificate of incorporation to verify that the company legally exists before allowing it to operate, register, trade or open accounts overseas.
This guide explains when a certificate of incorporation may need an apostille, what format may be accepted and how to prepare it correctly for overseas company registration.
When might you need a certificate of incorporation apostille?
You may need to apostille a UK certificate of incorporation if a foreign authority, company registry, bank, regulator, lawyer, notary or business partner asks for legalised proof that your UK company exists.
Common reasons include:
- Registering a UK company overseas
- Opening a foreign branch
- Setting up a subsidiary abroad
- Opening a business bank account overseas
- Applying for business licences or permits
- Entering international contracts
- Appointing a local representative
- Taking part in overseas tenders
- Proving company status to a foreign authority
- Buying or leasing property through a company
- Registering with foreign tax authorities
- Completing due diligence or compliance checks
- Supporting investor or entrepreneur visa applications
The exact requirement depends on the destination country and the authority requesting the document.
What is a certificate of incorporation?
A certificate of incorporation is an official company document confirming that a company has been formed and registered in the UK.
It usually includes:
- Company name
- Company number
- Date of incorporation
- Company type
- Place of registration
- Companies House authentication or official details
It is often the first document requested when a UK company needs to prove its legal existence abroad.
What does the apostille confirm?
An apostille confirms that the signature, stamp, seal or certification on the certificate of incorporation is genuine.
It does not approve the company to trade in the destination country, and it does not replace local company registration, tax registration or licensing requirements abroad.
The apostille simply authenticates the UK document or certification so that it can be recognised by a foreign authority.
Official certificate or downloaded copy?
The format matters.
A foreign authority may ask for an official Companies House certificate of incorporation, a certified copy, or a downloaded company document that has been certified by a solicitor or Notary Public.
An official certificate may be suitable if:
- It was issued directly by Companies House
- It contains acceptable official authentication
- The authority specifically asks for a Companies House certificate
- The document is complete and clearly readable
A downloaded copy may need certification if:
- It was printed from an online company record
- It is a PDF download
- It does not contain a directly verifiable signature or seal
- The foreign authority asks for a certified copy
- The document is being used for banking, legal or property matters
Before arranging apostille, confirm whether the receiving authority will accept a certified copy or whether they require an official Companies House version.
Does a certificate of incorporation need solicitor or notary certification?
It depends on the document format and the receiving authority’s requirements.
Solicitor or notary certification may be required if:
- You are using a copy or printout
- The certificate was downloaded online
- The authority asks for a certified copy
- The document is part of a company bundle
- The company documents need to be notarised
- The document is being used for banking, legal or property matters abroad
A solicitor may be suitable for routine certified copies. A Notary Public may be required where the foreign authority specifically asks for notarised company documents.
Solicitor certification or notary certification?
The correct route depends on the destination country and purpose of use.
Solicitor certification may be suitable for:
- Basic company verification
- Routine overseas administration
- Some company registration processes
- Certified company document copies
- General compliance checks
Notary certification may be required for:
- Opening a bank account abroad
- Overseas property transactions
- Foreign legal proceedings
- Company representation
- Embassy submissions
- International contracts
- Countries with stricter notarial requirements
If the receiving authority asks for a notarised certificate of incorporation, solicitor certification may not be accepted.
Certificate of incorporation vs certificate of good standing
A certificate of incorporation and a certificate of good standing are different documents.
A certificate of incorporation confirms that the company was formed and registered.
A certificate of good standing may confirm that the company still exists and has met certain filing obligations.
Some foreign authorities ask for both. For example, a bank may want the certificate of incorporation to prove the company exists and a certificate of good standing to confirm the company is currently in good standing.
If both documents are required, each may need its own apostille.
Certificate of incorporation vs memorandum and articles
The certificate of incorporation proves that the company was registered.
The memorandum and articles of association explain the company’s constitution, rules and structure.
Foreign authorities may request both documents when a UK company is:
- Registering overseas
- Opening a branch
- Appointing representatives
- Opening a bank account
- Entering regulated activities
- Buying property abroad
- Submitting documents to a notary or lawyer
Each document should be checked separately because certification and apostille requirements may differ.
Do you need other company documents as well?
A certificate of incorporation is often only one part of a company registration bundle.
Foreign authorities may also request:
- Certificate of good standing
- Memorandum and articles of association
- Current appointments report
- Confirmation statement
- Company accounts
- Board resolution
- Power of attorney
- Shareholder documents
- Director passport copies
- Proof of registered office
- Tax documents
- Letter of authorisation
Each document may need its own apostille unless the receiving authority accepts a certified bundle.
How recent should the certificate be?
A certificate of incorporation does not usually expire, but some foreign authorities may still ask for recently issued company documents.
This is especially common for:
- Banking checks
- Company registration abroad
- Licensing applications
- Tender submissions
- Due diligence checks
- Regulatory approvals
If the authority asks for a recent document, you may need to obtain a fresh certified copy or updated company evidence from Companies House before apostille.
Does the certificate need translation?
If the certificate of incorporation is being used in a non-English-speaking country, translation may be required.
Translation may be needed for:
- Company registration abroad
- Foreign bank account opening
- Licensing applications
- Property transactions
- Court or legal matters
- Tax registration
- Regulatory submissions
- International contracts
Depending on the country, the translation may need to be certified or sworn. Some authorities require the apostilled certificate to be translated, while others may require the translation itself to be legalised.
Paper apostille or e-Apostille?
A paper apostille is often the safest option for certificates of incorporation, especially where the document will be physically submitted to a foreign company registry, bank, notary, lawyer, regulator or embassy.
A paper apostille may be preferred for:
- Overseas company registration
- Foreign banking
- Property transactions
- Licensing
- Legal matters
- Embassy submissions
- Countries requiring physical documents
An e-Apostille may be suitable only if:
- The document is eligible for digital legalisation
- The certification is completed digitally in an accepted format
- The receiving authority accepts e-Apostilles
- The document will be uploaded online
- A physical document is not required
Before choosing an e-Apostille, confirm that the foreign authority accepts digital apostilles.
Do you need embassy attestation?
If the certificate of incorporation is being used in a country that accepts apostilles, the apostille is usually the main authentication step.
However, if the destination country is outside the Hague Apostille Convention, embassy or consular attestation may also be required after the apostille.
This can apply to countries such as:
- UAE
- Qatar
- Kuwait
- Saudi Arabia
- Vietnam
- Thailand
- China
- Some other non-Hague countries
Embassy attestation is common for business documents used for company registration, banking, licensing and commercial matters in non-Hague countries.
Common reasons certificate of incorporation apostilles are rejected
A certificate of incorporation may be delayed or rejected if it is not prepared correctly.
Common issues include:
- A downloaded PDF was submitted without certification
- The authority requested an official Companies House certified copy
- The document is incomplete or unclear
- The company name or number does not match other documents
- The authority requested notarisation
- The certificate was not recent enough for the receiving authority
- Translation was required but not provided
- Embassy attestation was required but not completed
- The wrong apostille format was chosen
- Additional company documents were required but not included
Checking the exact requirements before submission can help avoid delays.
How long does a certificate of incorporation apostille take?
The timescale depends on whether the certificate is already in the correct format and whether certification is required.
At The Apostille Office, the main apostille service options are:
- Premium Apostille Service — 1 working day
- Express Apostille Service — 5 working days
You should also allow extra time if the certificate needs solicitor or notary certification, translation, embassy attestation or international delivery.
Certificate of incorporation apostille checklist
Before submitting your certificate of incorporation for apostille, check:
- Does the foreign authority require this document specifically?
- Is an official Companies House version required?
- Is a certified copy acceptable?
- Does the document need solicitor or notary certification?
- Has notarisation been specifically requested?
- Is the company name and number correct?
- Is the document recent enough for the authority?
- Are other company documents also required?
- Does each document need a separate apostille?
- Is translation needed?
- Is embassy attestation required?
- Is there a registration, banking or legal deadline?
Checking these points early can help avoid rejection and repeated costs.
Need help apostilling a certificate of incorporation?
If you need a UK certificate of incorporation apostilled for overseas company registration, banking, licensing or business use, our team can help prepare the document correctly.
We can advise whether an official Companies House version, solicitor-certified copy or notary-certified document is required, and whether translation or embassy attestation may also be needed.
Contact The Apostille Office on +44 (0) 204 630 6700 and we will guide you through the correct process for your destination country.
