Many people assume that any UK document can simply be sent for apostille, but this is not always the case.
An apostille can only be issued when the relevant signature, stamp or seal on a document can be verified. Some documents are ready for apostille straight away, while others must first be certified by a UK solicitor or Notary Public. Some documents may need to be replaced, corrected or reissued before they can be legalised.
Understanding this before you apply can help you avoid rejection, delays and unnecessary costs.
What does an apostille actually confirm?
An apostille confirms that the signature, seal or stamp on a UK document is genuine. It does not confirm that the contents of the document are true, and it does not turn an invalid document into a valid one.
For example, an apostille can confirm that a registrar signed a birth certificate, or that a solicitor certified a passport copy. It does not verify your identity, approve your application or guarantee that a foreign authority will accept the document for every purpose.
This is why document format matters. The document must carry a signature, stamp or seal that can be checked before an apostille can be attached.
Which UK documents can usually be apostilled?
Many UK-issued documents can be apostilled if they are in the correct format.
Common examples include:
- Birth certificates
- Marriage certificates
- Death certificates
- Civil partnership certificates
- Adoption certificates
- Court documents
- Decree absolute or final order documents
- ACRO police certificates
- DBS certificates
- Degree certificates
- Academic transcripts
- Powers of attorney
- Affidavits
- Statutory declarations
- Passport copies
- Bank statements
- Employment letters
- Medical letters
- Company documents
- Companies House documents
However, “can be apostilled” does not always mean the document can be submitted exactly as it is. Some documents need certification first.
Which documents can usually be submitted without solicitor certification?
Certain official UK documents may already contain a recognised public signature, stamp or seal. These can often be submitted directly for apostille, provided they are original or official certified copies.
This may include:
- UK birth certificates
- UK marriage certificates
- UK death certificates
- UK civil partnership certificates
- UK adoption certificates
- Some court documents
- Some government-issued documents
- Some Companies House documents
These documents must still be clear, complete and in good condition. If a certificate is laminated, damaged, altered or difficult to read, it may be rejected and you may need to order a replacement.
Which documents usually need certification first?
Private, personal, academic and business documents often need to be certified before they can be apostilled.
This may apply to:
- Passport copies
- Driving licence copies
- Utility bills
- Bank statements
- Employment contracts
- Employer letters
- Medical letters
- Academic certificates
- University transcripts
- Powers of attorney
- Affidavits
- Statutory declarations
- Board resolutions
- Commercial documents
- Private agreements
Certification is usually completed by a UK solicitor or Notary Public. The correct route depends on the document type and what the overseas authority has requested.
For example, a passport copy may need to be certified as a true copy of the original. A power of attorney may need to be signed in front of a solicitor or notarised. A bank statement may need to be certified before it can be legalised.
Can photocopies be apostilled?
A photocopy can only be apostilled if it has been properly certified where required.
You cannot simply photocopy a document and send it for apostille without certification. The apostille authority must be able to verify a recognised signature or certification on the copy.
Photocopies may be accepted for some documents if certified by a solicitor or Notary Public, such as:
- Passport copies
- Driving licence copies
- Utility bills
- Bank statements
- Academic certificates
- Company documents
- Private letters
However, this does not apply to all document types. For civil certificates, such as birth, marriage and death certificates, you will usually need an original or official certified copy issued by the relevant registry authority.
Can scanned or digital documents be apostilled?
Some digital documents may be suitable for an e-Apostille, but not every scan, PDF or email attachment can be legalised.
A digital document may need to meet specific requirements, such as having a valid digital signature or being certified electronically by an authorised UK solicitor or Notary Public.
Problems often arise with:
- Email attachments
- Screenshots
- Downloaded PDFs
- Scanned copies
- Online statements
- Documents with no verifiable signature
- Documents issued by foreign authorities
In many cases, a downloaded or printed document must first be certified before it can be submitted for apostille.
Which documents cannot be apostilled in the UK?
Some documents cannot be apostilled by UK authorities in their current form.
This may include:
- Foreign-issued documents
- Uncertified photocopies
- Uncertified scans or printouts
- Damaged or altered documents
- Laminated certificates
- Documents with missing pages
- Documents with no signature, stamp or seal
- Documents signed by someone whose signature cannot be verified
- Documents from unrecognised issuing bodies
- Documents containing information that has been changed by hand
If the document was issued outside the UK, it usually needs to be legalised in the country where it was issued. A UK apostille is generally for UK-issued documents or UK-certified documents.
What if the document is foreign but needed abroad?
If your document was issued outside the UK, it will usually need to be legalised by the authorities in the country of issue.
For example:
- A French birth certificate is normally legalised in France
- A Spanish marriage certificate is normally legalised in Spain
- A US court document is normally legalised in the United States
- An overseas police certificate is normally legalised in the issuing country
In some cases, a UK solicitor or Notary Public may be able to certify a copy or prepare a supporting declaration in the UK. However, this is not always accepted by the receiving authority, so it should be checked before starting the process.
Does the receiving country affect whether a document can be used?
Yes. Even if a UK document can be apostilled, the receiving authority may still have its own requirements.
They may ask for:
- The original document rather than a certified copy
- A paper apostille rather than an e-Apostille
- A sworn or certified translation
- Embassy attestation after the apostille
- A document issued within a certain time period
- A specific wording from a solicitor or Notary Public
- Multiple documents instead of one
This is especially common for immigration, marriage, study, employment, court, property and company matters abroad.
What should you check before applying?
Before submitting a UK document for apostille, check:
- Was the document issued in the UK?
- Is it original, official or properly certified?
- Does it contain a signature, stamp or seal?
- Is the document clear, complete and undamaged?
- Has it been laminated or altered?
- Does it need solicitor or notary certification?
- Does the receiving authority require a paper apostille or e-Apostille?
- Is a translation required?
- Is embassy attestation required after the apostille?
- Does the receiving authority require the document to be recently issued?
Checking these points before submission can help avoid rejection and delays.
Need help checking your document?
If you are unsure whether your UK document can be apostilled, our team can check it before you apply.
We can advise whether your document is ready for apostille, whether solicitor or notary certification is needed, whether a replacement document should be ordered, and whether translation or embassy attestation may also be required.
Contact The Apostille Office on +44 (0) 204 630 6700 and we will guide you through the correct process for your document.
