If you need to use a UK document abroad, you may be asked to get it apostilled. This means the document must be officially legalised so that a foreign authority can recognise it as genuine.
The apostille process can seem confusing at first, especially because different documents have different requirements. Some can be submitted as originals, while others must first be certified by a UK solicitor or Notary Public. In some cases, you may also need translation or embassy attestation after the apostille.
This guide explains how to order an apostille in the UK, what to check before submitting your document, and how The Apostille Office can help you complete the process correctly.
What is an apostille?
An apostille is an official certificate attached to a UK document to confirm that the signature, stamp or seal on that document is genuine.
It is commonly required when UK documents are used overseas for:
- Visa applications
- Marriage abroad
- Overseas employment
- University admission
- Professional registration
- Property transactions
- Company registration abroad
- Court or legal matters
- Family documents
- Immigration and residency applications
The apostille does not confirm the content of the document. It confirms the authenticity of the signature, seal or stamp so that the document can be accepted by a foreign authority.
Step 1: confirm whether you need an apostille
Before ordering an apostille, check whether the foreign authority has actually requested one.
You may be asked for an apostille by:
- An embassy or consulate
- A foreign registry office
- A visa or immigration authority
- A university
- An employer
- A court
- A bank
- A property office
- A company registry
- A government department abroad
If the authority asks for a “legalised document”, “apostilled document” or “document authenticated for international use”, they usually mean that an apostille is required.
If the country is not part of the Hague Apostille Convention, the document may also need embassy or consular attestation after the apostille.
Step 2: check which document you need to legalise
The next step is to identify exactly which document needs apostille legalisation.
Common UK documents include:
- Birth certificates
- Marriage certificates
- Death certificates
- Civil partnership certificates
- Adoption certificates
- DBS certificates
- ACRO police certificates
- Degree certificates
- Academic transcripts
- Passport copies
- Bank statements
- Employment letters
- Powers of attorney
- Company documents
- Court documents
- Medical letters
- HMRC documents
Make sure you are legalising the correct document. For example, some authorities may ask for a birth certificate, while others may specifically require a recently issued replacement certificate or a certified copy.
Step 3: check the document format
Not every document can be submitted in the same format.
Some official documents can often be apostilled as originals or official certified copies. These may include:
- Birth certificates
- Marriage certificates
- Death certificates
- Civil partnership certificates
- Adoption certificates
- Some court documents
- Some government-issued documents
Other documents usually need certification before apostille. These may include:
- Passport copies
- Driving licence copies
- Bank statements
- Utility bills
- Employment contracts
- Employer letters
- Degree certificates
- Academic transcripts
- Medical letters
- Powers of attorney
- Company documents
- Private agreements
If you send the wrong format, the application may be delayed or rejected.
Step 4: check if solicitor or notary certification is needed
Many private documents must be certified by a UK solicitor or Notary Public before apostille legalisation.
Certification may confirm that:
- A copy is a true copy of the original
- A signature was witnessed
- A document was signed in front of the solicitor or notary
- A printout matches an electronic document
- A document has been prepared correctly for legalisation
The apostille is then attached to the solicitor’s or notary’s signature.
This step is commonly needed for:
- Passport copies
- Bank statements
- Employer letters
- Academic certificates
- Medical letters
- Powers of attorney
- Business documents
- Private letters
- Contracts
If the foreign authority has asked for a notarised document, use a Notary Public rather than solicitor certification.
Step 5: choose the right apostille service
At The Apostille Office, you can choose the service depending on your deadline.
The main options are:
- Express Apostille Service — 5 working days
- Premium Apostille Service — 1 working day
The Express service is suitable when you have enough time and want a reliable standard option.
The Premium service is better for urgent cases, such as:
- Visa deadlines
- Travel dates
- Job start dates abroad
- Marriage appointments
- Property transactions
- Court or legal deadlines
- University or professional registration deadlines
If your document also needs certification, translation or embassy attestation, you should allow extra time for those stages.
Step 6: place your apostille order
Once you know which document you need and which service is suitable, you can place your apostille order.
Before ordering, prepare the following information:
- Your full name
- Your contact details
- The document type
- The destination country
- Your deadline
- Whether you need Express or Premium service
- Whether certification is required
- Whether translation is required
- Whether embassy attestation is required
- Your return delivery address
Providing the destination country is important because some countries require additional steps after the apostille.
Step 7: send or drop off your documents
You can arrange document legalisation by sending your documents by post or dropping them off in person.
If sending documents by post, use secure tracked delivery and include:
- The document or documents for apostille
- Your full name
- Phone number
- Email address
- Return delivery address
- Destination country
- Deadline or appointment date
- Any instructions from the receiving authority
Postal applications should be sent to the designated postal office address. If using The Apostille Office postal service, documents are sent to the Milton Keynes office.
If dropping documents off in person, bring:
- The original or certified copy
- Any supporting instructions
- Your contact details
- Destination country
- Deadline
- ID if certification may be required
Step 8: document check and preparation
Once your document is received, it should be checked before submission.
This check helps confirm:
- Whether the document is suitable for apostille
- Whether it is original or correctly certified
- Whether solicitor or notary certification is needed
- Whether the document is damaged or laminated
- Whether the signature, stamp or seal can be verified
- Whether translation or attestation may be required
This stage is important because many apostille delays happen when documents are submitted in the wrong format.
Step 9: apostille legalisation
Once the document is ready, it can be submitted for apostille legalisation.
The apostille certificate is attached to the document or issued electronically, depending on the format chosen and whether the document is eligible.
A paper apostille is attached to the physical document and is commonly used for:
- Civil certificates
- Police certificates
- Marriage documents
- Immigration documents
- Legal documents
- Property documents
- Documents needing embassy attestation
An e-Apostille may be suitable in some cases where the document is eligible and the receiving authority accepts digital legalisation.
Step 10: check if translation is needed
Some countries require UK documents to be translated before they can be accepted.
Translation may be needed for:
- Marriage abroad
- Residency applications
- University admission
- Court proceedings
- Property transactions
- Employment registration
- Family documents
You should confirm whether the translation must be:
- Certified
- Sworn
- Completed before apostille
- Completed after apostille
- Apostilled separately
- Completed in the UK or abroad
Translation rules vary depending on the country and the receiving authority.
Step 11: check if embassy attestation is needed
For countries outside the Hague Apostille Convention, the apostille may not be the final step.
You may also need embassy or consular attestation after apostille.
This is common for documents used in countries such as:
- UAE
- Qatar
- Kuwait
- Saudi Arabia
- Vietnam
- Thailand
- Some other non-Hague countries
Embassy attestation is a separate process and can add extra time. If you need it, do not send the document overseas until this stage has been completed.
Step 12: receive your completed document
Once the apostille process is complete, your document can be returned to you or sent to another address.
Return options may include:
- UK delivery
- International delivery
- Courier delivery
- Collection where available
- Delivery directly to a foreign authority
- Delivery to an employer, university, solicitor or family member abroad
If the document is urgent or valuable, secure tracked delivery is recommended.
Common mistakes to avoid when ordering an apostille
To avoid delays, make sure you do not:
- Send a plain photocopy when an original is required
- Send a laminated or damaged certificate
- Forget solicitor or notary certification
- Choose e-Apostille when paper apostille is required
- Miss embassy attestation requirements
- Forget translation requirements
- Send documents to the wrong address
- Leave out contact details or return address
- Legalise the wrong version of a document
- Wait until the last minute before a deadline
Checking everything before submission can save time and avoid repeated costs.
Apostille order checklist
Before ordering your apostille, check:
- Do you know which document needs legalising?
- Is the document UK-issued?
- Is it original, official or correctly certified?
- Does it need solicitor or notary certification?
- Is the document clear, complete and undamaged?
- Does the receiving authority require paper apostille or e-Apostille?
- Is translation required?
- Is embassy attestation required?
- What is your deadline?
- Where should the completed document be returned?
If you are unsure about any of these points, it is best to ask before sending the document.
Need help ordering an apostille?
The Apostille Office can guide you through the full apostille process, from document checking to certification, legalisation and secure return delivery.
We can help confirm whether your document is ready for apostille, whether solicitor or notary certification is needed, and whether translation or embassy attestation is required for your destination country.
Contact The Apostille Office on +44 (0) 204 630 6700 and we will help you order the correct apostille service for your document.
