When preparing a UK document for use abroad, one of the most common questions is whether you should apostille the original document or a certified copy.
The answer depends on the document type, the receiving authority’s requirements, and whether the original document can be safely replaced. Some documents must be submitted as originals or official certified copies, while others can be apostilled as solicitor-certified or notary-certified copies.
Choosing the wrong format can lead to delays, rejection or extra costs, so it is important to confirm the correct route before starting the apostille process.
What is the difference between an original and a certified copy?
An original document is the document issued or signed by the relevant authority, organisation or person.
Examples include:
- A birth certificate issued by the General Register Office
- A marriage certificate issued by a registry office
- A degree certificate issued by a university
- A signed power of attorney
- An original employer letter
- A court-issued document
A certified copy is a copy of an original document that has been checked and certified by a recognised professional, such as a UK solicitor or Notary Public.
The certification usually confirms that the copy is a true copy of the original document. In some cases, the professional may also witness a signature or certify the identity of the person signing.
Can an original document be apostilled?
Yes, many original UK documents can be apostilled, provided they contain a recognised signature, stamp or seal that can be verified.
Original documents are commonly apostilled for:
- Birth certificates
- Marriage certificates
- Death certificates
- Civil partnership certificates
- Adoption certificates
- Court documents
- ACRO police certificates
- DBS certificates
- Powers of attorney
- Employer letters
- Medical letters
- Company documents
However, not every original document can go straight for apostille. Some original private documents may first need solicitor or notary certification before they can be legalised.
When should you apostille the original?
You should usually apostille the original document when the receiving authority specifically asks for an original or officially issued document.
This is common for:
- Marriage abroad
- Visa applications
- Immigration matters
- Court proceedings
- Probate matters
- Citizenship applications
- Family law matters
- Property transactions abroad
Original or official documents are often required when the authority needs strong proof that the document was issued by a recognised body.
For example, if you are getting married abroad, the local registry office may ask for original birth certificates, a Certificate of No Impediment and other officially issued documents. A solicitor-certified photocopy may not be accepted.
When is a certified copy better?
A certified copy may be better when you do not want to send the original document, or when the receiving authority has confirmed that a certified copy is acceptable.
This can be useful for:
- Passport copies
- Driving licence copies
- Degree certificates
- Academic transcripts
- Bank statements
- Utility bills
- Employment documents
- Business documents
- Professional certificates
For example, many people prefer not to send an original degree certificate because it may be difficult or time-consuming to replace. In that case, a solicitor or Notary Public may certify a copy, which can then be apostilled.
Certified copies can also be useful if you need to submit the same document to multiple authorities.
Which documents usually need official originals?
Some documents should usually be submitted as originals or official certified copies issued by the relevant authority.
This includes:
- Birth certificates
- Marriage certificates
- Death certificates
- Civil partnership certificates
- Adoption certificates
- Certificates of No Impediment
- Court-issued orders
- Official GRO replacement certificates
For these documents, a solicitor-certified photocopy may not be accepted for apostille or may not be accepted by the foreign authority.
If the original is damaged, laminated, altered or missing, the safest option is usually to order a replacement official certificate before applying for apostille.
Which documents can often be apostilled as certified copies?
Many personal, academic, business and private documents can often be apostilled as certified copies, provided they have been certified correctly.
This may include:
- Passport copies
- Driving licence copies
- Degree certificates
- Academic transcripts
- DBS certificates where appropriate
- Bank statements
- Utility bills
- Employer letters
- Employment contracts
- Medical letters
- Company documents
- Powers of attorney
- Professional qualifications
The certification wording matters. It should clearly state what the solicitor or Notary Public is certifying, such as a true copy of the original or a witnessed signature.
What if the receiving authority asks for a certified copy?
If the overseas authority asks for a certified copy, you should check exactly what they mean.
Different authorities may use the phrase “certified copy” in different ways. They may mean:
- An official certified copy issued by a registry office
- A solicitor-certified photocopy
- A notarised copy
- A copy certified by the issuing institution
- A copy certified after apostille
- A translated and certified copy
For example, a university abroad may accept a notarised copy of your degree certificate, while a foreign registry office may require an official birth certificate issued by the GRO.
Always confirm the required format before submitting the document.
Can a photocopy be apostilled?
A photocopy cannot usually be apostilled on its own.
For a photocopy to be accepted, it normally needs to be certified by a UK solicitor or Notary Public first. The apostille then confirms the solicitor’s or notary’s signature, not the original document itself.
This is an important distinction. The apostille confirms that the certification signature is genuine, but the receiving authority must still be willing to accept a certified copy rather than the original.
Should you apostille the original or the copy?
The safest answer depends on what the document is being used for.
You should usually apostille the original or official certified copy if:
- The document is a birth, marriage or death certificate
- The document is for marriage abroad
- The document is for immigration or citizenship
- The foreign authority has requested the original
- The document is easily replaceable
- The document is an official civil or court record
You may prefer a certified copy if:
- The original is valuable or difficult to replace
- The receiving authority accepts certified copies
- You need to keep the original safe
- You need multiple legalised versions
- The document is academic, financial, professional or business-related
- The document is a passport or driving licence copy
If there is any doubt, ask the receiving authority which format they will accept.
What happens if you apostille the wrong version?
If you apostille the wrong version of a document, the foreign authority may reject it even if the apostille itself is valid.
For example:
- A registry office abroad may reject a solicitor-certified copy of a birth certificate
- A university may reject an uncertified scan of a degree certificate
- An embassy may require a paper apostille rather than an e-Apostille
- A court may request the original document instead of a certified copy
- A visa authority may ask for a recently issued certificate
This can lead to repeated fees, missed deadlines and having to restart the process with the correct document.
Checklist before choosing original or certified copy
Before deciding what to apostille, check:
- What document type are you legalising?
- Does the receiving authority require the original?
- Is an official certified copy acceptable?
- Is a solicitor-certified or notarised copy acceptable?
- Is the original easy to replace?
- Is the document damaged, laminated or altered?
- Do you need multiple apostilled copies?
- Does the document require translation?
- Does the destination country require embassy attestation?
- Is a paper apostille required, or will an e-Apostille be accepted?
Getting these answers before submission helps avoid rejection and unnecessary cost.
Need help choosing the right format?
If you are unsure whether to apostille your original document or a certified copy, our team can help.
We can check your document, explain whether solicitor or notary certification is required, and advise whether the receiving authority is likely to need the original, an official certified copy or a professionally certified copy.
Contact The Apostille Office on +44 (0) 204 630 6700 and we will help you prepare the correct version of your document for use abroad.
