Apostille

What is an apostille?

An apostille is a certificate affixed to a document that has been signed and sealed by a notary public or a public official. By issuing the apostille, the government confirms that the signature and seal are genuine. This provides the end user in a foreign country with the certainty that the document was issued by an individual with the proper authority (such as a notary public or a registrar).

Why do I need an apostille?

When you sign a document in England for use abroad (whether for a lawyer, court, bank, or government body), the recipient needs proof that your signature is authentic.

A notary public provides the first level of assurance by witnessing your signature and verifying your identity and willingness to sign. However, a foreign authority often requires further proof that the notary’s own signature and seal are genuine. The apostille serves this purpose. Through the apostille, the UK Legalisation Office confirms that the notary is a practising notary in England, holds a valid practising certificate, and that his signature and seal on the notarial certificate are authentic.

If your document does not require notarisation (for example, an original UK birth or marriage certificate), the apostille confirms that the public official who signed the document was authorised to do so.

Note: An apostille does not certify the content of the document; it only verifies the authenticity of the signature, seal, or stamp of the official who signed it.

Why is it called “the Hague Apostille”?

The verification process is formally known as “legalisation”. Traditionally, this involved a cumbersome chain of certifications. To simplify this, the Hague Convention of 5 October 1961 was adopted. There are currently over 125 member states. Because the treaty was signed in The Hague, the certificate is commonly (though technically informally) referred to as the “Hague Apostille”.

Where do I get an apostille in England?

In the UK, the “Competent Authority” for issuing apostilles is the Legalisation Office of the Foreign, Commonwealth & Development Office (FCDO), based in Milton Keynes. They compare the signatures and seals on your document against their database; if they match, they legalise the document by attaching the apostille.

Does the notary have an “apostille stamp”?

It is a common misconception that a notary “apostilles” a document themselves. A notary provides notarisation, which is a prerequisite for many documents, but the apostille is a separate certificate issued only by the FCDO. Therefore, I cannot “stamp” an apostille on your document during our meeting. The document must be submitted to the Legalisation Office and returned by post or courier.

Does my document need to be notarised to get the apostille?

Not necessarily.

• Documents that usually do not need notarisation: Original UK civil registry certificates (birth, marriage, death), ACRO police certificates, or Companies House documents with a “wet ink” signature.
• Documents that must be notarised: Powers of attorney, affidavits, and declarations. Also, any document that is a copy (such as a passport copy) or a digital print-out (such as an HMRC letter or a Companies House filing without an original signature) must be certified by a notary before the FCDO will accept it.

Do I need a notary to obtain the apostille?

No, you can submit documents to the Legalisation Office yourself. However, many clients prefer that I handle the process. I offer an experienced legalisation service and, through my agents, I can often provide a fast-track “premium” turnaround than the standard public post-in service.

How long does it take?

Standard processing by the Legalisation Office typically takes up to five working days, though this can increase during busy periods.

If you require an urgent service, I can arrange for a registered agent to submit the document. This “fast track” service usually results in the document being returned to you by the third working day after I receive it from you (or after I notarised it myself).

How much does it cost?

The FCDO fee is currently between £40 and £45 per apostille (depending on the service used). In addition to this fee, there are costs for Royal Mail Special Delivery and, if applicable, agent fees for expedited service. My “legalisation only” service fee is £49.

Total costs typically range from £108.75 for one document standard service to £123.57 for one document fast-track service.

Can I get a UK apostille for a foreign document?

No. The UK Legalisation Office can only verify signatures and seals held on their own UK database. If a document was issued abroad (e.g., a French birth certificate), it must be apostilled by the Competent Authority in the country where it was issued.

Do I need an apostille if the document is for use in the UK?

No. An apostille is strictly for the international use of documents.

Do I need an apostille for every country?

Not always. Requirements vary by jurisdiction:

• Commonwealth Countries: Countries like Australia, Canada, or New Zealand often do not require an apostille for UK documents, though there are exceptions (e.g., Cameroon or Mozambique).
• USA: Requirements vary significantly from state to state.
• General Rule: Most non-Commonwealth countries will require an apostille. You should always check with the recipient (the lawyer, bank, or authority abroad) to confirm their specific requirements.

What if the destination country is not part of the Hague Convention?

If the country is not a member (e.g., China, UAE, Qatar), you will likely require Consular Legalisation. This involves a multi-step process: first notarisation, then a UK apostille, and finally “super-legalisation” by the Embassy or Consulate of the destination country in London. I can assist you with this complex process if required.