What is an Apostille?
An apostille is a form of international certification that confirms the authenticity of a document. It’s part of a standard system agreed under the Hague Convention of 5 October 1961, which means documents with an apostille are accepted in over 120 member countries without further legalisation.
Apostille is a form of legalisation but one which has been made simplified due to a desire on the part of the member countries (such as the UK) to make the document legalisation process quicker and easier to achieve. Rather than each country verifying documents separately (for example via the country’s Embassy in the UK), the apostille simplifies the process, saving time and avoiding extra bureaucracy.
When You Might Need an Apostille
You may need an apostille if you are:
- Working or studying abroad – degree certificates, transcripts, or teaching qualifications.
- Handling personal matters overseas – birth, marriage, or death certificates, divorce decrees, or adoption papers.
- Managing business internationally – company formation documents, powers of attorney, or commercial contracts.
If the country you are dealing with is not a Hague Convention member, you may still need an apostille but may also require additional embassy or consular authentication.
How to Get an Apostille in the UK
In the UK, apostilles are issued by the Legalisation Office of the Foreign, Commonwealth & Development Office (FCDO). The process typically involves:
- Preparing Your Document
- It must be an original or a copy which has been certified by a UK notary public.
- Certain documents, such as copies of passports or qualifications, must be signed by a UK notary public.
- Submitting to the FCDO
- You can apply directly or use a registered apostille service to handle the process for you. At Apex Notaries, we offer a full apostille and document legalisation service in addition to our comprehensive document notarisation service. We can therefore take care of the apostille process for our clients.
- Receiving Your Apostille
- The FCDO attaches a one-page certificate — the apostille — confirming the signature or seal on the document is genuine.
What an Apostille Looks Like
A UK apostille is a single-page certificate with:
- The heading “Apostille (Convention de La Haye du 5 Octobre 1961)”
- The country of issue (United Kingdom)
- The name and position of the official who signed or sealed the document
- The date, place of issue, and unique reference number
- The official stamp and signature of the UK Legalisation Office
Digital Option
An e‑Apostille (electronic apostille) is also available for eligible documents. Unlike traditional paper apostilles, these are electronic, signed, and submitted as PDFs. Some documents—like birth, death, marriage certificates, or police records—are not eligible for e‑Apostille and must be processed in paper form. At Apex Notaries, we are one of a small number of businesses that are authorised to provide e-notarisation and e-apostille services. Please contact us if you have any questions.
Final thoughts
An apostille is a simple but vital step in the process known as legalisation to ensure your documents are recognised abroad. The UK apostille system is swift and avoids the delays that often arise when documents have to be sent to Embassies.
If you have a document requiring to be apostilled, please feel free to get in touch with us.