Who Can Apostille a Document in the UK? FCDO Legalisation Office vs Notary vs Solicitor

A clear guide to who can apostille a document in the UK: what a solicitor or notary can certify, what only the FCDO Legalisation Office can do, and how the process works.

Who can apostille a document in the UK?

Only one authority in the United Kingdom can issue an apostille: the FCDO Legalisation Office, part of the Foreign, Commonwealth and Development Office (FCDO). A solicitor cannot apostille a document, and a UK notary cannot apostille one either. What solicitors and notaries do is prepare documents so that the FCDO can legalise them.

This is the single most common confusion people have when they search for “who can apostille a document uk”. You will find plenty of websites offering an “apostille service”, but every one of them, including any agent or intermediary, ultimately routes the document through the same FCDO Legalisation Office. Nobody else in the UK has the legal power to attach the apostille certificate.

So the practical answer has two layers:

• The apostille itself: issued only by the FCDO Legalisation Office.

• Preparation of the document: sometimes done by a UK notary or solicitor, depending on the document type.

If someone tells you they can “apostille” your document directly, without the FCDO, treat that as a red flag. The result would not be a valid apostille certificate and the foreign authority will reject it.

What is an apostille in the UK?

An apostille is a standardised certificate, set out by the Hague Convention of 1961, that confirms a public document is genuine so it can be accepted in another convention country without further legalisation. In the UK it takes the form of a certificate attached to the document, either as a paper certificate or as an electronic record.

The apostille does not certify that the content of the document is true. It certifies the authenticity of the signature, the capacity of the person who signed it and, where relevant, the identity of the seal or stamp on the document. That distinction matters: if a foreign authority needs to verify the content, that is a separate question from legalisation.

Because the UK is a party to the Hague Convention of 1961, documents apostilled here are accepted across most of Europe, the Americas, parts of Asia and many other jurisdictions. For countries outside the convention, a different route applies, which we cover below.

Solicitor vs notary vs FCDO: who does what

The three roles are easy to mix up.

A practical way to think about it: the notary or solicitor vouches for the document at the first step, and the FCDO vouches for the notary or solicitor at the second step. The apostille certificate is essentially the FCDO confirming that the signature on your document (or on the notarial certificate) is genuine and recognised.

One more nuance: not every solicitor certification will satisfy the FCDO. For many private documents the FCDO expects a full notarial certificate rather than a brief solicitor’s stamp. If in doubt, ask a UK notary rather than relying on a basic certification.

Documents eligible for apostille

Not every piece of paper can be apostilled. The FCDO legalises UK public documents and documents that have been properly certified by a UK notary or solicitor. In practice, the most common categories are:

• Civil status documents: birth, marriage, death and civil partnership certificates issued by the General Register Office (GRO) or local registrars.

• Criminal record documents: an ACRO Police Certificate, a Disclosure and Barring Service (DBS) certificate, and certificates issued by Disclosure Scotland. Depending on the type, some of these need prior solicitor or notary certification before the FCDO will legalise them.

• Company documents: filings and certificates from Companies House, a Certificate of Good Standing, incorporation documents and other corporate records.

• Tax documents: certain documents connected to HMRC, where the signature or seal needs to be verifiable.

• Private documents with notarisation: a Power of Attorney, affidavits, statutory declarations, contracts, copies of passports and diplomas, once certified by a UK notary.

• Educational documents: UK-issued certificates and transcripts, after notarisation of a copy.

Documents issued by foreign authorities cannot be apostilled in the UK. If your document was issued in another country, the apostille must be obtained in that country, from its own competent authority. This applies even if you are a UK resident holding a foreign certificate: the FCDO will not legalise it, and the correct route is to apply in the issuing country.

Documents that need notary or solicitor certification first

The gap most guides skip: which documents specifically need a notary or solicitor before the FCDO will touch them. Here is the working list:

• Power of Attorney: notarised. The notary confirms your identity and capacity to sign, and the FCDO legalises the notarial certificate.

• ACRO Police Certificate: typically requires solicitor or notary certification before legalisation, because it is not a document with a verifiable public seal in the way a GRO certificate is.

• DBS certificate and Disclosure Scotland certificates: same principle, certification first, apostille second.

• Certificate of Good Standing and other Companies House printouts: depending on the format, certification may be required.

• Copies of any document: passports, diplomas, bank statements. The FCDO does not apostille photocopies as such; it apostilles the notary’s or solicitor’s certificate confirming the copy is true.

• Translations: a translation prepared in the UK may be certified by a notary before legalisation.

Public documents with verifiable signatures and seals, such as GRO certificates, generally go straight to the FCDO without any intermediate step. That is why the first question to ask is: “is this a public document with an official signature the FCDO can verify?”

Documents issued abroad: the rule that trips people up

The apostille follows the issuing country, not the country where you live. Three examples from official sources make the point concrete.

First, embassies do not apostille documents of their own country issued at home. According to the German Embassy’s guidance for Ukraine, the German Embassy does not issue or arrange apostilles on German documents; you must apply to the competent German authority in Germany. The same guidance states that the German Embassy in Ukraine does not apostille Ukrainian documents either. An Embassy or Consulate sits outside the apostille chain entirely: its role is only the extra legalisation step for countries outside the Hague Convention of 1961.

Second, some documents cannot be apostilled at all in the issuing country. The same German Embassy source notes that Ukraine does not place an apostille on documents issued in Crimea after 17 March 2014. If your document falls into a restricted category, ask the issuing country’s authority what alternative route exists.

Third, certified copies and translations can sometimes be legalised where originals cannot. Under Ukraine’s procedure (per the official Diia guide), an apostille can be placed on photocopies or translated copies that have been certified in the established manner. The same guide lists what you submit: an application, proof of payment, an identity document, and the original or a certified copy. Note one restriction from the same source: originals issued by institutions of the former Soviet republics are not accepted for apostille in Ukraine (with limited exceptions for education documents of the Ukrainian SSR). If you hold old Soviet-era paperwork, expect to rebuild the document through the modern issuing authority rather than legalising the original.

The takeaway for UK residents: check the issuing country’s rules first. A foreign birth certificate, a foreign police clearance or a foreign diploma cannot be fixed by a UK notary or the FCDO, no matter how well intentioned the request “just apostille it anyway” is.

How to apply for legalisation online

The official route is through the legalisation service on GOV.UK. The process is designed to be done online, and it works like this:

• You check that your document is eligible and whether it needs prior certification.

• You apply online through the GOV.UK legalisation service.

• You post the original document (or, for eligible electronic documents, submit it digitally) to the FCDO Legalisation Office with the payment reference.

• The Legalisation Office checks the signature and seal, attaches the apostille and returns the document.

Applying online yourself is entirely possible. Where people run into trouble is the preparation stage: sending a document that needed notarisation, or sending a photocopy instead of an original. If your document is straightforward, a GRO certificate for example, the DIY route is reasonable. If it is a Power of Attorney or anything involving copies, a notary first will save you a rejected application.

How to order an apostille online through an agent

If you would rather not deal with the FCDO directly, registered apostille services handle the whole chain: checking eligibility, arranging notary certification where needed, submitting to the Legalisation Office and returning the finished document to you, often by courier.

What a proper UK apostille service includes:

• Eligibility check of your document before anything is posted.

• Notary or solicitor certification where the document type requires it.

• Submission to the FCDO Legalisation Office and tracking of the application.

• Return delivery of the apostilled document, with options for sending it abroad.

• Advice on the destination country’s requirements, including whether an embassy step is needed on top of the apostille.

The main advantage is not speed of the apostille itself, which depends on the FCDO, but avoiding mistakes in preparation. The main thing to verify before paying any agent is that they are transparent about the fact that the apostille is issued by the FCDO, not by them.

Apostille vs embassy legalisation

This is the fork in the road that decides the whole process, and it depends entirely on the destination country.

• Hague Convention of 1961 countries: one apostille from the FCDO Legalisation Office is enough. The receiving authority accepts the apostille certificate as proof of authenticity.

• Countries outside the convention: the FCDO legalisation is only the first step. After that, the document must be certified by the Embassy or Consulate of the destination country in the UK. This is called full or embassy legalisation, and each embassy sets its own requirements.

Two consequences follow. First, confirm the destination country’s status before you start. Second, an apostille alone will not be accepted by a non-convention country, no matter how correctly it was issued. Conversely, embassy legalisation is not required for a convention country.

Paper-based apostille and e-Apostille

There are two formats of the UK apostille certificate, and they are not interchangeable.

• Paper-based apostille: a physical certificate attached to the document, issued after the FCDO receives and checks the original. This is the traditional format and is accepted almost everywhere.

• e-Apostille: the electronic equivalent, issued for eligible documents that exist in digital form. It only works if the receiving authority abroad accepts electronic legalisation.

The limitation is practical: some foreign authorities, particularly smaller registries and local offices, still insist on paper. Before choosing the e-Apostille route, ask the organisation that will receive the document whether they accept it. If they do not, you will need the paper-based apostille and the original document posted.

Where the FCDO Legalisation Office is located

The FCDO Legalisation Office handles applications by post and through its online service; walk-in legalisation is not how the process works for most people today. The practical advice: do not plan a trip to an office. Check the current submission instructions on GOV.UK, because the accepted methods and any in-person arrangements are set by the FCDO and can change.

If you are using an apostille agent, they handle the physical submission for you, which is one of the practical reasons people overseas use agents: posting original certificates across borders carries risk, and a professional service manages that logistics.

Sharing legalised documents

Once you have the apostille certificate, think about how the document will be used and shared:

• Keep the apostille attached: never detach or damage the certificate; it is part of the legalised document.

• Copies for your own records: make scans and photocopies before sending the original anywhere, but remember that a copy of an apostilled document is not itself apostilled.

• Sending abroad: use a trackable courier service, and check whether the receiving authority wants the original or will accept a scan.

• Multiple authorities: if two different foreign authorities need the same document, ask whether one legalised original can serve both, or whether you need a second apostilled copy, which may mean ordering a duplicate certificate from the issuer first.

Case: apostilling a UK document while living abroad

Situation: you are a UK citizen living overseas and a foreign employer asks for an apostilled ACRO Police Certificate.

Steps:

• Apply for the ACRO certificate if you do not have a recent one, and have it sent to a UK address or a person you trust in the UK, since the FCDO needs the physical document.

• Arrange solicitor or notary certification of the certificate, because an ACRO certificate needs certification before legalisation. This can be done by a UK notary acting for you remotely in many cases.

• Submit to the FCDO Legalisation Office, either yourself through the GOV.UK service or through an apostille agent, with tracked postage both ways.

• Receive the apostilled certificate in the UK and courier it to you abroad, or directly to the employer if they accept it that way.

Result: the document arrives legalised and ready for the employer.

Where apostilled documents are accepted

A UK apostille is accepted in all countries party to the Hague Convention of 1961. Typical uses include:

• Marriage abroad: a Certificate of No Impediment, birth certificate or divorce decree, apostilled for a foreign registry office.

• Employment: ACRO, DBS or Disclosure Scotland certificates for work permits and professional registration.

• Company matters: Companies House documents and a Certificate of Good Standing for opening bank accounts, registering subsidiaries or bidding for contracts.

• Legal and property matters: a Power of Attorney for property transactions, court documents, and powers granted to relatives or lawyers abroad.

• Study and family matters: diplomas, transcripts and civil status documents for universities and family authorities.

Confirm with the specific receiving authority, because individual offices sometimes have extra requirements, such as a recent issue date for certificates or a translation into the local language.

What happens when the FCDO rejects a document

Rejections happen, and knowing the typical causes helps you avoid them:

• Missing certification: a private document sent without the notary or solicitor certificate the FCDO expects.

• Unverifiable signature or seal: damaged, faded or unofficial markings that the Legalisation Office cannot match to its records.

• Foreign-issued documents: anything not issued in the UK cannot be legalised by the FCDO.

• Photocopies without certification: a plain copy is not eligible; only a certified copy through a notary or solicitor works.

• Wrong document for the purpose: for example, an unsigned or incomplete Power of Attorney.

If your document is rejected, the FCDO returns it with an explanation. The fix is to obtain proper certification and resubmit, or to order a fresh certificate from the issuing body.

How we can help

Apostilla UK provides a full UK apostille service: eligibility checks, notary and solicitor certification where needed, submission to the FCDO Legalisation Office, and secure return of your documents, including international delivery. If you are unsure whether your document needs certification first, or whether your destination country needs an apostille or embassy legalisation, start with the overview on the main page and get in touch with the details of your document and destination country.

FAQ

Only the FCDO Legalisation Office, part of the Foreign, Commonwealth and Development Office (FCDO), can issue a UK apostille certificate. Solicitors and notaries prepare documents for legalisation but cannot apostille them.

No. A solicitor can certify a copy or witness a signature so the document is eligible for legalisation, but the apostille itself is issued by the FCDO Legalisation Office.

An apostille is a certificate attached to a UK public document confirming its authenticity for use in countries that are parties to the Hague Convention of 1961.

You need one when a foreign authority asks for a UK document with an apostille, for example for marriage, employment, court proceedings, study or company matters abroad.

An apostille works for Hague Convention countries. For countries outside the convention, the document needs additional certification by the destination country’s Embassy or Consulate after FCDO legalisation.

The Legalisation Office returns the document with an explanation. Common reasons include missing notary certification, unreadable seals or documents issued outside the UK. You fix the issue and resubmit.

Step by step

• Confirm the destination country. Check whether the country where you will use the document is a party to the Hague Convention of 1961. If it is, you need an apostille; if not, you need embassy legalisation.

• Identify the document type. Public documents (GRO certificates, ACRO, DBS, Companies House) go directly to the FCDO. Private documents (Power of Attorney, contracts, copies) need notary or solicitor certification first.

• Get the original or a certified copy. Order a fresh certificate from the General Register Office (GRO) if yours is damaged or hard to read, or ask a notary to certify a copy of the original.

• Check translation requirements. Ask the receiving authority abroad whether the apostilled document needs a sworn or certified translation after legalisation.

• Submit to the FCDO Legalisation Office. Apply online or by post. Make sure the payment details, return address and contact information are correct before sending original documents.

How the process works

• Check which document you have. Public documents issued by UK authorities (birth, marriage, ACRO, DBS, Companies House filings) generally go straight to the FCDO. Private documents need solicitor or notary certification first.

• Get certification if needed. A UK notary or solicitor certifies the signature or copy so the FCDO can legalise the document. This step is not an apostille itself.

• Apply to the FCDO Legalisation Office. Submit the document online or by post to the Foreign, Commonwealth and Development Office (FCDO), which is the only UK authority that issues apostille certificates.

• Receive the apostille. You receive either a paper-based apostille attached to the document or an e-Apostille, depending on the document type and how you applied.

Related pages

What an ACRO Police Certificate shows, how to apply online from the UK or abroad, and when it needs an FCDO apostille or embassy legalisation.

Get your UK birth certificate apostilled for use abroad. FCDO legalisation, certified translation, and courier return. Private company, not a government body.

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