Certify, Notarise, Legalise: What’s the Difference?
Confused about the difference between certifying, notarising, and legalising a document? This quick guide breaks down the key terms and explains when you’ll need each step—whether you're buying property in the UK or sending documents abroad. Learn the basics and get clarity with our expert help
What Does It Mean to Certify a Document?
To certify a document means to officially confirm that a copy is a true and accurate version of the original. This is commonly required in the UK when dealing with banks, solicitors, estate agents, or government departments.
You may be asked to:
- Certify a copy of your passport or utility bill
- Certify that a document was signed by you
A certification must be carried out by an authorised professional such as a:
- Solicitor or barrister
- Notary public
- Accountant
- Commissioner for oaths
- Justice of the Peace
When documents are going abroad, a notary public is usually required.
What Is Notarisation?
To notarise a document means to have it certified by a notary public. A notary is a specially qualified lawyer who confirms the authenticity of documents for use overseas.
Notarisation typically involves:
- Verifying your identity and your signature
- Confirming facts or documents are true and accurate
- Attaching a formal notarial certificate to the document
The notarial certificate is securely bound to the document and contains the notary’s seal and signature. This form of authentication is recognised internationally and often required for business, legal, or personal matters abroad.
However, notarisation is not always enough. Some countries also require legalisation.
What Is Legalisation?
To legalise a document means to confirm that the notary’s signature and seal are genuine. In the UK, this is done by adding an apostille issued by the Foreign, Commonwealth and Development Office (FCDO).
This process is known as:
- Apostille
- Apostillation
- Legalisation
The apostille is a certificate confirming that the document has been properly notarised. It allows it to be accepted in countries that are members of the Hague Apostille Convention.
Consular Legalisation (for Non-Hague Countries)
If the country receiving your document is not a member of the Hague Apostille Convention, you will need consular or embassy legalisation. This means:
- The document is notarised
- The FCDO applies an apostille
- The foreign consulate or embassy confirms the document for use in their country
Each consulate has its own process, fees, and requirements.
When Do You Need Each Service?
| Situation | What You Need |
|---|---|
| UK bank, solicitor, or government agency | Certification by a UK professional |
| Document for use abroad | Notarisation by a notary public |
| Overseas business or legal matters | Notarisation + Apostille (legalisation) |
| Country not in Hague Convention | Notarisation + Apostille + Consular Legalisation |
Conclusion
Understanding whether your document needs to be certified, notarised, or legalised is crucial for ensuring smooth processing — especially when sending documents abroad.
If you’re unsure what’s required, our team can help guide you. We handle apostille services through the FCDO, and consular legalisation for all major embassies in the UK.
Need help?
Contact us today to find out exactly what your document needs.