Solicitor Certification and Apostille: A Guide to Document Legalisation

When dealing with international legal matters, ensuring your documents are recognised abroad is crucial. Two key processes that facilitate this are solicitor certification and apostille legalisation. This post explains what these terms mean, their purposes, and how they work together to ensure your documents are accepted overseas.

What is Solicitor Certification?

Solicitor certification involves a qualified solicitor verifying the authenticity of a document or a copy. In the UK, a solicitor is a trusted legal professional who can confirm that a document is genuine or that a copy is a true and accurate representation of the original. This is often the first step in preparing a document for international use.

When is Solicitor Certification Needed?

Solicitor certification is typically required for:

• Personal documents – e.g. birth certificates, marriage certificates, academic qualifications

• Business documents – e.g. contracts, powers of attorney, company incorporation papers

• Legal proceedings – e.g. documents for court cases or immigration applications

A solicitor may either certify a document as a "true copy" or verify the identity of the signatory. They will review the document, confirm its authenticity, and apply their signature, stamp, or seal.

What is an Apostille?

An apostille is a certificate issued by a designated authority in a country that is a signatory to the Hague Apostille Convention of 1961. It authenticates the origin of a public document, making it legally valid in other countries that are also part of the convention. The apostille confirms that the signature, stamp, or seal on a UK-issued document is genuine.

When is an Apostille Needed?

An apostille is needed when a document is to be presented in a country that is part of the Hague Convention. Common examples include:

• Immigration documents – passports, visas, residence permits

• Educational credentials – degrees, diplomas for study or employment abroad

• Commercial documents – international contracts, export certificates

Without an apostille, foreign authorities may reject the document, causing delays or rejections.

How Do Solicitor Certification and Apostille Work Together?

Solicitor certification and apostille legalisation often work as sequential steps:

1. Document Preparation – Gather your original document or a copy. Some authorities may require originals; others accept certified copies.

2. Solicitor Certification – Visit a solicitor who will certify the document. They may either verify the signatory’s identity (notarisation) or certify a copy as a true likeness of the original.

3. Apostille Application – Apply for your apostille certificate quickly and easily through our online portal. Once submitted, the FCDO will verify the solicitor’s credentials and issue the official apostille.

4. Submission Abroad – Once apostilled, the document is ready to be used in the destination country.

Example Scenario

Suppose you're relocating to Spain and need to submit your UK marriage certificate. You would:

• Have the certificate certified by a UK solicitor

• Send the certified document to the FCDO for apostille legalisation

• Present the apostilled document to Spanish authorities for acceptance

Key Considerations

• Hague Convention Membership – Apostilles are only valid between member countries. If the destination country (e.g. Canada, UAE) is not a member, additional steps such as embassy attestation may be required.

• Processing Times – Solicitor certification is usually quick. Apostille processing by the FCDO may take several days or longer, depending on standard or express service.

• Costs – Fees vary. The FCDO charges approximately £69–£250 per apostille. Solicitor fees and courier charges may be extra.

• Document Requirements – Some countries require documents in specific formats or with additional certification. Always check with the destination country's embassy or consulate.

Why Are These Processes Important?

Solicitor certification and apostille legalisation help build trust in the authenticity of documents across borders. Whether you're studying abroad, getting married overseas, or conducting international business, these steps prevent fraud and ensure smooth administrative or legal transactions.

Tips for a Smooth Process

• Plan Ahead – Start early to allow time for certification and legalisation.

• Check Requirements – Confirm with the receiving country which documents need certification or apostille.

• Choose a Reputable Solicitor – Select someone experienced in certification and familiar with FCDO requirements.

• Double-Check Documents – Ensure names, dates, and other details are accurate before certification.

Conclusion

Solicitor certification and apostille legalisation are essential steps for ensuring your documents are recognised internationally. By understanding the process and preparing properly, you can avoid delays and ensure your documents are accepted without hassle. If in doubt, consult a legal professional or the FCDO for guidance.

For further information, call us now on 020 3957 9800