When should you use a solicitor, notary or apostille service?
Using UK documents overseas can quickly become confusing. One organisation may ask for a certified copy, another may ask for notarisation, and another may ask for an apostille.
These steps are not the same, and choosing the wrong one can cause delays.
When a solicitor may help
A solicitor may be useful when a document needs to be certified or witnessed.
This can apply to:
- passport copies
- proof of address
- bank statements
- employment letters
- signed declarations
- copies of certificates
- consent letters
The solicitor may confirm that a copy matches the original or that a signature was witnessed.
When a notary may be needed
A notary public is often used for documents that will be relied on abroad, especially legal, business or property documents.
A notary may be needed for:
- powers of attorney
- property documents
- company documents
- sworn statements
- overseas legal declarations
- certified copies for foreign authorities
Some countries specifically ask for notarisation before an apostille is added.
When an apostille service may help
An apostille confirms that a UK signature, seal or stamp is genuine for use abroad.
It may be needed for:
- birth certificates
- marriage certificates
- divorce documents
- degree certificates
- police certificates
- court documents
- company documents
- notarised documents
- solicitor-certified copies
An apostille does not translate the document or confirm that the information inside is correct.
Ask the receiving authority first
Before arranging anything, ask the organisation requesting the document:
- Do they need the original or a certified copy?
- Who can certify it?
- Is notarisation required?
- Is an apostille required?
- Is translation required?
- Does the document need to be recently issued?
Clear instructions can save time and money.
Translation may also be needed
If the document will be used in a country where English is not accepted, certified translation may be required.
Check whether the translation should be done before or after apostille, as requirements vary.
Common mistakes to avoid
Avoid:
- assuming solicitor certification is enough
- paying for notarisation when it was not requested
- apostilling the wrong version
- translating before checking legalisation rules
- using old documents
- submitting scans when originals are required
Final thoughts
A solicitor, notary and apostille service each does something different. A solicitor may certify or witness. A notary handles more formal international documents. An apostille confirms a UK signature, seal or stamp for overseas use.
The best first step is always to check exactly what the receiving authority wants before preparing the document.