Date published: 14.04.2025
The article explains what notarization and apostille are, what are the differences between them, when they are needed, how the procedure works in the UK. The material will be useful for those who prepare documents for submission abroad: students, entrepreneurs, immigrants and lawyers.
If you need to use an official document outside the country, for example, in government agencies of another state, foreign courts or banks, you will need to legalize it. In most cases, this is either notarial certification or apostille. Often, both procedures go together.
Let's consider what each of them consists of, when exactly they are needed, who has the right to perform them and how everything happens in practice.
What is notarial certification?
Notarial certification is an official confirmation of the authenticity of a document or a signature on it. In the UK, this is done by a notary public, who has a separate license and legal authority, different from ordinary lawyers (solicitors).
A notary can:
- Certify a signature on a document, such as a power of attorney or application;.
- Make a certified copy of an official document (passport, diploma, certificate, etc.).
- Confirm the legal status of a person or company.
- Execute documents in accordance with the requirements of another jurisdiction.
- Accept or reject an inheritance remotely.
This certification is most often required in cases where you:
- Submit documents to foreign institutions.
- Issue a power of attorney for a representative office abroad.
- Open an account in a foreign bank.
- Conclude agreements with foreign parties.
What is an apostille?
An apostille is a special stamp that officially confirms that a document has been signed by a specific person who has the legal right to do so, as well as the authenticity of their signature and seal.
An apostille does not verify the content of the document - it only confirms the authenticity of the signature and the status of the person who signed the document (for example, a notary or a public official).
In the UK, an apostille is affixed at the Foreign and Commonwealth Office (FCDO) through the Legalisation Office. It can be obtained either independently or through a notary or an accredited agent.
What is the difference between a notary certification and an apostille?
The main difference is that a notary confirms the content or signature of a document, and an apostille is already an international recognition of this confirmation.
A notary works at the level of the jurisdiction (in our case, the UK) and prepares the document for use abroad. An apostille is the next step: the state officially confirms that this notary or other official really has the right to certify documents.
Sometimes notarization alone is enough - for example, for documents used within the UK or in certain international cases. But in most cases, when a document is submitted to official bodies abroad, an apostille is also required.
In which countries do you require an apostille?
An apostille is required in countries that have signed the 1961 Hague Convention.
These include:
- European Union countries (Spain, Italy, Germany, France, etc.).
- Ukraine.
- USA.
- Latin America.
- Some Asian countries.
If the country to which you are submitting the document is not a party to the Hague Convention (for example, the United Arab Emirates, Canada, Qatar, China), then instead of an apostille, you need to undergo consular legalization - a more complicated and lengthy procedure.
What documents are most often certified and apostilled?
- Powers of attorney for representation abroad.
- Copies of passports, ID cards, driver's licenses.
- Birth, marriage, divorce, death certificates.
- Diplomas, certificates, attestations.
- Company founding documents.
- Court decisions and verdicts.
- Bank statements.
- Letters and applications.
What does the procedure look like in the UK?
- Applying to a notary. You provide a document, an ID card and indicate in which country it will be used.
- Notarization. The notary draws up the document, certifies the signature or copy, and puts a stamp.
- Apostille (if necessary). The certified document is transferred to the Legalisation Office for affixing an apostille.
- Receiving the document. The finished document can be picked up in person, received by post or by courier.
How much does it cost?
- Notarization usually costs from £60 to £200, depending on the type of document, number of pages, language, urgency, etc.
- Apostille in a standard order — £45 per document. There are urgent options through agents or notaries - from £100 and above, but faster (1-2 days instead of 5-10).
Frequently asked questions
Can I get a notarization done online?
In some cases, yes, if the document does not require a physical signature in front of a notary and if a high-quality scan of the document was made, not a photograph. However, most legally significant documents require a personal presence.
Is a translation needed?
Yes, if the document is being submitted to a country whose language is different. Usually, an official translation certified by a notary or sworn translator is required.
Does Ukraine recognize an apostille from Britain?
Yes, Ukraine recognizes an apostille in accordance with the Hague Convention.
Preparing documents for use abroad is a responsible legal process. To avoid problems when submitting to foreign authorities, you should correctly prepare documents in accordance with the requirements of the country where they will be used.
Notarization confirms the authenticity of a document, and apostille officially legalizes it for international recognition. Often, these two steps go together, especially if the document is used in official procedures.
The best solution is to contact the specialists at Consultant, who will help you determine which procedure is required in your case, quickly and legally execute documents, and, if necessary, organize apostille.
