If you have a British document and intend to use in a foreign jurisdiction, it will require a process of legalisation. An essential point to note is that document legalisation can solely be conducted within the United Kingdom, through the oversight of the Legalisation Office.

Here is a comprehensive guide on the process:

Make it official, first and foremost

The term official denotes the requirement for the endorsement of an individual holding an authoritative capacity. The Legalisation Office meticulously cross-references stamps, signatures, and seals against their records prior to affixing an apostille to your document. An apostille is an official government certificate containing pertinent document details. This is what it looks like:

For documents such as birth, marriage, or death certificates, a certified copy obtained from the Register Office is a must, while photocopies or printed versions are not accepted. The document must bear an official stamp, seal, and signature, presented on premium watermarked paper.

Atypical Documents Requiring Attention

Certain documents may lack an inherently official signature, resulting in the absence of the signatory within the Legalisation Office's database. This category encompasses rulings, translations, contracts, and more. In such instances, engagement of a Notary Public or solicitor becomes essential to authenticate the document. Below is a list of document types falling within this scope:

court and sealed with a wet ink court seal.
public registry, such as a birth, marriage or death certificate, or a company certificate issued by Companies House
government department and signed by an official, such as a letter of confirmation of tax registration
registered doctor, such as a medical certificate signed by a doctor
(source https://www.gov.uk/get-document-legalised)

Considerations for Translated Documents

When dealing with translated documents, the Notary Public may require the document to be signed in their presence. Some Notary Publics accept digital signatures, but prior confirmation is advisable. Furthermore, the quality of the translated version must be certified by a qualified translator, as the Notary Public is not liable for translation quality. Accredited translators can be sourced through organizations like CIOL and ITI. It is recommended that the translator holds public liability and professional indemnity insurance to address potential issues. Notary Publics are mandated to possess such insurance, whereas translators do so voluntarily.

Both the original document and its translation must undergo separate notarisation and legalisation processes, incurring individual fees and apostilles. Costs vary but generally range between £84 to £150 per document (as of August 2022).

Cost-Effective Approach

Opting for contacting the notary and apostilling the document yourself is the most economical route. Application for both e-apostille and paper-based apostille can be done online. It is worth noting that certain certificates, such as those from ACRO and the registry office (pertaining to birth, marriage, death, fingerprints, DBS, etc.), cannot be apostilled online, and certain foreign jurisdictions do not accept e-apostilles.

Once you submit it, the document will be processed by the Legalisation Office and subsequently returned to you. If you are based within the UK, a courier service fee of £5 applies. European residents are charged £21, while those outside Europe incur £25. Alternatively, you can cover the courier fees yourself by providing postage stamps and an envelope.

If a document is translated, both the original and the translation need to be apostilled.

The Expedited (more costly) Approach

Registered enterprises offer expedited services that significantly accelerate the process. They also cost more Notary Publics may offer options for expediting proceedings, albeit at a higher cost (approximately twice than doing it yourself). However, this choice seems to guarantee documents will be ready much faster, within as little as one or two working days.

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