Quick answer: a notary checks or certifies a document, signature, identity or authority. An apostille authenticates the public official's signature or seal so the document can be recognised in another country under the Apostille Convention process.
Before you pay for either step
Ask the organisation receiving your document whether it wants the original or a certified copy, a paper apostille or an e-Apostille, and a signature from a particular professional. GOV.UK specifically recommends checking these requirements. Its examples are starting points, not a guarantee that your recipient will accept a particular route.
If the recipient specifically requires a Notary Public, tell the notary the destination country and share the recipient's wording before requesting a quote. Compare notary quotes for your document.
Notarisation and apostille compared
| Question | Notarisation | Apostille |
|---|---|---|
| Who provides it? | A practising Notary Public | The UK Foreign, Commonwealth & Development Office Legalisation Office |
| What does it do? | Verifies or certifies identity, signature, capacity, authority, a copy or another fact | Confirms the signature, seal or stamp of a UK public official is genuine |
| When is it used? | When a receiving authority requests notarial authentication | When a foreign authority asks for UK legalisation or an apostille |
| Reference fee | Simple document often from £80 plus VAT; exact notarial cost can change, so ask for a written quote | Currently £45 paper or £35 electronic, plus delivery and any handling fee |
| Does it confirm content is true? | Only to the extent stated in the notarial certificate | No. It authenticates the public signature, seal or stamp |
What is notarisation?
Notarisation is the process by which a notary performs a formal check and records it in a notarial certificate. The exact act depends on the document and its intended use.
Common notarial acts
- Witnessing a signature
- Certifying a copy of a passport
- Checking a power of attorney
- Verifying a company signatory's authority
- Certifying degree documents
- Preparing a notarial certificate
What a notary may need to check
A notary may check identity, address, capacity, understanding, free will, authority, company records or the source of a document. These checks protect the receiving party and explain why fees vary.
What is an apostille?
An apostille is a legalisation certificate issued in the UK by the Legalisation Office. It confirms that a signature, seal or stamp on a UK document matches an official record. It does not certify every statement inside the document.
The HCCH status table lists the countries and territories participating in the Apostille Convention. Requirements can still differ by receiving authority.
Do I need notarisation, an apostille, or both?
The Legalisation Office can check some documents issued by a UK court, public registry, government department or registered doctor against its records. Other documents can be legalised after a UK public official, such as a notary or solicitor, certifies them. Whether you need a notary specifically depends on the receiving organisation's instructions.
| What you have | Starting route under GOV.UK guidance | What to confirm before paying |
|---|---|---|
| Official UK birth, marriage or death certificate, or a Companies House-issued company certificate | A public-registry document may be submitted to the Legalisation Office without a separate notarial certificate. | Whether the recipient wants the issued document itself or a differently certified copy. See the company-documents guide for private company records. |
| Private document such as a power of attorney or contract | It can be legalised after certification by a UK public official. A notary or solicitor may be suitable for the UK legalisation step. | Whether the recipient requires a Notary Public, a particular signing procedure or an apostille. See the overseas power-of-attorney guide. |
| Copy of a passport, driving licence or other document | GOV.UK lists copies as examples that can be legalised after certification by a UK public official. | Whether a copy is acceptable at all, who must certify it and whether the original must be seen. |
| Digitally signed PDF | An e-Apostille application requires a PDF electronically signed by a UK notary or solicitor; some document types are excluded. | Whether the recipient accepts an electronic apostille and whether this exact document is eligible. |
Source for these starting routes: GOV.UK, Get your document legalised. These are categories, not decisions about an individual document. If the recipient asks for notarisation, request notary quotes with the document type and destination to help providers scope the work.
| Document | Possible route | Confirm with |
|---|---|---|
| UK birth, marriage or death certificate | Often eligible for apostille without prior notarisation | Receiving authority and GOV.UK |
| Passport copy | Notarised copy, then apostille if requested | Receiving organisation |
| Personal power of attorney | Notarial witnessing, then apostille if required | Overseas lawyer or authority |
| UK degree or transcript | Verification and notarisation may be required before apostille | University and receiving authority |
| Company power of attorney | Notarial authority checks, then apostille or further legalisation | Overseas adviser or registry |
| Foreign-issued document | Usually legalised in its country of origin | Issuing country's competent authority |
Most important step: ask the organisation receiving the document exactly what it requires. GOV.UK also advises checking whether an original or copy is needed and whether the person must sign before a particular official.
Birth certificate and translation: which step comes first?
Start with the receiving authority’s written instructions. Ask whether it needs the UK certificate, a translation, an apostille on one or both documents, and a paper original or certified copy. The order depends on those instructions; do not pay for a translation or certification route on an assumption. GOV.UK’s overseas document guidance explains UK legalisation and where to find a qualified translator.
- Check the certificate. A UK public-registry birth, marriage or death certificate may be eligible for a paper apostille without prior notarisation. Check whether the recipient accepts that issued certificate or asks for a certified copy. GOV.UK lists public-registry documents as eligible.
- Agree the translation requirement. Ask the receiving authority which language, translator credentials and certification it accepts, and whether it wants the translation legalised separately. Requirements vary by destination and receiving organisation.
- Choose the format before applying. GOV.UK excludes General Register Office certificates from the e-Apostille route. Use its current eligibility check and confirm that the recipient accepts the format. A scanned certificate is not a substitute for an eligible electronically signed PDF.
- Scope any notarial work. If the recipient specifically requests a notary-certified copy or translation, share its wording, destination, document count and deadline when you request notary quotes. If the original public certificate alone is sufficient, the direct GOV.UK application route may be appropriate.
How much does an apostille cost in the UK?
At the time of review, the official fee is £45 for a paper apostille and £35 for an e-Apostille. Paper applications also have return delivery costs. A notary or legalisation agent may charge an additional service fee.
Standard paper processing can take up to 25 working days. The e-Apostille service can take up to 2 working days, but not every document is eligible. Check current prices, eligibility and timings on GOV.UK.
Can I get an electronic apostille?
An e-Apostille is a digital certificate attached to a PDF. GOV.UK requires the PDF to have an electronic signature from a UK notary or solicitor and excludes some document types, including certain civil registration, criminal record and disclosure documents. The receiving country and organisation must also accept the electronic format. A scan or ordinary PDF is not automatically eligible.
What is embassy or consular legalisation?
Some destinations outside the Apostille Convention process may require additional legalisation by an embassy or consulate after the UK steps. The route and fees differ by country. Confirm the chain before paying for any stage.
Frequently asked questions
Is an apostille the same as notarisation?
No. A notary performs a notarial act. The Legalisation Office issues the apostille to authenticate a UK public signature, stamp or seal.
Can I get an apostille without a notary?
Sometimes. Certain UK public documents may be eligible directly. Private documents, copies and some signed documents may need certification or notarisation first. Check the official guidance and the receiving authority's instructions.
Does an apostille make a document legally valid?
An apostille authenticates the relevant UK public signature, seal or stamp. It does not decide the legal effect of the document in the destination country.
Can a solicitor notarise a document?
A solicitor may certify some documents, but only a duly appointed Notary Public can perform a notarial act. If the overseas authority says "notarised", ask whether it specifically requires a Notary Public.
Will every country accept an apostille?
No. Check the HCCH status table and the receiving authority. Some countries require another form of consular legalisation, and some authorities impose document-specific rules.
Official sources
- GOV.UK: Get your document legalised
- GOV.UK: Apply for legalisation
- GOV.UK: Documents for British people abroad
- HCCH: Apostille Convention status table
Related guides
This guide is general information, not legal advice. Government fees and processing times can change. Confirm the current route before sending original documents.