A quick guide by the Team at Greeklist

When you need to use a UK document abroad, it often requires legalization to be recognised by foreign authorities. Legalisation confirms that the signature, seal, or stamp on your document is genuine. In the UK, this process involves the Legalisation Office, part of the Foreign, Commonwealth & Development Office (FCDO).

Here’s a breakdown of how to get your documents legalized!

Determine if Legalisation is Necessary

Not all countries require legalisation. Check with the relevant foreign embassy or consulate in the UK to confirm their specific requirements. They can tell you if legalisation is needed and what type of legalisation they accept.

Ensure Your Document is Properly Prepared

• The type of document dictates the necessary preparation. Common documents requiring legalization include:
  • Birth, marriage, and death certificates.
  • Educational certificates (degrees, diplomas).
  • Company documents.
  • Powers of attorney.
  • Documents signed by a notary public or solicitor.
• Some documents may need to be certified by a UK public notary or solicitor before being submitted for legalisation. This certifies the authenticity of the signature and content.

Submit Your Document to the Legalisation Office

You can submit your documents either by post or in person.

a) By Post:

• Send your documents to the Legalisation Office at the FCDO.
• Include a cover letter detailing your contact information, the country where the document will be used, and the return address.
• Enclose the appropriate fee. Check the government website for the current fee schedule.
• Include a pre-paid, self-addressed envelope for the return of your legalized documents.

b) In Person:

Currently, the FCDO advises to send documents via post due to service changes. Check the government website for the most current information.

c) e-Apostille:

For certain documents, an e-Apostille may be available. An e-Apostille is a digital version of the traditional Apostille certificate. Check the government website to see if your document qualifies.

The Legalisation Process

• The Legalisation Office will verify the signature, seal, or stamp on your document.
• If everything is in order, they will attach an Apostille certificate to your document. An Apostille is a certificate issued by a designated authority in a country where the Hague Apostille Convention applies. It authenticates the origin of the public document to be used in another country that also recognizes the Hague Apostille Convention.
• The Apostille confirms the authenticity of the UK public document.

Receiving Your Legalised Document

• If you sent your documents by post, they will be returned to you in the pre-paid envelope you provided.
• If you submitted them in person, you will receive them at the counter or by post depending on the service you used.

Important Considerations

a) Costs:

• Standard (paper-based) Apostille: The FCDO charges a fee per document. It is important to check the official government web page for the most up to date price. As of right now it is £45, plus courier or postage costs.
• e-Apostille: This service has a different fee structure, and is also subject to change. Again, it is important to check the government website. Currently it is £35.
• Courier Costs: Additional costs apply for courier or postage, which vary depending on the destination

It is also important to remember that some documents may require a notary or solicitor to certify the documents before they are submitted to the FCDO. This will also incur extra cost.

b) Processing Times:

• Standard (paper-based) Apostille: The processing time can vary, and it’s essential to allow sufficient time. According to the government website it is usually up to 15 working days, plus courier or postage time.
• e-Apostille: According to the government website, this process takes up to 2 working days.
• It is important to remember that processing times can be affected by how busy the FCDO is.

c) Embassy/Consulate Requirements: Remember that even after legalization, the foreign embassy or consulate may have additional requirements. Always confirm their specific guidelines.

Legalisation Office Contact

• Telephone: 03700 00 22 44
• Working Hours: Monday to Friday, 9am to 5pm
• e-mail: legalisation@fcdo.gov.uk
• Website: www.gov.uk/get-document-legalised/print

By following these steps, you can ensure your UK documents are properly legalized for use abroad, facilitating smoother transactions and recognition in foreign jurisdictions.

Click here to apply now for the official legalisation service.