Apostille vs Certified Copy: What Is the Difference?
People often confuse certified copies and apostilles because both are used to help documents get accepted by another organisation. However, they are completely different processes used for different purposes.
A certified copy confirms that a copy of a document is a true copy of the original.
An apostille confirms that a UK signature, stamp or seal on a document is genuine so the document can be presented overseas.
Understanding the difference is important because many documents require both steps.
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What Is a Certified Copy?
A certified copy is a photocopy of an original document that has been checked and signed by an authorised person to confirm it is a genuine copy of the original.
In the UK, certified copies are commonly used for:
- Passport copies
- Degree certificates
- Utility bills
- Bank statements
- Proof of address documents
- Company documents
- Identification checks
- Proof of income/employment
How Are Documents Certified.
The person certifying the document will normally add wording such as:
“I certify that this is a true copy of the original document.”
They will then sign and date the copy and usually add their professional stamp or details.
A certified copy does not make a document internationally legalised. It only confirms the copy matches the original document shown to the certifier.
What is an Apostille?
An apostille is an official certificate issued by the Foreign, Commonwealth & Development Office (FCDO) Legalisation Office in the UK.
The apostille confirms that:
- A UK signature is genuine
- A solicitor, notary or official held the correct authority
- A stamp or seal is authentic
The apostille is attached to the document so it can be recognised in another country that is part of the Hague Apostille Convention.
Common documents requiring an apostille include:
- Birth certificates
- Marriage certificates
- Degree certificates
- ACRO police certificates
- Powers of attorney
- Company documents
- Court documents
- Medical certificates
An apostille is used for international acceptance. A certified copy alone is usually not sufficient for overseas legal use.
When Is a Certified Copy Enough?
A certified copy is often enough when:
- A UK organisation only needs proof of a document
- You do not want to send the original
- The document is staying within the UK
- The receiving organisation specifically asks for a certified copy only
Examples Include
- UK mortgage applications
- DBS or employment checks in the UK
- University enrolment in the UK
- UK banking requirements
- UK tenancy applications
In these situations, no apostille is usually required because the document is not being formally legalised for international use.
Our FCDO registered solicitors can certify your document with the correct statement. We then submit the document to the FCDO for the apostille.
Adding the certification and submitting the document to the FCDO in 1-2 days.
When Do You Need an Apostille?
You usually need an apostille when a UK document will be used overseas.
This commonly applies to:
- Visa applications
- Residency applications
- Marriage abroad
- Teaching overseas
- International employment
- Foreign property purchases
- Overseas company formation
- Immigration processes
For example:
- Spain often requires apostilled UK documents plus sworn translations.
- The UAE normally requires solicitor certification, apostille and embassy attestation.
- Italy, Portugal and Greece frequently require apostilled civil documents for residency or marriage applications.
Who Can Certify a UK Document?
Several professionals can certify copies of documents in the UK, depending on the receiving authority’s requirements.
Common authorised certifiers include:- Solicitors
- Notary Publics
- Chartered accountants
- Post Office staff
- Doctors
- Bank officials
- Regulated professionals
However, for apostille purposes, solicitor certification or notarisation is always required because the FCDO must be able to verify the signature.
This is why documents being used overseas are certified specifically by a UK solicitor or notary public before the apostille is issued.
Solicitor Certification vs Notarisation vs Apostille
These three terms are often confused, but they are separate stages.
| Process | What it Does | Typical Use |
|---|---|---|
| Solicitor Certification | Confirms a copy is genuine or confirms a signature | Academic documents, passport copies, business documents |
| Notarisation | Formal legal witnessing by a notary public | Powers of attorney, affidavits, foreign legal documents |
| Apostille | International legalisation by the FCDO | Overseas acceptance of UK documents* |
*Some countries may also need embassy attestation.
A document may require:
- Only certification
- Certification + apostille
- Notarisation + apostille
- Notarisation + apostille + embassy legalisation
depending on the country and document type.
The Right Process for Your Situation
The correct process depends on:
- The country the document will be used in
- The type of document
- Whether the document is original or copied
- The receiving authority’s exact requirements
