How to Prepare Your Documents So Your Apostille Is Not Delayed

Getting an apostille should be straightforward, but small preparation mistakes can add days or even weeks to the process. As a registered FCDO apostille service, we handle hundreds of documents every day, and the most common delays we see are entirely avoidable.

This guide explains how to prepare documents for apostille so that your order is processed without unnecessary hold-ups. We have structured it as a step-by-step checklist, drawn from the mistakes we encounter most often. Whether you need to apostille a birth certificate, a degree certificate, a power of attorney or a corporate document, the same core principles apply.

Our usual turnaround is 1 to 2 working days from the date we receive correct, ready-to-process documents. That means preparation directly affects how quickly you get your apostilled documents back.

The following checklist covers the five preparation steps that matter most. Each one addresses a specific issue we see regularly and explains why it causes a delay and what you should do instead.

Before you send anything, work through each step in order. If you can tick off all five, your documents are very likely ready to process without any back-and-forth.

This is the single most common cause of delay. The FCDO applies an apostille by verifying a physical signature, seal or stamp on the document. A scan, ordinary photocopy or document printed from a website does not carry these features, so it cannot be apostilled.

You will typically need to send one of the following:

• The original document, such as a birth certificate issued by the General Register Office or a degree certificate from a UK university.
• A certified copy, where a solicitor or notary public has certified that the copy is a true copy of the original. This is common for passports, driving licences and other identity documents.
• A notarised copy, which may be required for certain legal or corporate documents.

If you are unsure whether you need to send an original or a certified copy, our guide on legalising original or copy documents covers the key differences. The important point is that no downloaded or printed file is automatically eligible for an apostille, even if it looks official on screen.

Before submitting your documents, compare the name and personal details across every document in your set. If your birth certificate shows your maiden name but your degree certificate shows your married name, the receiving authority abroad may query the discrepancy. In these situations, you may need to include a supporting document such as a marriage certificate or deed poll to bridge the gap.

Resolving inconsistencies before you send your documents is always faster than trying to fix them afterwards.

You should also check whether your document needs solicitor or notary certification before the FCDO can apostille it. Original public documents, such as birth, marriage and death certificates, typically do not need this extra step. However, many other documents do. These commonly include:

• Copies of passports or identity documents
• Letters from employers, accountants or other private organisations
• Translations of foreign-language documents
• Privately drafted powers of attorney that have not been notarised

Getting this step right before you send your documents avoids the most frustrating type of delay, where documents arrive but cannot be progressed until additional certification is arranged.

A common misconception is that an apostille verifies the contents of a document. It does not. The FCDO authenticates the signature, seal or stamp on the document, confirming that it is genuine and that the signatory was authorised. To learn more about the process, see our page explaining what is an apostille.

This distinction matters because it affects what you need to provide. The document must bear a verifiable UK signature, seal or stamp. If it does not, for example because it is an unsigned printout, the FCDO will not be able to process it.

You should also consider whether the apostille alone will be sufficient. If your document is destined for a country that is a member of the Hague Apostille Convention, the apostille is usually all that is needed. However, some non-member countries require an additional embassy attestation or legalisation step after the apostille. This extra stage can add several days or more to the overall timeline, so it is worth factoring it in from the start.

We recommend checking the requirements with the requesting authority or the relevant embassy before placing your order. Requirements can vary by country and even by institution within the same country, so confirming in advance is always the safest approach.

For documents such as an ACRO police certificate, we can often handle the apostille directly once the certificate is issued, streamlining the process.

Proper preparation is the single biggest factor in how quickly your apostille is completed. When documents arrive in the correct format, with the right certification and consistent details, most orders are processed within 1 to 2 working days.

If you need your documents processed urgently, our next-day apostille service may be a suitable option. You can view our apostille prices for a clear breakdown of fees.

To place an order, visit our apostille service page and follow the instructions. If you have questions about your specific documents or are unsure which preparation steps apply, please contact us for free, no-obligation advice. We are happy to check your requirements before you send anything.

Requirements can vary depending on the destination country, requesting authority and document type. We can advise on the apostille and legalisation process for UK documents, but you should confirm the exact requirements with the organisation requesting your document before placing an order.