Paper Apostille vs e-Apostille:
What Is the Difference?
If you need to use a UK document overseas, you may be asked to have it legalised with an Apostille. In the UK, Apostilles can now be issued in two formats: a traditional paper Apostille or an electronic e-Apostille.
Both perform the same basic function. They confirm the authenticity of the signature, seal or stamp on a UK public document so that it can be presented overseas.
The main difference is the format in which the legalised document is issued and how it can be used.
Paper Apostille
1 to 2 Days
e-Apostille
1 to 2 Days
What is a paper Apostille?
A Paper Apostille is the traditional form of legalisation.
The document is submitted physically and the Apostille certificate is attached to the document. You therefore receive a physical legalised document, consisting of your document together with the paper Apostille certificate.
For example, if you have a UK degree certificate legalised with a paper Apostille, you will ultimately have a physical document that can be posted, couriered or handed to the organisation that has requested it.
Paper Apostilles remain widely used, particularly where an overseas authority wants to see an original document or specifically asks for a physical Apostille.
What is an e-Apostille?
Newer digital document legalisation for some documents.
Instead of receiving a physical document with a paper certificate attached, you receive a digitally signed PDF file.
The PDF contains the document that has been legalised together with the electronic Apostille issued by the UK Legalisation Office. The electronic signatures within the file allow its integrity to be checked and help demonstrate that the document has not been altered after the Apostille was issued.
The UK Legalisation Office describes the e-Apostille as a fully digital process, with the underlying document and Apostille incorporated into the electronic PDF package.
This makes an e-Apostille particularly convenient where documents are being submitted electronically, for example through an online visa, employment or registration system.
Paper Apostille vs e-Apostille at a glance
Providing you with a complete e-Apostille legalisation service.
Paper Apostille
- Issued on a physical document
- Apostille certificate is physically attached to the document
- Legalised document is sent by post or courier
- Suitable where an authority requires an original or physical document
- Available for a wider range of UK documents
e-Apostille
- Issued electronically as a PDF file
- Contains the legalised PDF document and electronic Apostille
- Digitally signed by a UK solicitor
- Can be sent almost instantly by email or uploaded online
- Only available for eligible documents
- The receiving authority should be willing to accept an electronic Apostille
e-Apostille Prices
Fast electronic apostille – 1 to 2 day digital legalisation
Documents must be electronically signed by a UK solicitor or notary before an e-Apostille can be issued by the FCDO.
Complete e-Apostille Service
Can every document have an e-Apostille?
In short, no.
Not every UK document is eligible for an e-Apostille.
Digital Solicitor Certification
e-Apostilles are only added to documents with an enhanced digital signature from a UK solicitor.
For an e-Apostille application, the document normally needs to be supplied as a PDF that has been electronically signed by a UK solicitor or notary in a format that the Legalisation Office can validate.
There are also specific categories of documents that the UK Legalisation Office does not currently allow to be issued with an e-Apostille.
Check if your document can have an e-Apostille
Not all documents can have the e-Apostille.
We have to receive verification for most documents.
YES – e-APOSTILLE
NO – PAPER APOSTILLE
Why are some documents not available as an e-Apostille?
An e-Apostille is not simply created by scanning any document and attaching an electronic certificate.
It is a digital legalisation process. The Legalisation Office needs to be able to authenticate the electronic signature associated with the PDF and then preserve that digital chain of authentication within the completed e-Apostille file.
Some types of official documents are therefore not suitable for the current electronic process. There are also additional security requirements around certain records, particularly police and criminal record documents. The FCDO has previously confirmed that some documents continue to require paper Apostilles for specific security reasons.
The documents eligible for e-Apostille may change as electronic legalisation develops, so eligibility should always be checked before applying.
Does an e-Apostille have the same legal purpose as a paper Apostille?
Yes. Both are Apostilles issued by the UK Legalisation Office.
The difference is the medium: one is a physical certificate attached to a physical document, while the other is an electronic certificate forming part of a digitally signed PDF.
Both paper and electronic UK Apostilles can also be checked using the government’s online Apostille verification service using the Apostille number and date of issue.
However, the organisation receiving your document ultimately decides what format it will accept.
An authority may be happy to receive an e-Apostille by email or through an online portal, while another may insist that you provide a physical document bearing a paper Apostille.
Before choosing an e-Apostille, it is therefore sensible to check the requirements of the organisation, embassy, employer, university, court or other authority that has requested the legalised document. GOV.UK similarly advises applicants to check whether the recipient requires a paper Apostille or will accept an e-Apostille.
e-Apostille Processing Times
Proving typical processing times for legalisation.
How are Paper Apostille Delivered?
Because a paper Apostille creates a physical legalised document, the completed documents need to be physically returned to you or sent to their destination.
They can normally be delivered within the UK or sent overseas using postal or courier services.
Once received, you can then:
- post the legalised document to the receiving authority
- send it using an international courier
- deliver it personally
- take it with you when travelling overseas
The government describes the same basic process for paper applications: once legalised, the physical documents are returned by post or courier and can then be supplied to the recipient by post, courier or in person.
How are e-Apostilles Delivered?
There is no physical document to return with an e-Apostille.
Once completed, the legalised PDF file is made available electronically. It can then be downloaded and stored on your computer or device.
You can send the e-Apostille to the receiving organisation by:
- uploading the PDF to an online application or document portal
- transferring the file electronically
- providing the file on a storage device where required
The UK Legalisation Office also allows an issued e-Apostille to be downloaded multiple times.
This eliminates the need to wait for the legalised document to travel through the postal or courier network. It can also be shared with numerous organisations at the same time.
Read Our FAQ’s
All countries that are members of the 1961 Hague Convention accept apostilles. Members of the 1961 Hague Convention both accept and issue apostilles. You can view a list of member countries HERE.
An apostille is an official certificate issued by the UK Foreign Commonwealth & Development Office (FCDO) that verifies the authenticity of a document for use in another country.
The apostille certificate confirms the signature, seal or stamp on a UK document to be genuine so that it will be accepted when presented in another country outside of the UK.
Most documents are completed in just 1 or 2 working days. 98% of documents complete in 2 working days. However, for clarity, we cannot guarantee processing times. Where this is not possible we will try to contact you with advice on your documents.
Every effort is made to complete all orders as quick as possible. Some documents get delayed and you can read more on apostille processing times page.
In some cases we can arrange for a UK apostille to be issued but it will depend on your document. If you have any doubts we recommend that you speak to your country’s embassy or consulate for more advice.
It is important that you understand we issue UK apostilles on UK documents. If you send us a non UK document and we are able to process your document it will be issued with a UK apostille. You should check if this is suitable in the country where your document is to be presented.
Nearly all UK documents can be issued with the apostille certificate. There are a few exceptions that include home office documents that are for use within the UK only. We will let you know immediately if your document cannot be legalised and provide a full refund for our service.
We do not issue apostilles on ‘purchased online’ degrees or false documents. We are a reputable legalisation service. We are pleased to issue the apostille on genuine qualifications but we do not support any individual or online retailer deliberately trying to mislead prospective employers. Sorry, but we have a reputation to maintain.
We do not add the apostille to company documents that ‘claim’ to offer degree level education.
If you have a document that was issued in a country that is a member of The Hague Convention and it is being presented in another country that is a member of The Hague Convention, then it is likely that you will need an apostille. If you have been asked to get an apostille then your document may not be accepted without one. You can find a list of Hague Countries that issues and request apostilles on our website.
