Notarised or Apostilled? Choosing the Right Format for Your Documents
20 Nov 2025
When you need to use UK documents abroad whether for work, study, immigration, or legal matters getting the right format is crucial. You might hear terms like "notarised translation," "apostille," or "legalisation" and wonder which one you actually need.
At Document Translation Services, we guide you through this process every day. The wrong format can delay your application by weeks or even lead to rejection. This guide explains the difference between notarised and apostilled translations, helping you choose the right option for your situation.
Understanding Your Options
Before we dive into the details, let's clarify the four main formats for official document translations in the UK:
Certified Translation
A professional translator or translation agency provides a signed statement confirming the translation's accuracy. This is our most popular service and is sufficient for most UK purposes, including UKVI applications, university admissions, and many international uses.
Notarised Translation
The translation is certified before a UK notary public, who verifies the translator's identity and witnesses their signature. This adds an extra layer of legal authentication.
Apostilled Translation
The Foreign, Commonwealth & Development Office (FCDO) applies an apostille certificate to your document or its certified translation, making it legally valid in countries that are part of the Hague Convention.
Legalised Translation
For countries outside the Hague Convention, documents may need additional verification through their embassy or consulate in the UK after notarisation.
What Is a Notarised Translation?
A notarised translation involves presenting your translated document to a UK notary public. The notary verifies the translator's identity and qualifications, then certifies the translation with their official seal and signature.
When You Need a Notarised Translation
- Legal proceedings abroad: Foreign courts often require notarised translations for evidence or submissions
- International business contracts: Companies may request notarised translations for agreements and corporate documents
- Non-Hague Convention countries: Nations outside the Hague Convention system typically require notarisation
- Specific embassy requirements: Some embassies request notarisation even for straightforward documents
- Property transactions overseas: Real estate purchases or sales abroad often need notarised documentation
The Notarisation Process
- Your document is professionally translated by a qualified translator
- The translator appears before a UK notary public
- The notary verifies the translator's identity and credentials
- The notary witnesses the translator's declaration that the translation is accurate
- The notary applies their seal and signature to the translation
Benefits of Notarised Translations
- Enhanced credibility: The notary's involvement provides strong legal authentication
- Global recognition: Notarised documents are respected worldwide, particularly in legal contexts
- Embassy acceptance: Often required before embassy legalisation for certain countries
- Legal protection: Offers additional safeguards in disputes or official proceedings
What Is an Apostille Translation?
An apostille is a standardised certificate issued under the Hague Convention of 1961. When the UK's FCDO applies an apostille to your document or certified translation, it verifies the authenticity of the signature, seal, or stamp on that document. This allows it to be recognised in any of the 120+ Hague Convention member countries without further verification.
When You Need an Apostille
- Hague Convention countries: Any document being used in member states
- Civil status documents: Birth certificates, marriage certificates, death certificates, divorce decrees
- Academic qualifications: Degrees, diplomas, and transcripts for study or employment abroad
- Immigration applications: Visa and residency applications in Hague Convention countries
- International adoptions: Required for cross-border adoption procedures
- Employment abroad: Work permits and professional qualifications in member countries
The Apostille Process
- Your document is professionally translated and certified
- The certified translation (or original document) is submitted to the FCDO
- The FCDO verifies the signature and seal on the certification
- An apostille certificate is attached or a stamp is applied
- The apostilled document is now valid in all Hague Convention countries
Benefits of Apostilled Documents
- Streamlined process: One apostille replaces multiple embassy verifications
- Wide acceptance: Recognised in over 120 countries worldwide
- Cost-effective: Generally less expensive than full embassy legalisation
- Faster turnaround: Typically completed within 2-10 working days
- Final step: No further authentication needed in Hague Convention countries
Notarised vs Apostille: Key Differences
The Hague Convention Explained
The Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents was signed in 1961 to simplify international document authentication. Before this convention, using documents abroad required verification by multiple authorities, including the issuing country's foreign office and the destination country's embassy or consulate.
With the apostille system, a single certificate from the FCDO replaces this lengthy process but only for countries that are members of the convention.
Hague Convention Member Countries Include:
- Europe: All EU countries plus UK, Switzerland, Norway, and others
- Americas: United States, Canada, Mexico, Argentina, Brazil, and more
- Asia: Japan, South Korea, India, China (Hong Kong and Macau only), and others
- Oceania: Australia, New Zealand
- Africa: South Africa, Botswana, Morocco, and others
For a complete, up-to-date list, check the Hague Conference website.
Non-Hague Convention Countries
Countries outside the convention such as UAE, Canada (for certain documents), and various nations in Asia, Africa, and the Middle East typically require notarisation followed by embassy or consulate legalisation.
Which Format Does Your Destination Country Accept?
For Hague Convention Countries
An apostille is usually all you need. Your certified translation receives an FCDO apostille, and it's ready for submission abroad. No embassy involvement required.
Example: Submitting a marriage certificate translation for a French visa application an apostille is sufficient.
For Non-Hague Convention Countries
You'll typically need notarisation, and often the document must then be legalised by the destination country's embassy in the UK.
Example: Using a degree certificate translation in the UAE requires notarisation and then UAE embassy legalisation.
For UK Use Only
A standard certified translation from a professional agency like Document Translation Services is sufficient. This applies to most UKVI applications, university admissions, job applications, and legal matters within the UK.
Example: Submitting a birth certificate translation with your UK visa application certified translation accepted.
When Both Might Be Needed
In some cases, especially for complex legal matters, a document might need to be notarised first and then apostilled. This is relatively rare but does occur when both extra legal authentication and international recognition are required.
How Document Translation Services Can Help
Navigating the world of notarisation, apostilles, and legalisation can be confusing. That's where we come in.
Our Comprehensive Service
- Expert guidance: We assess your requirements and advise which format you need
- Professional translation: Qualified translators with expertise in legal and official documents
- Certified translations: Every translation includes our Certificate of Translation Accuracy
- Notary arrangements: We work with experienced UK notaries public
- FCDO apostille service: We can manage the apostille application process on your behalf
- Embassy legalisation: We coordinate with embassies when additional legalisation is needed
The Process: Step by Step
Standard Apostille Translation
- Send us your document: Email or upload a clear copy
- Receive a quote: We provide transparent pricing for translation and apostille
- Translation: Our qualified translator completes your translation
- Certification: We issue our Certificate of Translation Accuracy
- FCDO submission: We arrange for the apostille to be applied
- Delivery: You receive your apostilled translation, ready for use abroad
Notarised Translation
- Send us your document: Email or upload a clear copy
- Receive a quote: Including translation and notary fees
- Translation: Completed by our qualified translator
- Notary appointment: We arrange for notarisation with a UK notary public
- Further legalisation: If needed, we coordinate embassy verification
- Delivery: You receive your notarised (and possibly legalised) translation
Costs and Timelines
Translation Costs
Pricing depends on document type, language pair, length, and complexity. Contact us for a free, instant quote.
Notary Fees
Notary publics charge their own fees, typically £50-£200 depending on the complexity and number of documents. We'll provide full cost details upfront.
FCDO Apostille Fees
The FCDO charges a standard fee (currently £30 per document for standard service, £75 for premium same-day service). We can include this in your quote.
Typical Timelines
- Certified translation: 1-3 working days
- Translation + apostille: 5-14 working days
- Translation + notarisation: 3-10 working days
- Full legalisation: 2-4 weeks (depends on embassy processing times)
Rush services are available for urgent requirements.
Tips for Smooth Processing
Start early: International document processing takes time. Don't wait until the last minute.
Confirm requirements: Check with the receiving authority about their specific format requirements.
Provide clear copies: Ensure any scanned documents are legible with all text and stamps visible.
Keep copies: Always retain copies of your translated and certified documents before sending originals abroad.
Ask for guidance: When in doubt, contact us. We're here to help you get it right the first time.
Protecting Your Privacy
When dealing with personal documents that require notarisation or apostille, security matters. We maintain:
- ICO compliance: Full adherence to UK data protection regulations
- Secure transfers: Encrypted email and secure file upload systems
- Confidentiality agreements: All translators and notaries are bound by strict confidentiality
- Controlled access: Your documents are only handled by authorized personnel
- Secure storage: Documents are stored securely and can be deleted after completion
Ready to Get Started?
Whether you need a notarised translation for court proceedings in Dubai or an apostilled translation for your Spanish visa application, Document Translation Services makes the process straightforward and stress-free.
Our experienced team handles hundreds of notarised and apostilled translations every year. We understand the requirements, we know the process, and we guarantee that your documents will be accepted.
Frequently Asked Questions
Can one document be both notarised and apostilled?
Yes. In some cases, particularly for legal proceedings or specific country requirements, a translation may be notarised first and then apostilled by the FCDO. We'll advise if this is necessary for your situation.
How do I know which format my destination country requires?
Check with the receiving authority (embassy, university, court, employer). If you're unsure, contact us we have extensive experience with requirements worldwide and can guide you.
Are notarised translations accepted in all countries?
Not automatically. While notarisation adds legal weight, many countries have specific requirements. Non-Hague Convention countries often require embassy legalisation after notarisation.
How long does an apostille remain valid?
Apostilles don't expire, but the receiving authority may have requirements about how recent your document must be. Always check specific requirements with them.
Can I get an apostille on a translation done by someone else?
The FCDO apostilles the certification, not the translation itself. If another agency provided your certified translation, we can arrange for the apostille to be applied to that certification, provided it meets UK standards.
What's the difference between an apostille certificate and an apostille stamp?
The FCDO uses both. Some documents receive a separate certificate attached with a ribbon, while others get a stamp directly on the document. Both are equally valid.
Do I need the original document for notarisation or apostille?
For apostille, the FCDO needs the original certified translation. For notarisation, the notary will need to see evidence of the translator's qualifications but typically works with the certified translation rather than your original document.