If you’re preparing UK documents for use abroad, you may have been told you need them “notarised” before they can be apostilled or accepted internationally. But what exactly is notarisation, and when is it actually required?
The short answer: notarisation is required for private documents and copies before the FCDO can issue an apostille. Government-issued documents like birth certificates or court orders don’t need notarisation, but almost everything else does. Here’s when you need it and how it works.
What Is Notarisation?
Notarisation is the process where a UK notary public or solicitor certifies the authenticity of a document, verifies your identity, or witnesses your signature. In England and Wales, notaries are highly qualified legal professionals appointed by the Archbishop of Canterbury, and their certification is recognised worldwide.
What notarisation does:
- Verifies your identity
- Witnesses signatures on documents
- Certifies copies as “true copies” of originals
- Authenticates documents for international use
- Provides a legal certification that foreign authorities recognise
What notarisation does NOT do:
- Replace apostille (you still need FCDO apostille after notarisation)
- Translate documents
- Guarantee acceptance abroad without apostille
When Do You Need Notarisation?
You NEED notarisation if:
1. The Document Doesn’t Have an Official UK Signature or Seal
If your document wasn’t issued by a UK public authority (like a government department, court, or registry office), it needs to be certified by a notary or solicitor before the FCDO will apostille it.
2. You’re Submitting Copies of Documents
Photocopies or scanned copies cannot be apostilled unless they’ve been certified as “true copies” by a notary or solicitor. This includes:
- Copies of passports
- Copies of driving licences
- Copies of academic certificates or degrees
- Copies of professional qualifications
3. You’re Using Private Documents Abroad
Personal or business documents that weren’t issued by a UK public body require notarisation, including:
- Powers of attorney (especially for property transactions)
- Company director resolutions or board minutes
- Affidavits and statutory declarations
- Contracts and agreements
- Personal letters or declarations
- Company incorporation documents (in some cases)
4. You’re Certifying Academic or Professional Documents
If you’re using UK educational certificates abroad for university admission or professional licensing, and you only have copies (not the original certificate), these copies must be notarised before apostille.
You DON’T need notarisation if:
Government-Issued Original Documents
These already have official signatures and seals, so they can go straight to apostille:
- Birth, marriage, or death certificates from the General Register Office
- Court judgments and orders
- Police certificates (ACRO checks, DBS certificates)
- HMRC certificates
- Companies House certificates (in most cases)
- Original degree certificates issued by UK universities
Solicitor Certification vs Notary Public: What’s the Difference?
For most documents, you can choose between solicitor certification or notarisation by a notary public.
Solicitor Certification
- Suitable for most personal and business documents
- Faster and typically cheaper (£40-£150 per document)
- Works for copies, affidavits, and standard certifications
- Must be an FCDO-registered solicitor (critical – see below)
Notary Public
- Required for complex legal documents (powers of attorney for property, some business contracts)
- More expensive (£80-£250+ per document)
- Some foreign authorities specifically request notary certification
- Higher level of legal authentication
Critical requirement: Whether you use a solicitor or notary, they MUST be registered with the FCDO. If their signature isn’t on the FCDO’s database, your apostille application will be rejected.
How Notarisation Works
1. Choose a Notary or FCDO-Registered Solicitor
Find a notary public or solicitor experienced in document certification for international use. Always confirm they’re FCDO-registered before proceeding.
2. Provide Your Documents and Identification
You’ll need:
- The original document or the document requiring certification
- Valid photographic ID (passport or driving licence)
- Proof of address (if required)
- Any additional documents related to your case
3. Attend the Notarisation Appointment
The notary or solicitor will:
- Verify your identity
- Witness your signature (if required)
- Certify copies as true copies of originals
- Attach their official certificate, seal, and signature
4. Get the Document Apostilled
Once notarised, the document can be submitted to the FCDO for apostille. The apostille certifies that the notary’s or solicitor’s signature is genuine.
5. Translation (If Required)
If the destination country requires documents in their language, arrange a certified translation after apostille.
Common Mistakes to Avoid
Using an Unregistered Solicitor or Notary
This is the most common reason for FCDO rejection. The FCDO checks every signature against their database. If the solicitor or notary isn’t registered, your application is rejected, and you’ll need to start again.
Before booking, ask: “Are you registered with the FCDO?” Get confirmation in writing.
Assuming Notarisation Replaces Apostille
Notarisation and apostille are separate steps. Notarisation certifies the document; apostille certifies the notary’s signature. You need both for international use.
Getting Documents Notarised Abroad
UK documents must be notarised in the UK by a UK notary or solicitor. Foreign notaries cannot certify UK documents for FCDO apostille.
Not Providing Original Documents
Some notaries require original documents even when certifying copies. Check requirements in advance to avoid wasted appointments.
Assuming All Solicitors Can Notarise
Not all solicitors are FCDO-registered or experienced in notarisation for international use. Use a specialist or confirm registration before proceeding.
How Much Does Notarisation Cost?
Notarisation fees vary depending on document type, complexity, and location:
Personal Documents
- £40-£150 + VAT per document
- Examples: passport copies, affidavits, personal declarations
Business Documents
- £70-£250+ + VAT per document
- Examples: powers of attorney, company resolutions, contracts
Additional Costs
- FCDO apostille: £45 (standard service)
- Courier/postage: £5.50-£29.50
- Translation (if required): Varies by document length and language
Always request a full fee estimate before booking to avoid surprises.
What Happens If You Skip Notarisation When It’s Required?
If you submit a private document or copy directly to the FCDO without notarisation, your application will be rejected. You’ll then need to:
- Get the document properly notarised
- Resubmit to the FCDO
- Pay FCDO fees again
- Wait for processing (15-20 working days standard service)
This can add weeks to your timeline and double your costs. Getting it right the first time is essential.
Get Certified Translation for Notarised and Apostilled Documents
Once your UK documents are notarised and apostilled, many countries also require certified translation into their official language. LITS provides certified translations that work alongside notarised and apostilled documents, ensuring your paperwork is fully compliant for international use.
Whether you need powers of attorney translated for property transactions, company documents for business registration, or personal certificates for immigration, we handle notarised and apostilled documents across 300+ languages with complete accuracy and confidentiality.
Contact LITS today for certified translation of your notarised UK documents.
In most cases, notarisation is just the first step — your documents will also need an apostille before they’re accepted internationally. Our guide on when you need an apostille for UK documents explains the full process.