How to Prepare Documents for UK and International Use: A Guide to Notarisation & Legalisation
When sending important documents abroad—whether for business, education, personal matters, or legal affairs—getting them properly prepared is essential. A small mistake, like signing a form before it’s notarised or submitting the wrong type of copy, can delay your entire process. Whether you’re applying for dual citizenship, getting married overseas, dealing with property transactions, or submitting academic credentials, your documents must meet both UK legal standards and the requirements of the destination country.
In this article, we break down exactly how to prepare your documents for both UK and international use, covering notarisation, apostille services, and embassy legalisation.
1. Understand the Purpose and Destination of the Document
Before anything else, you need to know where your document is going and what it will be used for. Countries have different requirements for accepting foreign documents.
For example:
- EU countries often accept an apostille issued in the UK under the Hague Convention.
- Some countries (like the UAE or China) also require consular legalisation—meaning your document must be stamped by their embassy or consulate after notarisation and apostille.
Knowing your destination determines how far your document must go in the legalisation chain.
2. Confirm What Type of Document You’re Using
Not all documents are treated equally. Ask yourself:
- Is it an original document (like a birth certificate or degree)?
- Or is it a copy that needs to be certified as a true copy?
Also, check if a translation is required. Some countries require notarised translations if the document isn’t in their official language.
Common documents needing notarisation include:
- Academic certificates
- Birth and marriage certificates
- Powers of attorney
- Affidavits and declarations
- Company documents (e.g. Articles of Association, Certificates of Incorporation)
3. Prepare the Correct ID and Supporting Documents
To notarise a document, you must present valid identification. Usually, you’ll need:
- A valid passport
- A recent utility bill or bank statement (as proof of address)
If the document involves another party (like a child or company), bring supporting paperwork that shows your authority to act.
Tip: Never sign the document in advance. The notary must witness your signature in person unless otherwise stated.
4. Avoid These Common Mistakes
It’s easy to make innocent errors that result in delays. Here are a few to avoid:
- Signing documents before your appointment – The notary must witness the signature.
- Assuming a solicitor’s stamp = notarisation – Only a registered notary public can notarise.
- Using unofficial translations – Only certified translators are acceptable.
- Forgetting to ask if an apostille is needed – Some clients notarise a document but forget it also needs legalisation.
5. Know What Happens During the Notarisation Appointment
During your appointment, the notary will:
- Review the document
- Confirm your identity and legal capacity
- Witness or certify your signature
- Add their official stamp and signature
Depending on the document, they may also prepare a notarial certificate.
You’ll receive the original notarised document, and if necessary, your notary can assist with the next step: legalisation.
6. Legalise the Document (Apostille & Consular)
Legalisation ensures your UK-notarised document is accepted in other countries. There are two routes:
Apostille (for Hague Convention countries)
Your document is sent to the FCDO (Foreign, Commonwealth & Development Office) to receive an apostille certificate.
Consular Legalisation (for non-Hague countries)
Some countries—like UAE, China, or Qatar—require documents to be:
- Notarised
- Apostilled
- Then legalised by their embassy
This process can take longer, so plan ahead.
7. Final Tips for a Smooth Process
- Book early – Some steps like apostille or embassy visits can take days or weeks.
- Bring original documents – Not all copies are acceptable.
- Ask your notary – They can guide you on document-specific requirements.
Need Help Preparing Your Documents?
At LM Notary Public, we specialise in preparing, notarising, and legalising documents for international use. Whether you’re handling personal, academic, or corporate matters, we ensure your paperwork is correctly handled and legally valid—every step of the way.
Contact us today to book an appointment or get advice on your document needs.
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