Can You Apostille a Photocopy? Certified Copies and UK Apostilles Explained

Posted on 20th October 2026

by AJ Bennetts

One of the most common questions from people preparing documents for use abroad is whether they can simply apostille a photocopy. They might not want to part with an original degree certificate or passport, or they might need several copies for different authorities. The answer is that a plain photocopy cannot be apostilled on its own. A properly certified copy usually can. This guide explains how that works, who can certify a copy, what the apostille actually confirms, and when a copy may not be acceptable.

Can a plain photocopy be apostilled in the UK?

No. In the UK, apostilles are issued by the Foreign, Commonwealth and Development Office (FCDO) Legalisation Office. An apostille does not confirm that the contents of a document are true. It confirms that the signature, seal or stamp on the document belongs to a UK public official or recognised authority, such as a registrar, a court officer, a solicitor or a notary public. The FCDO checks that signature or seal against its records.

A plain photocopy has no original signature or seal that the FCDO can verify. A photocopied signature cannot be authenticated, so there is nothing for the apostille to attach to. This is why the FCDO’s guidance on gov.uk says that photocopies must first be certified by a UK solicitor or notary public before they can be legalised.

This follows from how the system works under the Hague Apostille Convention, which is administered by the Hague Conference on Private International Law (HCCH). The Convention covers public documents and certifies the origin of a signature or seal. It does not certify a document’s content.

What is a certified copy, and who can certify it?

A certified copy is a photocopy that a qualified professional has compared against the original and then signed to confirm it is a true copy. For apostille purposes in the UK, the certification should be done by a practising UK solicitor or notary public. The FCDO can verify their signatures.

The FCDO’s guidance explains what the certification should include. In general terms, the solicitor or notary should:

• sign the document with their own personal signature, not a company or firm signature
• include a statement confirming what they have done, for example that the copy is a true copy of the original they have seen
• include the date of certification
• include their name and the name and address of their practice

Requirements can change, so always check the current wording on gov.uk before you have a document certified. A certification that is missing key details, or that has been signed by someone whose signature the FCDO cannot verify, may be rejected. That can cost you time.

Other people who commonly certify documents for UK purposes, such as accountants, bank staff, teachers or the person who countersigns a passport application, are generally not suitable for apostille purposes. Their signatures are not ones the FCDO can authenticate.

What does the apostille confirm on a certified copy?

When a certified copy is apostilled, the apostille confirms the solicitor’s or notary’s signature. It does not authenticate the original document behind it, and it does not confirm that the original was genuine. The apostille certificate will usually name the solicitor or notary as the person whose signature has been verified.

For many purposes abroad, this is perfectly acceptable. A legal professional has confirmed the copy matches the original, and the apostille confirms that professional is genuine. Some foreign authorities, however, want the apostille to relate directly to the issuing body’s signature. This is one reason to check what the recipient needs before you start.

When do you need a certified copy rather than the original?

There are a few situations where certification is either necessary or a practical choice.

When the FCDO cannot verify the original signature

Some original documents cannot be apostilled directly. The FCDO can only authenticate signatures and seals it can verify. Documents issued by private bodies, such as companies, or by organisations whose signatures the FCDO does not hold, often need to be certified by a solicitor or notary first. Examples can include some educational certificates, company documents, bank letters and medical letters. The FCDO’s guidance on gov.uk sets out which types of document need certification, and it is worth reading before sending anything.

When you need to keep the original

Some originals are hard or impossible to replace, or you may need them for other purposes. Passports are a common example. Many people need a certified copy of their passport apostilled for a bank account, a company registration or a residency application abroad. Sending the passport itself is usually impractical, so a certified copy is the normal route.

When you need multiple sets

If several overseas authorities each need their own apostilled document, certified copies can be made from one original. Each copy is certified and apostilled separately.

When the original is a public document that can be apostilled directly

Many UK public documents can be apostilled in their original form, without any extra certification. These include birth, marriage and death certificates issued by the General Register Office or a local register office, as long as they carry the signature or seal the FCDO needs. In the UK, these certificates are themselves official certified copies of a register entry. A photocopy of one, however, would still need solicitor or notary certification. Many foreign authorities expect the official certificate itself, so getting a fresh official copy from the register office can be a better option than certifying a photocopy.

Will the receiving country accept a certified copy?

This is the most important question, and only the receiving authority can answer it. The apostille process in the UK only confirms the authenticity of a signature. Whether that document is acceptable for your purpose is decided by the person or body abroad that receives it.

In practice, acceptance varies:

• Some authorities happily accept apostilled certified copies of passports, degrees and company documents.
• Some insist on the original document carrying the apostille, particularly for civil status documents such as birth or marriage certificates.
• Some specify a particular form of certification, or need the document to be recently issued or recently certified.
• Some also need a certified translation, which may itself need to be notarised and apostilled.

Before you have anything certified or apostilled, ask the receiving organisation, whether that is an embassy, a foreign court, a university, a bank or a government department, exactly what it needs. Getting written confirmation, even by email, can save you from repeating the process.

It is also worth checking whether the destination country is a party to the Hague Apostille Convention. The HCCH publishes the current list of contracting parties. Countries outside the Convention may need further legalisation through their embassy or consulate after the FCDO stage.

How does the process work for a certified copy?

The general steps for apostilling a copy of a document in the UK are:

• Confirm requirements: check with the receiving authority that a certified copy is acceptable and whether it has specific wording or translation requirements.
• Take the original to a UK solicitor or notary: they need to see the original document to certify that the copy is a true copy. They will sign and date the certification with their practice details.
• Submit to the FCDO: the certified copy is sent to the FCDO Legalisation Office, which checks the solicitor’s or notary’s signature and attaches the apostille.
• Further legalisation if needed: if the destination country is not part of the Hague Apostille Convention, the apostilled document may then need to go to that country’s embassy or consulate.

The FCDO also runs an e-Apostille service for documents that have been digitally signed by a UK solicitor or notary. If the receiving authority accepts electronic documents, a certified copy produced as a digitally signed PDF can be e-apostilled. The result can be shared and verified online, with no paper to post. Check that the recipient accepts e-Apostilles before using this route, as not all do.

Common mistakes to avoid

• Using the wrong certifier: only a UK-registered solicitor or notary public is suitable for apostille purposes.
• Incomplete certification: missing dates, missing practice addresses or a firm signature instead of a personal one can lead to rejection.
• Certifying when an original is required: some countries will only accept the original public document with an apostille. Check first.
• Forgetting translations: if the destination country needs a translation, find out whether that also needs notarising and apostilling, and in what order.
• Separating pages: certified copies of multi-page documents should be kept together as certified. Unstapling or altering them can make the certification unreliable.

Need help with certified copies and apostilles?

If you are unsure whether your document can be apostilled as it is, or whether you need a certified copy first, Apostille Direct London can help you work out the right route. Visit our office at Room 102, Golden Cross House, 8 Duncannon Street, Westminster, London WC2N 4JF, opposite Charing Cross Station. Walk-ins are welcome Monday to Friday, 9:00am to 6:30pm. You can also call us on 0203 297 8766 to discuss your documents, including our FCDO next-working-day and e-apostille services.

Posted in Notarial Blog