Apostille vs consular legalisation: which do you need?

If you need a UK document recognised abroad, you'll quickly run into two terms: "apostille" and "consular legalisation". They do a similar job, but which one you need depends entirely on the country your document is going to. This guide explains the difference in plain English and helps you work out which applies to you.

What both processes are actually for

When you hand a UK birth certificate, degree, or company document to an authority in another country, they have no easy way of knowing the signature, stamp, or seal on it is genuine. Legalisation is the formal process that confirms those are authentic, so an overseas authority will accept the document. It verifies the official who signed or sealed the document, not the truth of its contents.

There are two routes, and the destination country decides which one you take.

What an apostille is

An apostille is a single official certificate added to your document by the UK government's Legalisation Office, part of the Foreign, Commonwealth and Development Office (the FCDO). It confirms the signature, stamp, or seal on the document is genuine.

The apostille exists because of an international treaty: the Hague Apostille Convention of 1961. Countries that have joined this convention agree to accept each other's documents with just an apostille attached, with no further steps. According to the Hague Conference on Private International Law (HCCH), which administers the treaty, the apostille replaces "the often long and costly legalisation process" with one certificate.

If your destination country is a member of the convention, an apostille is normally all you need.

What consular legalisation is

Consular legalisation (sometimes called embassy legalisation) is the older, longer route used for countries that are not members of the Hague Apostille Convention.

For these countries, an apostille on its own is not enough. The typical sequence is:

• The document is first legalised by the UK's FCDO Legalisation Office.
• It is then sent on to the embassy or consulate of the destination country in the UK for a further certification.
• Some countries require extra steps before or after this, such as certification by a particular government department first.

So consular legalisation is usually the apostille step plus one or more embassy stages, which is why it takes longer and costs more.

How to work out which one you need

The single most important question is: is the destination country a member of the Hague Apostille Convention?

• If yes, you generally need an apostille only.
• If no, you need consular legalisation through that country's embassy.

The authoritative, up-to-date list of member countries (the convention calls them "contracting parties") is published by the HCCH. As of the end of 2025, there were 129 contracting parties, and the list does change: for example, several countries have joined in recent years. Always check the current HCCH list rather than relying on an older one.

The gov.uk "Get your document legalised" pages are also a good starting point and will guide you through the application.

The rough difference in time and cost

For an apostille applied for directly through the FCDO, the published fees are:

• £45 per document for the standard paper-based service (plus return postage or courier)
• £35 per document for an e-Apostille (a digital apostille)

Standard paper applications are usually completed in up to 15 working days, while the e-Apostille service is typically up to 2 working days. Faster business services exist at higher fees.

Consular legalisation is harder to put a single price or timescale on, because each embassy sets its own fees, requirements, and processing times on top of the FCDO step. As a rule of thumb, expect it to take noticeably longer and cost more than a straightforward apostille.

This is general guidance, not formal legal advice. Requirements vary by country and by document type, so always confirm your specific case with the relevant authority or with us before you send anything.

Watch out for the extra steps

A few documents and countries have additional requirements that catch people out:

• Some documents must be signed or certified by a UK notary or solicitor before the FCDO will add an apostille.
• Many countries want a certified or sworn translation of the document, sometimes apostilled too.
• A small number of countries are not currently served by the standard return arrangements.

If any of this sounds uncertain, that's normal: it's exactly the sort of detail worth checking before you pay for the wrong process.

Frequently asked questions

Is an apostille the same as consular legalisation? No. An apostille is a single certificate accepted by countries in the Hague Apostille Convention. Consular legalisation is a longer process, including an embassy stage, used for countries outside the convention.

How do I know if my country is in the Hague Convention? Check the official HCCH list of contracting parties. It is the authoritative source and is kept up to date as countries join.

Can I just get an apostille to be safe? Not reliably. If the destination country is outside the convention, an apostille alone may be rejected, and you may still need full consular legalisation. It's best to confirm the requirement first.

Will I also need a translation? Often, yes: many overseas authorities require a certified or sworn translation, and sometimes that translation must be legalised too. It depends on the country and the document.

Still not sure which you need?

Working out the right route can feel daunting, especially when an embassy's requirements aren't clearly published. If you'd like someone to check your specific document and destination, we're happy to help.

Pegasus Legalisation is a Bristol-based notarial and document-legalisation firm. We handle FCDO apostilles (from £59, most ready in around 3 to 7 working days depending on the service), consular legalisation, certified and sworn translation, and notarial services. Call us on 07982 303 077, email info@pegasusnotaries.com, or visit us by appointment at 11A Kilmersdon Road, Bristol BS13 9NQ.

Sources

• Get your document legalised: Overview, GOV.UK
• Apostille Section, HCCH (Hague Conference on Private International Law)
• Apostille Convention (Convention of 5 October 1961): Status Table, HCCH
• Legalising a signature or seal, FCDO guidance (PDF), GOV.UK