Apostille vs e-Apostille vs embassy legalisation

Published 7 September 2026 · Last updated 4 October 2026 · Official fees checked on GOV.UK 4 October 2026 (Companies House, FCDO)

There are three routes a UK company document can take abroad. A paper apostille (£45 per document plus courier) is attached by the FCDO to the original certified document. An e-Apostille (£35) is attached to a PDF that has been electronically signed by a UK notary or solicitor, and arrives as a digital file. Embassy legalisation is a further stage, after the apostille, for countries outside the Hague Apostille Convention. The recipient decides which it will accept, so ask before you order. Fees from GOV.UK, checked 4 October 2026.

UKCOGS is a private agent. We order Companies House documents on a buy-now basis and handle apostille and embassy stages on a quote-only basis.

The three routes compared

GOV.UK also lists two paper services for registered businesses: Next-Day at £40 and Restricted Urgent (same day, pre-approved) at £100.

Paper apostille

The paper route is the most widely accepted. A Companies House certified certificate or certified copy carries the signature of a Companies House official, which the FCDO can check against its records. The FCDO attaches the apostille and returns the document by courier (£6 UK, £32 most of Europe, £42 rest of the world, per 1.5kg) or by a prepaid UK envelope you supply.

Choose paper when the recipient says “original”, “wet ink” or “hard copy”, when embassy legalisation will follow, or when you are not sure. It is slower but rarely refused for format.

e-Apostille

GOV.UK says the e-Apostille service needs documents uploaded as PDF files that have been electronically signed by a UK notary or solicitor. For a company document, that normally means a notary or solicitor certifies and e-signs a copy, and the FCDO apostilles that signature. You receive a digital file the recipient can verify online.

Choose e-Apostille only when the recipient confirms in writing that it accepts electronic apostilles for this document. It is faster and cheaper per document, but the notary or solicitor stage adds its own fee, and some banks and registries still want paper. GOV.UK lists documents that are not eligible for e-Apostille, such as General Register Office certificates.

Embassy legalisation

For countries outside the Convention, the destination’s embassy in the UK legalises the document after the apostille. Embassies normally need paper. A further ministry step may follow abroad. Each embassy sets its own fee and timetable, which we confirm when quoting. See apostille vs embassy legalisation for how to tell whether your destination needs it.

How to choose, step by step

1. Ask the recipient three questions: paper or electronic? apostille only, or apostille plus embassy? translation before or after?
2. Check the destination on the HCCH status table or our legalisation hub.
3. Order the right Companies House document, certified, via our Certificate of Good Standing page or the company documents pack.
4. Request a quote for the legalisation route the recipient named.
5. Plan the timeline using the published times, and keep scans of every stage.

Worked example

A UK company needs documents for two recipients. A Portuguese bank confirms by email that it accepts e-Apostilles. A UAE free zone wants paper with UAE embassy legalisation.

For Portugal, a solicitor-signed PDF of the Certificate of Good Standing goes for an e-Apostille (£35 FCDO fee, up to 2 working days). For the UAE, a second certified COGS goes for a paper apostille (£45 plus courier), then to the UAE embassy. Two certificates at £79 ex VAT each through UKCOGS (including the £22 Companies House fee each), with the legalisation stages quoted separately. Using one paper route for both would have been slower for Portugal; using e-Apostille for both would have failed for the UAE.

Common mistakes

• Printing an e-Apostille. A printout loses the digital verification; send the file as issued.
• Using e-Apostille before embassy legalisation. Embassies usually need paper.
• Uploading a Companies House download. It is not e-signed by a notary or solicitor and cannot be apostilled.
• Choosing on price alone. £10 saved on the FCDO fee is lost if the recipient refuses the format.
• Quoting an old e-Apostille fee. The current GOV.UK fee is £35 per document.

Frequently asked questions

Which is more widely accepted, paper or e-Apostille?

Paper. Many banks, registries and notaries still ask for it, and embassies usually need it. Use e-Apostille only with written confirmation.

Can a Companies House certificate get an e-Apostille?

Indirectly. GOV.UK requires a PDF signed electronically by a UK notary or solicitor, so a notary or solicitor would certify and e-sign a copy first.

How long does each take?

GOV.UK says up to 2 working days for e-Apostille and usually up to 25 working days plus courier for standard paper. Embassy times vary.

Can I mix paper and e-Apostilles in one pack?

You can, but the recipient may want a consistent format. Ask before splitting a pack.

Does an embassy stamp replace the apostille?

No. For non-Hague countries the embassy stage normally comes after the apostille.

Is the e-Apostille cheaper overall?

The FCDO fee is £10 lower, but the notary or solicitor signing adds a cost. Compare the full route.

Can UKCOGS tell me which one to use?

We can explain the options and quote for what the recipient asks for, but the recipient decides what it accepts.