e-Apostilles: What are they and how do they work?

The world of attestation is pretty confusing. Different documents have different processes for different countries. It’s a bit of a minefield, so any way you can make the process easier is going to be a welcome bonus.

With that in mind, in this blog we’re going to look at e-Apostilles. We’ll go through what they are, how they work, and how in some cases they can make attestation a bit simpler for you.

What’s an Apostille?

First things first we’ll go through exactly what an Apostille is and what it does. I like to think of it as a little passport for your documents. Pretty much any document presented overseas for official purposes will need one.

The clearest way to understand what they are and why they’re needed is to imagine someone presenting a document to you. Imagine someone from Australia is coming to work with you and they bring their degree to prove to you that they’re qualified.

They show you their degree. It’s from an Australian university that you’ve never heard of. Yeah, it looks legitimate – but how do you know that it’s not fake? How do you know they haven’t printed it themselves on fancy-looking paper?

That’s where an Apostille comes in. An Apostille is applied by the government of the country that issued the document (normally by the Foreign Affairs department). How the Apostille process works is dependent on whether or not the countries involved (the one the documents are being presented in and the one the documents were issued in) are members of something called the Hague Apostille Convention.

The Hague Apostille Convention

The Hague Apostille Convention is an agreement between a range of countries that aims to make the attestation process as simple as possible. Generally, if two countries are members and a document issued in one is being presented in another, an Apostille is the only thing required to attest it. There are some member countries that require more steps, though, so always double check the specific requirements of your documents.

An Apostille is applied by the government of the country that issued the document (normally by the Foreign Affairs department). They check it over, confirm it’s real, and stick a little piece of paper (the Apostille) to the back of your document to confirm that it’s legitimate. Then, when you present it overseas, the person you’re presenting it to knows it’s real – the government have officially said so.

When two countries are both members of Hague Apostille Convention, that tends to be the only step. If a country isn’t a member, the attestation process can be much more complicated with multiple steps involved. If you’re unsure what needs to happen with your documents, get in touch and we’ll be able to advise you.

Anyway – back to the imaginary Australian degree you’ve been handed. Turn it over, look on the back. Does it have an Apostille? If so, you don’t need to worry about whether it’s real or not. You know it is, because the Australian government have officially confirmed it. That’s why we have them.

So what’s an e-Apostille?

An e-Apostille works exactly the same way a paper apostille – it’s just applied electronically instead.

To get a traditional, paper Apostille you send your document to the Foreign Affairs department of whichever country issued it. That means sending it through the post (or, in some cases, you may need to physically take them yourself). They’ll process it and send it back to you with the Apostille attached.

But that can be pretty time consuming. You’ve got to post it, wait for it to be delivered, wait for them to process it, and then wait for it to be delivered back to you. You’re at the mercy of the delivery service. What if you’re in a rush and need your documents urgently?

That’s where an e-Apostille can come in handy. No curtain twitching to see if the postman’s coming. Here’s how they work:

1. A solicitor or Notary Public adds their FCDO-registered digital signature to your (electronic) documents
2. You upload the documents, complete with the digital signature, to the FCDO’s portal
3. It’s processed and sent back to you, ready for presentation!

You can’t just use any solicitor or Notary Public – their digital signature must be registered at the Foreign, Commonwealth & Development Office (FCDO). If you have no idea what that means and have no clue where to start finding a registered solicitor, don’t worry – we can take care of it for you! Just click the button below:

Can all documents be e-Apostilled?

First things first, it’s important to know that not all documents are eligible for an e-Apostille. Always make sure to double check if an e-Apostille is acceptable for your documents before getting one applied. Some countries don’t recognise them and some documents still require a paper Apostille.

The following documents can’t be e-Apostilled:

• Birth, Adoption, Marriage and Death Certificates
• Certificates of No-Impediment
• ACRO, NPCC, DBS Records and Official Police Verifications
• UK Government Certifications
• Fingerprint Papers
• Documents with Solicitor’s Handwritten Signatures
• Documents Authenticated by a Notary
• Court Papers with Manual Stamps
• Association of Chartered Certified Accountants (ACCA)
• Any documents required to be attested by Consulates or High Commissions

What are the benefits of an e-Apostille compared to a traditional Apostille?

I’ll say this: with apostilles and e-Apostilles, it’s not a case of one being better than the other. They both have the exact same function. Which one you use just depends on the requirements for your documents and a bit of personal preference.

If your document is eligible for an e-Apostille, there are a few reasons you might want one over a traditional paper apostille:

Speed

e-Apostilles can be much faster. Instead of waiting days (or even weeks) for the documents to be sent through the post, everything is handled online.

Convenience

Because everything is handled digitally, you can manage the process from anywhere. Whether you’re at home, in the office, or halfway around the world, as long as you’ve got an internet connection, you’re good to go. No need to waste your lunch break queuing at the post office.

Security

e-Apostilles use encrypted digital signatures and authentication systems, so they’re secure. Plus, because there’s no physical document flying through the postal system, there’s no risk of anything getting lost, damaged, or stolen.

Eco-friendly

e-Apostilles mean less paper usage and less transit emissions, so they’re more eco-friendly.

I’m interested in an e-Apostille!

If you need an e-Apostille, we’ve got you covered. We can handle the process for you from start to finish – no faffing around with portals or paperwork. Just send us your documents electronically, and we’ll take care of the rest. Quick, simple, stress-free.

And if your documents aren’t eligible for an e-Apostille? No problem. We can help you get a traditional, paper Apostille just as easily. Our team knows the ins-and-outs of the attestation world and we’ll make sure your documents are sorted properly, no matter which route they need to go down.

You can give us a ring on +44 (0)330 088 1142 or email us on sales@vitalconsular.com and we’ll be more than happy to advise you!