An apostille application can be rejected or delayed if the document is not suitable for legalisation, the signature cannot be verified, or the document has not been prepared in the correct format.
This can be frustrating, especially if the document is needed for a visa, marriage, work, study, property transaction, business registration or legal process abroad.
The good news is that many apostille problems can be fixed. The key is to understand why the application was rejected and what needs to be changed before resubmitting the document.
1. The document does not have a verifiable signature, stamp or seal
An apostille confirms the authenticity of a recognised signature, stamp or seal on a UK document.
If the document does not contain anything that can be verified, it may not be suitable for apostille in its current form.
This often happens with private documents, online printouts, PDFs, employment letters, bank statements, proof of address documents and company records.
How to fix it
The document may need to be certified by a UK solicitor or notary before it can be legalised.
The apostille can then be attached to the solicitor’s or notary’s certification, rather than directly to the original document.
2. The document is only a photocopy
A simple photocopy is one of the most common reasons for apostille problems.
A photocopy of a birth certificate, passport, degree certificate, bank statement or company document may not be accepted unless it has been properly certified.
The Legalisation Office needs a recognised signature, stamp or seal to verify. A plain photocopy usually does not provide this.
How to fix it
Check whether the receiving authority accepts a certified copy. If it does, arrange solicitor certification or notarisation before applying for the apostille.
If the authority requires the original document, you may need to provide the original or order an official replacement.
3. The document has not been certified correctly
Some documents require solicitor certification or notarisation before apostille, but the certification must be suitable.
Problems can occur if the certification wording is unclear, the solicitor’s details are missing, the stamp is not visible, or the signature cannot be verified.
Even if a document has been certified, it may still be rejected if the certification is incomplete.
How to fix it
Use clear certification wording and make sure the certifier includes their full name, signature, professional details, date and stamp or seal where applicable.
If the overseas authority has requested notarisation, do not use solicitor certification unless they have confirmed it is acceptable.
4. The document is damaged or unclear
A document may be delayed or rejected if it is damaged, torn, faded, laminated, stained or difficult to read.
This is especially important for civil certificates such as birth, marriage, death, adoption and civil partnership certificates.
If the signature, stamp, seal or document details cannot be checked clearly, the apostille process may fail.
How to fix it
If the document is damaged or unclear, order a fresh official replacement before applying for an apostille.
For civil certificates, a newer official copy is often safer than an old or damaged original.
5. The wrong document has been submitted
Sometimes the apostille application is rejected because the document is not the one the overseas authority requested.
For example, they may ask for a final order but receive a decree nisi, or ask for an ACRO Police Certificate but receive a DBS certificate.
This can also happen with company documents, where a foreign bank asks for a Certificate of Good Standing but receives a Certificate of Incorporation instead.
How to fix it
Check the exact wording of the requirement before preparing the document.
If the receiving authority has provided a document list, template or example, follow it closely. Do not assume that similar documents are interchangeable.
6. The document is too old
Some documents may be valid in principle but too old for the receiving authority.
This is common with Certificates of No Impediment, police certificates, medical certificates, proof of address documents, employment letters, bank statements and professional registration documents.
Even if the apostille is accepted, the overseas authority may reject the document because it was issued too long ago.
How to fix it
Check whether the receiving authority has set a validity period. They may require the document to be dated within the last 30 days, three months, six months or another period.
If the document is too old, obtain a fresh version before legalisation.
7. The document was printed from an online account
Many documents are now issued digitally or downloaded from online portals. These may include bank statements, HMRC letters, Companies House records, university transcripts, professional certificates and medical records.
A simple printout may not be accepted for apostille unless it has been certified correctly.
How to fix it
Check whether the receiving authority accepts digital documents or certified printouts.
If a paper version is needed, print the document clearly and arrange solicitor certification or notarisation before applying for an apostille.
8. The document needs notarisation, not solicitor certification
Some overseas authorities specifically ask for a notarised document. This is common for powers of attorney, commercial contracts, company documents, property documents and certain legal declarations.
If the document is only certified by a solicitor when notarisation was required, it may be rejected by the receiving authority even if the apostille is issued.
How to fix it
Check whether the requirement says “notarised”, “notarial”, “notary public”, “certified”, “legalised” or “apostilled”.
If notarisation is required, arrange this before apostille legalisation.
9. Translation requirements were missed
Some countries require documents to be translated before they can be accepted. In some cases, the apostilled document must be translated. In others, the translation itself may need certification or legalisation.
If the translation is missing or prepared in the wrong order, the document may be rejected by the receiving authority.
How to fix it
Ask the receiving authority whether translation is required, which language is needed, and whether the translation must be certified, sworn, notarised or legalised.
Do this before arranging the apostille if the order matters.
10. Further legalisation was required
An apostille is not always the final step. Some countries or authorities may require embassy or consular legalisation after the UK apostille.
This is common for certain documents being used in countries that require additional attestation or have specific document rules.
If this step is missed, the document may be rejected abroad even if the UK apostille was issued correctly.
How to fix it
Check whether the destination country accepts an apostille only or requires further embassy, consular or ministry legalisation.
This is especially important for business documents, education documents, powers of attorney and documents for countries with additional attestation processes.
How 12 Apostille can help
12 Apostille can help identify why an apostille application may have been rejected or delayed. We can review the document format, certification, document type and destination-country requirements before resubmission.
We can also advise whether solicitor certification, notarisation, translation or further legalisation may be needed.
This helps reduce the risk of repeat rejection and makes sure the document is prepared correctly before it is sent again.
Final checklist before resubmitting
Before resubmitting an apostille application, check whether the document has a recognised signature, stamp or seal, whether it is the correct document, and whether it is clear, complete and undamaged.
You should also check whether the document needs solicitor certification, notarisation, translation or further embassy legalisation.
Taking time to fix the cause of rejection can help avoid further delays and make the apostille process much smoother.