Companies House documents are often requested when a UK company needs to do business abroad. Foreign banks, notaries, government authorities, tax offices, suppliers and regulators may ask for proof that the company exists, is registered and has certain officers or shareholders.
If these documents are being used outside the UK, they may need to be legalised with an apostille before they can be accepted.
However, Companies House documents come in different formats. A basic PDF download may not always be enough. In some cases, you may need a certified copy, solicitor certification, notarisation or a paper apostille.
What Companies House documents may need an apostille?
Common Companies House documents for overseas use include:
- Certificate of Incorporation
- Memorandum and Articles of Association
- Certificate of Good Standing
- company profile
- current appointments report
- confirmation statement
- statement of capital
- register of directors
- register of shareholders
- registered office details
- filing history documents
The exact documents required depend on the foreign authority, bank, notary or business partner.
Can Companies House documents be apostilled?
Yes. Companies House documents can often be apostilled if they are prepared in the correct format.
Some documents may be suitable if they have been officially certified or issued with suitable authentication. Others may need to be certified by a UK solicitor or notary before the apostille can be added.
The apostille confirms the recognised signature, stamp or seal. It does not confirm the company’s financial position, trading activity or commercial reputation.
Is a PDF download enough?
A PDF downloaded from Companies House is useful for checking company information, but it may not always be accepted for apostille or overseas use.
Foreign banks and authorities often want documents that have been officially certified, notarised or legalised. A simple downloaded PDF may not contain a signature, stamp or seal that can be verified for apostille purposes.
If you only have a PDF, it may need to be printed and certified by a solicitor or notary before legalisation.
What is a certified Companies House document?
A certified Companies House document is a company record issued or certified in a more formal way than a basic download.
It may be requested when a foreign authority wants official confirmation that the document comes from the UK company registry.
Some overseas organisations specifically ask for Companies House certified documents. Others may accept solicitor-certified copies. The correct choice depends on the requirement you have been given.
When might solicitor certification be needed?
Solicitor certification may be needed when the document does not contain a directly verifiable signature, stamp or seal.
A solicitor can certify that a copy is a true copy of the Companies House document or certify it in another suitable format. The apostille can then be attached to the solicitor’s certification.
This is common for printed PDFs, company profiles, appointment reports and other corporate records downloaded online.
When might notarisation be needed?
Some foreign banks, notaries or government offices may specifically request notarised company documents.
Notarisation can be required for more formal corporate procedures, such as branch registration, property transactions, powers of attorney, overseas tenders or high-value banking matters.
If the receiving authority asks for notarised documents, solicitor certification may not be enough.
Paper apostille or e-Apostille?
The best format depends on the document and the receiving authority.
A paper apostille is often suitable when the document will be submitted physically to a bank, notary, government office or registry abroad.
An e-Apostille may be possible for certain electronic documents, but not every authority accepts digital legalisation. If the document needs to be printed, posted or presented in person, a paper apostille may be the safer option.
Before choosing an e-Apostille, check whether the overseas authority will accept it.
Do you need a translation?
If the Companies House documents are being used in a country where English is not accepted, a certified translation may be required.
The correct order can vary. Some authorities want the company documents apostilled first and then translated. Others may ask for the translation itself to be certified or legalised.
For corporate procedures, some authorities may require a full translation of all pages, while others may only need selected documents translated.
Will an apostille be enough?
In many countries, an apostille is enough for Companies House documents to be accepted. However, some countries may require further embassy or consular legalisation after the apostille.
This depends on the destination country and the organisation requesting the documents.
Before submitting company records abroad, check whether the authority needs only an apostille or an additional legalisation step.
Common reasons for delays
Companies House document apostille applications may be delayed if the documents are only basic PDF downloads, if the wrong company record has been provided, or if the certification wording is incomplete.
There may also be delays if the receiving authority requested certified Companies House documents but received uncertified copies, or if translation or further legalisation is missing.
Checking the exact requirement before preparing the documents can help avoid rejection.
How 12 Apostille can help
12 Apostille can help you prepare and legalise Companies House documents for overseas use. We can advise whether your documents appear suitable for apostille, whether official certification, solicitor certification or notarisation may be needed, and whether translation or further legalisation may be required.
This helps reduce the risk of delays and makes sure your UK company records are prepared correctly before they are submitted abroad.
Final checklist
Before arranging an apostille for Companies House documents, check which company records the receiving authority requires, whether a PDF download is acceptable, and whether official certification, solicitor certification or notarisation is needed.
You should also check whether a paper apostille or e-Apostille is acceptable, whether a translation is required and whether the destination country asks for further legalisation.
Preparing the correct Companies House documents from the start can help avoid delays with overseas banking, company registration, tax, contracts or corporate procedures.