When a UK company starts working with an overseas supplier, distributor, manufacturer or client, the onboarding process may involve more than signing a contract. The foreign business may ask for documents proving that the UK company exists, is properly registered, has authorised signatories and can trade internationally.
These documents may be valid in the UK, but they may still need certification, legalisation, translation or embassy attestation before the overseas party will accept them.
Company registration documents
A supplier or client may ask for proof that the UK company is legally registered.
This can include a Certificate of Incorporation, Companies House company profile, company extract, Memorandum and Articles of Association or other official company records.
If the documents are downloaded or printed from online records, they may need solicitor or notary certification before they can be legalised for overseas use.
Certificate of Good Standing
A Certificate of Good Standing may be requested to show that the company is active and properly maintained.
This is often used in onboarding checks where the overseas partner wants reassurance that the company is not dissolved, struck off or inactive.
Some suppliers or clients may require this certificate to be recently issued, so check any validity period before ordering it.
Director and shareholder information
Overseas suppliers may need to know who owns, controls or manages the UK company.
They may ask for director appointment records, shareholder registers, PSC information, share certificates or ownership structure charts.
Because many of these are internal company documents, they often need solicitor or notary certification before legalisation.
Signing authority documents
If a director, employee or representative is signing contracts or onboarding forms, the overseas supplier may ask for proof that the person is authorised to act for the company.
This can include a board resolution, authority letter or Power of Attorney.
The document should clearly state who is authorised, what they can sign and which supplier or transaction it relates to.
Bank and payment documents
Supplier onboarding often includes payment and compliance checks.
The overseas partner may ask for bank letters, account confirmation, proof of company address, VAT registration, tax documents or source of funds information.
Many of these documents are issued digitally, so a printed PDF may need solicitor or notary certification before legalisation.
Tax and VAT documents
Some suppliers or clients ask for UK tax documents before opening a trading account or approving payment terms.
This can include VAT certificates, HMRC letters, tax residency certificates, UTR-related documents or accountant letters.
If the document does not carry a verifiable signature, seal or stamp, certification may be required before it can be legalised.
Commercial contracts and compliance forms
Overseas onboarding may also involve distributor agreements, supplier contracts, anti-bribery declarations, sanctions forms, compliance statements or insurance certificates.
Private contracts and compliance documents often need solicitor or notary certification before legalisation if they are being submitted formally abroad.
Check whether the overseas party requires the full document or only a certified extract.
Translation and embassy attestation
If the overseas supplier or client does not accept English documents, certified or sworn translation may be required.
For countries outside the Hague Apostille Convention, UK legalisation may not be the final step. Embassy or consular attestation may also be needed before the documents are accepted.
These extra stages should be checked early if onboarding is linked to a production deadline, shipment date or contract start date.
Confirm the onboarding checklist
Before preparing UK business documents, ask the overseas supplier, client or compliance team for a written checklist.
Confirm which documents are required, whether originals or certified copies are accepted, whether notarisation is needed, and whether legalisation, translation or embassy attestation applies.
If your UK company is completing overseas supplier onboarding, 12 Apostille can review the document list, confirm the correct route and help prepare company paperwork for international use.