When a UK company signs a contract abroad, the overseas party may ask for documents proving that the company exists and that the person signing has authority to act on its behalf.
This is common for supplier agreements, distributor contracts, property transactions, agency appointments, tenders, joint ventures, banking arrangements and local registration processes.
Why company paperwork may be requested
A foreign counterparty may not be able to check UK company information in the same way a UK business can.
They may ask for official or certified documents to confirm the company name, registration number, directors, shareholders and signing authority.
If those documents are being used formally abroad, they may need certification, legalisation, translation or embassy attestation.
Certificate of Incorporation
A Certificate of Incorporation is often requested to prove that the UK company legally exists.
It confirms the company name, registration number and incorporation date.
If the certificate is downloaded or printed, it may need solicitor or notary certification before it can be legalised for overseas use.
Memorandum and Articles of Association
The overseas party may ask for the company’s Memorandum and Articles of Association to check the company’s structure and signing powers.
These documents may be needed for commercial contracts, joint ventures, property matters or regulatory approvals.
Printed or downloaded versions may need certification before legalisation.
Director and shareholder evidence
Some contracts require evidence of who owns or controls the UK company.
This may include director appointment records, shareholder registers, share certificates, PSC information or a Companies House company extract.
Internal company documents often need solicitor or notary certification before they can be legalised.
Board resolution approving the contract
A board resolution may be required to confirm that the company has approved the contract and authorised a named person to sign it.
The resolution should clearly identify the contract, the authorised signatory and the powers granted.
As an internal company document, it usually needs certification or notarisation before legalisation.
Power of Attorney for signing abroad
If someone outside the UK will sign on behalf of the company, a Power of Attorney may be required.
This can authorise a lawyer, director, employee, agent or local representative to sign documents, attend appointments or complete registration steps abroad.
Some countries accept solicitor-certified Powers of Attorney, while others require notarisation by a Notary Public.
Identity documents for signatories
The foreign party may ask for identity documents for the person signing the contract.
This may include a passport copy, proof of address or director identity documents.
Copies usually need solicitor or notary certification before they can be legalised for formal overseas use.
Translation and embassy attestation
If the receiving party 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.
This should be checked before signing, especially where the contract deadline is fixed.
Check requirements before execution
Before signing a contract abroad, ask the overseas party, lawyer or notary exactly what they need.
Confirm which documents are required, whether the contract must be signed before a solicitor or Notary Public, whether legalisation is needed and whether translation or embassy attestation applies.
If your UK company is signing contracts abroad, 12 Apostille can review the document requirements, confirm the correct route and help prepare company paperwork for international use.