The FCDO's advice for using a UK lasting power of attorney in Spain lists three steps in a fixed order: register it with the Office of the Public Guardian, "Get the document legalised", then "Get the document translated by a sworn translator registered in Spain".
That order, apostille on the original first and the destination's own translator last, is the pattern for most UK documents going abroad. The exceptions are where people pay twice: an apostilled translation bought for an office that only recognises its own sworn translators, or a translation made before the apostille it was supposed to include.
This guide covers when you need a translation, an apostille or both, which comes first, when the translation must be made or sworn in the destination country, when the translation needs its own apostille, and how it works for foreign documents used in the UK.
Do you need a translation, an apostille, or both?
Three questions decide it, and only the receiving authority can answer them:
- Is the document in a language it accepts? The Dutch government says "Documents in English do not have to be translated for use in the Netherlands", so a UK birth certificate there needs only its apostille.
- Does it want an apostille on the original? The FCDO's country guides list which documents each country wants "legalised (with an apostille)".
- Who may translate? Many countries recognise only translators sworn or registered under their own system.
| Your situation | What to do, in order | Example |
|---|---|---|
| UK document; destination accepts English | Apostille only | Netherlands: civil status records need "a normal apostille", no translation |
| UK document; destination wants its own sworn translator | 1. Apostille on the original 2. Translation by a sworn translator under that country's system | Spain: lasting power of attorney |
| UK document; destination accepts an authenticated translation made elsewhere | 1. Apostille on the original 2. Certified translation 3. Translation notarised and apostilled | Hague Conference mechanism for translations |
| UK document; country outside the Convention | 1. Apostille 2. Embassy in London 3. Foreign ministry; translate as the embassy says | Qatar |
| Foreign document for the Home Office | Certified translation meeting paragraph 39B(f); no apostille | Immigration Rules |
| Foreign document for a UK body that wants an apostille | 1. Apostille in the issuing country 2. Certified English translation, including the apostille | Brazilian birth certificates |
Which comes first, the apostille or the translation?
The apostille on the original, in almost every case. It must sit on the public document itself (or on a notary's certified copy), and the Hague Conference on Private International Law (HCCH) says you "should never detach an Apostille". A translation made afterwards can then cover the whole document as presented, apostille included.
For a UK document, the full sequence runs:
- Get the right original. Order a fresh certificate if the destination limits how old it may be; Spain's Foreigners' Office usually wants a marriage certificate "both issued and legalised in the last 3 months".
- Certify it if it is not a public document. Degree certificates, passport copies and powers of attorney need a UK notary or solicitor first; see which documents need an apostille.
- Apostille it at the FCDO Legalisation Office, on paper or as an e-Apostille.
- Translate it under the destination's rules.
- Authenticate the translation if required: sworn in the destination country, certified by a consulate, or notarised and apostilled.
- For a non-Convention country, take it to that country's embassy in London and then its foreign ministry, as the FCDO describes for Qatar.
The FCDO's Italy guidance follows the same order for a name change: a UK deed poll can be "legalised by the UK Legalisation Office and then officially translated".
Does the apostille itself need translating?
Not under the Convention, as our guide to what an apostille is explains. The HCCH's Apostille Handbook says an apostille "may not be rejected because it is drawn up in a language other than the language of the State of destination", and that the rule against further formalities "includes translation".
The underlying document is different. The same passage says the destination may still reject a document that is "not accompanied by a translation". Because a complete translation of the document as presented includes everything on it, translators often render the apostille too; ask the authority whether it wants it.
When must the translation be made or sworn in the destination country?
Often. The UK has no sworn translators, but many civil-law countries appoint them, and their authorities may recognise no one else:
| Destination | Who may translate | Source |
|---|---|---|
| Spain | Translations into Spanish are official when made by a sworn translator-interpreter appointed by the Ministry of Foreign Affairs; the Spanish Consulate General in London lists sworn translators "registered in Spain with residence in the UK" | Spanish Ministry of Foreign Affairs; Consulate General in London |
| Italy | An Italian translation "certified as compliant" by a consulate or an official translator; the consulate in London certifies translations only for declarations of value and for Italian citizens' civil status records it registers, so for other purposes it points to a sworn translator in Italy or a prepared translation sworn before an Italian court, municipality or notary | Italian Ministry of Foreign Affairs; Consulate General in London |
| France | A traducteur agréé, a court expert on a court of appeal or Cour de cassation list; abroad, a translator approved by the local authorities, whose signature the French consulate must certify | Service-Public.fr |
| Netherlands | No translation for English documents; for Ukrainian documents, a sworn translator in Ukraine with both documents apostilled, or a sworn translator in the Netherlands | Netherlands Worldwide |
| Poland | To exchange a UK driving licence you may need "a sworn translation"; Polish rules require a licence translation made or certified by a sworn translator or a Polish consul, except for licences on the EU model | FCDO, Living in Poland; Polish licensing regulation of 5 August 2025 |
| Portugal | No translation of documents in English for AIMA (residence) or DGES (degree recognition); where one is needed, a Portuguese notary or registrar, a lawyer or solicitor practising in Portugal, a chamber of commerce or a consulate makes or certifies it | AIMA; DGES |
| Turkey | UK documents "must be legalised in the UK and translated by a notarised translator" | FCDO, When someone dies in Turkey |
Where a rule like this applies, an apostille on a translation made elsewhere does not satisfy it, and Official Translations does not provide sworn translations under these countries' systems. Use a translator who meets the rule. The Netherlands entry shows why it pays to read the country page: for Ukrainian documents, a translation by a sworn translator in the Netherlands needs no legalisation at all.
When does the translation need an apostille of its own?
When the authority accepts translations made outside its country on condition that they are authenticated. A translation is normally a private document, so it cannot be apostilled as it stands. The Handbook describes the route: the translator swears or declares its accuracy before a notary, "the notarial act or notarial certificate becomes the public document", and the translation travels with the apostilled certificate. What a notary does and does not confirm is covered in certified vs notarised translation.
With our apostille service, the certified translation is notarised and then apostilled, and the apostille is attached to our translation, not to your original. An e-apostille costs £149.95 per document and a paper apostille £199.95, typically in 5 to 7 business days; check which form the recipient wants. If the original also needs an apostille, a UK document goes to the FCDO and a foreign one to the authorities of the country that issued it. Timings for both are in the apostille turnaround guide.
How does it work for foreign documents used in the UK?
In reverse, and usually without an apostille. Paragraph 39B(f) of the Immigration Rules asks for the document in its original language and "a full translation that can be independently verified", dated and including a confirmation of accuracy, the translator's or company official's full name and signature, contact details and, for leave to remain and indefinite leave to remain applications made in the UK, certification by a qualified translator and the translator's or company's credentials. No apostille appears in it; see certified translations for the Home Office.
Some other UK uses do ask for both. The FCDO's Brazil guide says Brazilian birth certificates are recognised in the UK when "legalised with an apostille" and "accompanied by a certified English translation". The apostille must come from Brazil: the FCDO cannot legalise documents issued outside the UK. A full translation then includes the Brazilian apostille, because it is part of the document you submit.
Why people end up paying twice
- An apostilled translation for a country that wants its own sworn translator, such as Spain or Italy.
- A translation made before the apostille, when the authority wanted the apostille translated too.
- The translation apostilled but not the original, when the authority wanted both, or the reverse.
- A foreign document sent to the FCDO, which can only legalise UK documents.
- An apostille bought for the Home Office, whose rule does not ask for one.
- An e-apostille for a recipient that wanted paper, or a document too old for the destination's limit.
Checklist: before you order a translation or an apostille
Questions people ask
Do I apostille the original or the translation?
Usually the original: the destination wants proof that the UK public document is genuine, and the FCDO apostilles UK documents only. The translation needs an apostille of its own only when the destination accepts translations made elsewhere on condition that they are notarised and apostilled.
Should I translate before or after getting the apostille?
After, in most cases. The apostille becomes part of the document you present, so a translation made afterwards can cover it, and the FCDO's own country guidance puts legalisation before translation. If the translation also needs an apostille, it is notarised and apostilled once it is finished.
Does the apostille need to be translated?
The Convention does not require it: the HCCH says an apostille cannot be rejected for being in another language. The destination can still insist on a translation of the document itself, and translators often include the apostille so the translation covers everything on the page.
Can I use a translation made outside Spain for a Spanish authority?
Only if Spain will accept it, and Spanish law gives official status to translations by sworn translators appointed by its Ministry of Foreign Affairs. The Spanish Consulate General in London advises using a sworn translator registered in Spain and publishes a list of those who live in the UK.
Do I need an apostille on a foreign document for a UK visa?
No. Paragraph 39B(f) of the Immigration Rules requires the original-language document and a full, dated translation with confirmation of accuracy, the full name and signature of the translator or an authorised company official, contact details and, for leave to remain and indefinite leave to remain, certification by a qualified translator and the translator's or company's credentials. It does not mention apostilles.
Can the FCDO apostille my foreign birth certificate?
No. GOV.UK says documents issued outside the UK cannot be legalised by the Legalisation Office and must be legalised in the country that issued them. Once that apostille is attached, translate the document with it.
Will an apostilled translation be accepted everywhere?
No. An apostille confirms the notary's signature on the translation, not its quality, and many countries, including Spain, Italy and France, have their own rules on who may translate. Ask the receiving authority whether it accepts a notarised and apostilled translation before you order one.
How much does an apostilled translation cost, and how long does it take?
A certified translation is £29.95 per page of up to 300 words, plus £149.95 per document for an e-apostille or £199.95 for a paper apostille. The certified translation is notarised and then apostilled, typically in 5 to 7 business days.
