by Apostille Service
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Getting your documents legalised for use abroad should be straightforward, but simple mistakes can create unnecessary delays in the process. Here are the most common pitfalls and how to avoid them.
1. Submitting Photocopies Instead of Originals
This is the most frequent mistake we encounter. The FCDO and embassies will only legalise some documents as originals, such as birth, death and marriage certificates, while others can be legalised as certified copies from a solicitor or a notary public. Simple photocopies will be rejected, causing significant delays.
2. Not Checking Which Countries Require Embassy Attestation
Many assume all countries accept apostilles, but this only applies to Hague Convention members. Countries such as the UAE, Qatar, Kuwait, and Vietnam also require embassy attestation, which involves additional steps and takes longer (typically 7-10 working days versus 1-2 days for apostilles).
What to do: Verify whether your destination country is a Hague Convention member before starting the process.
3. Using Documents Which Haven’t Been Properly Certified
Certain documents such as translations, academic transcripts, or company records need certification by a solicitor, notary public or the issuing authority before applying for an apostille.
What to do: Check whether your document type requires certification first. Academic documents may need verification from the issuing institution, and some translations must be completed by a sworn translator.
4. Providing Incomplete Information
Missing details such as order numbers, return addresses, or destination country information causes delays whilst we have to contact you for clarification.
What to do: Double-check all details before submission and include complete contact details.
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5. Not Allowing Enough Time
People frequently underestimate processing times, especially during busy periods such as the summer months and December. Embassy attestation can take 7-10 working days or longer, and you must factor in postal times both ways.
What to do: Work backwards from your deadline, allowing extra time for peak seasons and any additional authentication your destination country might require.
6. Failing to Check Document Validity Periods
Some countries require documents issued within specific timeframes. Police certificates, for instance, are often only valid for three to six months from the issue date.
What to do: Research your destination country’s requirements before ordering documents to ensure they won’t expire before use.
7. Not Understanding Translation Requirements
Getting the translation order incorrect means starting over. Generally, some countries have specific requirements and require an embassy-approved translator to complete the translation.
What to do: Check your destination country’s translation requirements to confirm if a certified translation is needed beforehand.
8. Using Inappropriate Postal Methods
Sending valuable documents via untracked mail is risky and makes it impossible to trace lost items, particularly during peak periods such as Christmas.
What to do: Use tracked, insured delivery services both ways for peace of mind and an auditable trail.
Quick Checklist Before Submitting:
Avoiding Delays
The simplest way to avoid these mistakes is to use a professional document legalisation service. They understand specific requirements for different document types and destination countries, and can handle the entire process efficiently.
Most apostille orders can complete processing within 24 hours, but everything must be correct from the start. Getting your documents legalised doesn’t have to be stressful—by avoiding these common mistakes, you can ensure a smooth process and receive your documents exactly when you need them.
