How UK Law Firms Handle Apostille for International Clients (And Why Most Get It Wrong)

If you work at a law firm with international clients, you’ve probably dealt with this before.

A client needs a power of attorney notarised and apostilled for use in Spain, Germany, or Cyprus. They need it fast. You scramble to find a notary, book an appointment, and hope it arrives in time.

Most firms either send the client to find their own notary, or rely on a slow local process that takes days or weeks. In 2026, that’s no longer necessary.

Here’s how the process actually works, and what a faster alternative looks like.

What is an apostille, and when do you need one?

An apostille is an official certification that makes a document legally valid in another country. It is used between countries that are members of the Hague Convention, which covers 120+ countries including the UK, US, Germany, Spain, France, Australia, and most of Europe.

If your client needs a document recognised in a non-Hague country such as the UAE, Qatar, or Nigeria, full legalisation is required instead. This involves the Ministry of Foreign Affairs and the relevant embassy.

The most common documents that require apostille for international use:

Powers of attorney. Passport copies. Company board resolutions. Affidavits. Educational certificates. Property and vessel purchase agreements.

The standard process and why it causes delays

Traditionally, the process looks like this. The client visits a local notary in person. The notary certifies the document. The document is then sent to the relevant authority for apostille. It is then shipped to the destination country.

This typically takes three to ten business days, sometimes longer. For time-sensitive deals, that is a serious problem.

What has changed

It is now possible to handle notarisation and apostille entirely via video meeting, without the client ever visiting an office.

The client signs the document live on video with a certified Notary Public. The original is then couriered to the notary, who applies a wet ink stamp and apostille. The completed document is returned via DHL, typically within 24 hours.

This process is legally valid and internationally recognised. The wet ink signature and official stamp are what courts and authorities in other countries accept, and that part still happens. The video meeting simply replaces the in-person visit.

What this means for law firms

If you work with clients who regularly need documents notarised or apostilled for international use, a reliable third-party service removes the friction entirely. You refer the client, they handle the meeting and delivery, and you stay focused on your work.

Some firms formalise this as a referral arrangement, earning a small commission on each completed document. Others simply use it as a value-add for their clients.

NotaryDirect is a platform that handles this end-to-end, covering 120+ countries, remotely via video meeting, at a fixed price of 50 EUR per document. If you want to learn more or set up a partnership arrangement, visit notarydirect.se