What Is an Apostille? A Guide for UK–Poland Documents

An apostille is a certificate that confirms a public document — a birth certificate, a degree, an official letter — is genuine and can be used in another country. If you're moving between Poland and the UK and need to submit official paperwork abroad, the apostille is the key legal tool you'll come across, and a very common requirement.

Legal notice: This guide is general legal information, not legal advice. It reflects the position as of June 2026. Procedures, fees and requirements can change — always check current details with the relevant authority (gov.pl, gov.uk, the Polish Ministry of Foreign Affairs, the FCDO) or consult a qualified lawyer. Twoja Sprawa is an information platform, not a law firm.

What exactly is an apostille?

An apostille is an international certificate of authenticity for a public document. Its job is to confirm that the document was issued by a competent authority and can be used abroad without any further legalisation.

The word "apostille" comes from the Hague Convention of 5 October 1961 Abolishing the Requirement of Legalisation for Foreign Public Documents. This Convention binds both Poland and the United Kingdom — despite leaving the EU, the UK remains a party to this international treaty. In practice, that means an apostille issued in Poland is recognised in the UK, and vice versa.

The apostille and the 1961 Hague Convention

Before the Hague Convention existed, using a document abroad meant going through consular legalisation — having it verified by a consulate. That process was slow and cumbersome.

The 1961 Hague Convention (in force in Poland under Dz.U. 2005 nr 112 poz. 938, the Polish Journal of Laws) simplified all of that. Now a single certificate — the apostille — replaces the need for a consular visit. The apostille stands in for legalisation between any two states that are party to the Convention.

Key points: - Both Poland and the UK are parties to the 1961 Convention - An apostille issued in Poland is valid in the UK - An apostille issued in the UK is valid in Poland - Once apostilled, a document needs no further consular legalisation between these two countries

Apostille vs translation — not the same thing

An important distinction: an apostille does not replace a translation.

• Apostille — confirms the document is genuine and where it came from
• Certified (sworn) translation — renders the document's content in another language

In practice: - An English-language document submitted in Poland will usually need both an apostille (proof of authenticity) and a certified translation into Polish - A Polish document submitted in the UK will need an apostille (proof of authenticity), though a translation isn't always required — it depends on the receiving authority or court

If your document is in a different language and will be relied on before a court or public authority, plan for both.

Getting an apostille in Poland — for a Polish document to be used abroad

If you have a Polish public document and need to use it in the UK or another country, the apostille is generally issued by:

• The Polish Ministry of Foreign Affairs (Legalisation Department) — for most Polish public documents (certificates, diplomas, civil status records, official confirmations)
• Other bodies may issue apostilles for documents within their own remit — for example, a court for judgments, or a notariusz (a civil-law notary, ≠ a UK notary public) for notarial deeds — though the exact procedure is set locally

For current procedures and fees, check gov.pl (Ministry of Foreign Affairs) or contact the relevant authority directly.

Getting an apostille in the UK — for a British document to be used in Poland

In the United Kingdom, apostilles for English, Scottish or Welsh documents are issued by:

• The FCDO Legalisation Office (Foreign, Commonwealth & Development Office) — the body responsible for certifying UK documents for use overseas

Once apostilled in the UK, a document will usually also need a certified translation into Polish before it can be used in Poland, particularly before a court or public authority.

For guidance, see gov.uk (Legalisation Office) or contact the FCDO directly.

Apostille vs consular legalisation

Consular legalisation was the original route — having a document verified at a foreign country's consulate (for example, at the Polish consulate in London, or the British consulate in Warsaw). It was slow and impractical.

Since Brexit: - Poland and the UK do not require consular legalisation between each other — an apostille is sufficient - Consular legalisation is only needed for countries that are not parties to the 1961 Apostille Convention

Which documents need an apostille?

An apostille applies to public documents, such as: - Civil status records (birth, marriage, death certificates) - Diplomas and academic/school certificates - Certificates issued by public authorities (employment, income, residence) - Court judgments and rulings - Notarial documents - Certificates of no impediment (e.g. to marry) - Permits, qualifications and licences issued by public bodies

Documents that typically do NOT need an apostille: - Ordinary letters or private correspondence - Standard business documents (invoices, private contracts) — unless certified by a public authority - Documents already translated by a translator, where the underlying document isn't an official public document

Where to get an apostille — general overview

An apostille is issued by the authority that issued the underlying document, or a central national authority, depending on the type of document:

In Poland: - Ministry of Foreign Affairs (general documents) - The local gmina/registry office (USC — civil registry office) (for civil status records) - Courts (for judgments and rulings) - A notariusz (civil-law notary) (for notarial deeds) - Other public bodies (for documents within their own remit)

In the UK: - FCDO Legalisation Office (English, Scottish and Welsh documents) - The appropriate bodies in Northern Ireland

Procedures can vary — always check current requirements with the relevant authority.

FAQ

Does an apostille replace a translation? No. An apostille confirms that a document is genuine, but it doesn't translate it. If the document is in a different language and will be used in court or before a public authority, you'll need both an apostille and a certified translation.

How long does it take to get an apostille? It depends on the issuing authority. As a rough guide, it can take anywhere from a few days to a few weeks. Some authorities offer an expedited service for an extra fee. Always check current timescales with the relevant authority.

How much does an apostille cost? Fees vary by authority and by country. In Poland, expect a fee in the tens of zloty; in the UK, a broadly comparable fee in pounds. Check current rates with the relevant authority (gov.pl, gov.uk).

Can I apply for an apostille through a representative or by post? It depends on the issuing authority's own procedure. Some accept applications through a representative or by post, others require the applicant to attend in person. Always check with the authority concerned.

Is an apostille from Poland still valid in the UK after Brexit? Yes. Both Poland and the UK are parties to the 1961 Hague Convention — an apostille issued by a Polish authority is valid in the UK, and vice versa, regardless of Brexit. This is an international treaty obligation, independent of EU membership.

Does every public document need an apostille? No. You only need an apostille when a document will be used in another country that is party to the 1961 Convention. If a document will only ever be used in the country where it was issued, no apostille is needed.

Related articles

• Getting an apostille in the UK for use in Poland (in Polish)
• Getting an apostille in Poland for use in the UK (in Polish)
• When is document legalisation required (in Polish)
• When you need a certified (sworn) translation (in Polish)
• Certified vs standard translator — what's the difference (in Polish)

Legal basis

• Convention Abolishing the Requirement of Legalisation for Foreign Public Documents, The Hague, 5 October 1961 — Dz.U. 2005 nr 112 poz. 938 (Poland)
• Hague Convention (full name): Convention Abolishing the Requirement of Legalization for Foreign Public Documents (HCCH — Hague Conference on Private International Law)

Content reviewed: 30 June 2026.