Key takeaways
- The right order depends on the receiving authority: some want a sworn translation made in their own country, others accept a UK translation certified by a notary and apostilled.
- When a local sworn translator is required, the original UK document is apostilled first, so the translator can translate the apostille together with the document.
- The FCDO can only apostille a translation once a UK public official, such as a notary or solicitor, has certified it; a translator's own signature cannot be apostilled.
- Each apostilled document costs £45 on the standard paper service, so apostilling both an original and its translation costs £90 before courier fees.
- Before you start, ask the recipient in writing who must translate, whether the apostille must be translated, and whether one apostille may cover a bundle.
People preparing UK documents for use abroad often get stuck on one practical question: does the translation come first, or the apostille? Get the order wrong and you may pay for an apostille on a translation nobody will accept, or for a translation that leaves out the apostille the foreign official needs to read.
This article explains the three routes that exist, which countries and authorities tend to expect each one, and how to confirm the right order before you spend money. If you are not yet sure whether you need an apostille at all, start with apostille vs legalisation or our main guide to apostille and translation for UK documents.
Is there one correct order for translation and apostille?
No single order is correct everywhere. The order is decided by the authority that will receive the document, because it alone decides whose translation it trusts.
An apostille only authenticates a signature, seal or stamp. The Hague Conference on Private International Law (HCCH) states in The ABCs of Apostilles that "An Apostille only certifies the origin of the public document to which it relates, never the content of that document." So an apostille on your original says nothing about a translation, and an apostille on a translation only authenticates the person who certified it.
What are the three routes for combining an apostille and a translation?
Almost every request fits one of three routes. The table compares them.
| Route | Order | Typically expected by | What the foreign authority receives |
|---|---|---|---|
| 1. Local sworn translation | Apostille the UK original, then a sworn translator in the destination country translates it | Authorities in countries with sworn-translator systems, such as Spain, Italy, France, Germany, Poland and Romania | Apostilled original plus a local sworn translation, which can also cover the apostille |
| 2. UK translation, notarised and apostilled | Translate in the UK, a UK notary certifies the translation, then the FCDO apostilles the notary's signature | Authorities that accept foreign translations if they are authenticated | Original (often apostilled separately) plus an apostilled, notarised translation |
| 3. Apostille on the bundle | A notary binds the original or a certified copy with the translation, then the FCDO apostilles the notarial certificate | Recipients that want one authenticated document set | A single notarised bundle with one apostille |
Route 1: when the destination wants its own sworn translator
In Route 1 the apostille always comes first. The sworn translator then translates the document, usually together with the apostille certificate if the authority asks for it, and certifies the translation under local law.
Spain is a clear example. The Spanish Consulate General in London states in its questions and answers on legalisation: "Si necesita la traducción para presentarla en España, deberá contactar con un traductor jurado reconocido por el Ministerio de Asuntos Exteriores, Unión Europea y Cooperación." In other words, a translation for use in Spain must come from a sworn translator recognised by the Spanish foreign ministry.
Italy is similar. The Italian Consulate General in London explains that a translation for use in Italy made by an Italian sworn translator "has no legal value unless it is sworn before a Court or a notary" (Consolato Generale d'Italia Londra). Our comparison of sworn translators in Europe covers each country's rules.
Route 2: when a UK translation is acceptable
In Route 2 the translation comes first and the apostille comes last. The FCDO cannot verify a translator's signature, but it can verify a notary's or solicitor's. GOV.UK says other documents can be legalised "as long as they have been certified by a UK 'public official', such as a UK notary or solicitor" (Get your document legalised).
Ask your notary in advance what evidence they need from the translator before they will certify a translation, and whether they will attach the translation to the original or to a certified copy.
Route 3: one apostille for a notarised bundle
Route 3 is a variant of Route 2 in which the notary attaches the original, or a certified copy, to the translation and certifies the whole set. GOV.UK advises asking the recipient whether they need "a single apostille for a group of documents, or a separate apostille for each document", so confirm this before you book the notary.
How do I find out which order my document needs?
Ask the person or authority that requested the document, and get the answer in writing. Use these questions:
- Must the original document carry an apostille, and must it be issued within a set period, such as the last three or six months?
- Who may translate it: a sworn translator in your country, any professional translator, or a translator certified in the UK?
- If a UK translation is acceptable, must it be notarised and apostilled?
- Must the apostille certificate itself be translated?
- Will you accept one apostille for a bundle, or do you need a separate apostille for each document?
- Will you accept an e-Apostille, or only paper?
If you cannot get a clear answer, ask the sworn translator you plan to use in the destination country. Local sworn translators deal with their own registries and courts and can usually tell you which format those offices expect.
How much does each route cost and how long does it take?
Each route has a different number of apostilles, and that drives the official cost. The FCDO charges per document: £45 for a standard paper apostille, £35 for an e-Apostille, £40 for the Next-Day service and £100 for the Restricted Urgent service, the last two for registered businesses only (GOV.UK fees).
- Route 1 needs one apostille per original (£45 on the standard service), plus the sworn translator's fee abroad.
- Route 2 often needs two apostilles if the original must also be apostilled, so £90 per document pair on the standard service, plus notary and translation fees.
- Route 3 needs one apostille on the notarial certificate (£45), plus notary and translation fees.
Timing matters as much as cost. The standard paper service usually takes up to 25 working days plus courier or postage time, while an e-Apostille takes up to 2 working days. In Route 1 the translator abroad can only start once the apostilled original arrives, so allow for international post.
Common mistakes with translation and apostille order
- Translating before the apostille when the apostille must be translated. The translation will then omit the certificate, and you may need a second translation.
- Asking the FCDO to apostille a translator's certificate. Without a notary's or solicitor's certification, the Legalisation Office has no public signature to verify.
- Sending only a scan abroad. Ask the sworn translator whether they can work from a scan or need to see the paper original with its apostille.
- Assuming an English-to-Spanish translation from any professional translator will do in Spain. For official procedures, Spain expects a translator recognised by its foreign ministry.
- Leaving it too late. Short validity periods for certificates mean that delays in the translation step can force you to order and apostille a fresh certificate.
How TranslationWorks can help
TranslationWorks is a UK-based translation agency that provides professional human translation of certificates, legal documents and company records by native-speaking linguists in 150+ languages. For Route 1, the final sworn translation is made by a translator authorised in the destination country. For other routes, and for working translations you need to review documents before filing, our translation services and legal translation team can help. Tell us where the translation will be submitted and what format the authority requires, and we will confirm what we can provide in your free quote.
