As UK organisations continue recruiting talent for overseas placements, international secondments, and global mobility programmes, HR teams must ensure that employee documentation is correctly legalised for use abroad. In most cases, this includes obtaining an apostille or, where required, embassy attestation.
This guide outlines the key apostille and legalisation requirements HR departments need to understand in 2026 to ensure seamless onboarding for overseas hires.
Why apostilles matter in international recruitment
An apostille authenticates a UK document so it can be recognised abroad without further verification in any country that is part of the Hague Apostille Convention. Foreign employers, immigration authorities, ministries of labour, and licensing bodies often require apostilled documents to:
- Verify employment history
- Confirm identity
- Validate academic or professional qualifications
- Approve visa or work permit applications
- Ensure compliance with regulatory requirements
Common employee documents that require an apostille
Identity & Civil documentation
- Certified passport copies
- Birth or marriage certificates (for dependent visas)
Employment documentation
- Employment contracts
- Offer letters
- Assignment letters
- Experience or HR letters
These documents must be certified by a solicitor or Notary Public before apostille.
Academic & Professional qualifications
- Degrees, diplomas, transcripts
- Training certificates
- Licensed professional memberships
- Background checks
- DBS or police certificates
Embassy attestation for non-Hague countries
For destinations not part of the Hague Convention, apostilled documents may require additional embassy attestation.
How HR teams should prepare documents
- Identify required documents.
- Have necessary documents certified by a solicitor or Notary Public.
- Submit documents for apostille through the FCDO.
- Complete embassy attestation if required.
- Arrange certified translations when necessary.
Incorrect or missing legalisation can delay visas, onboarding, and licensing approvals, and create compliance risks.
Need help with document legalisation for your team? +44 (0) 204 630 7500