New, updated apostille refund policy

13 Jan New, updated apostille refund policy

Prior to 1 April 2025, if a document was submitted for legalisation but could not have an apostille applied for any reason, it was returned to the applicant and the apostille fee was refunded. While this ensured fairness for applicants, the process still incurred administrative costs, including preparing return correspondence and postage, which were ultimately covered by the taxpayer.

From 1 April 2025, this approach has been revised. Where documents are submitted to the FCDO that are clearly ineligible for an apostille under existing guidance, the apostille fee will be retained. This applies to documents such as photocopied birth certificates or paperwork that is unsigned or undated. In cases where a document cannot be legalised through no fault of the applicant, the apostille fee will continue to be refunded, although return postage costs will still be deducted.

The FCDO has also advised that enhancements are being made to its document checker tool, which will be available to users to help clarify eligibility before submission. This should assist applicants in identifying potential issues at an earlier stage.

Alongside this, Words at Hand is able to provide pre-submission advice, highlighting documents that may be complex, problematic, or unlikely to meet legalisation requirements. This early guidance can help clients avoid unnecessary applications, reducing delays and preventing avoidable costs.

Taken together, these changes, supported by clearer guidance and expert document checks, aim to make the legalisation process more efficient and transparent for all parties involved.