1. The signature or seal cannot be verified
- This is the most common rejection reason. The FCDO maintains a register of UK public officials' signatures and seals. If your document was signed by someone whose details are not on the register which can happen with older documents, documents from smaller or newer institutions, or documents that have been re-issued in unusual formats the FCDO cannot verify it and will return it.
- What to do: Request a new certified copy of the document from the issuing authority. A fresh copy will carry a current signature from a registrar whose details are on the FCDO register. For university certificates from smaller institutions, contact the university's registry and ask them to issue the certificate in a format the FCDO can recognise the FCDO's own guidance specifies what this means, and established universities are familiar with the requirement.
2. You submitted a photocopy
- The FCDO cannot apostille photocopies. This is non-negotiable. If you submitted a photocopy of your birth certificate, degree, or any other document, it will be returned.
- What to do: Order a new original or official certified copy from the issuing authority. If you need a certified copy (rather than the original), a UK Notary Public can certify it and the notarised copy can then be apostilled.
3. Insufficient payment
- If the fee does not cover all documents included in your application, the FCDO will return everything. The current fee is £30 per document not per envelope, per application, or per type of document. If you send three documents, the fee is £90. For accurate fees visit gov.uk.
- What to do: Recalculate the fee carefully before submitting. Count every separate document. A birth certificate and a marriage certificate are two documents requiring two fees.
4. The document is in poor physical condition
- Documents that are heavily worn, torn, faded, or have pages that have become partially detached may be returned. The FCDO needs to be able to clearly read the signature and seal.
- What to do: If your document is deteriorating, order a fresh certified copy before submitting.
5. No return envelope or courier label included
- Postal applications without prepaid return postage will be held at the FCDO until the issue is resolved. This causes unpredictable delays.
- What to do: Always include a prepaid tracked return envelope. Use Royal Mail Tracked 48 or equivalent at minimum for irreplaceable original documents, use a tracked and signed courier service.
6. Notarisation is missing from a document that requires it
- Private documents, certain educational certificates from bodies not on the FCDO register, and documents like Powers of Attorney cannot be apostilled without prior notarisation. If you submit one of these without a notary's certification, it will be returned.
- What to do: Identify whether your document type requires notarisation before submitting. If in doubt, contact the FCDO directly they will tell you whether a specific document type needs a notary step.
