International corporate work often stalls because a document was prepared for the issuing country rather than for the authority, bank or counterparty that must accept it abroad. Build a controlled file before signing, filing or onboarding starts.
Start with the receiving party
Ask the receiving party for its written requirements: document type, original or certified copy, signer, translation, destination country and whether a paper or electronic Apostille is acceptable. Do not assume that a certificate of incorporation, board resolution and power of attorney follow the same route.
Apostille is not a content review
The 1961 Apostille Convention applies to public documents moving between Contracting States. Its Article 5 says the certificate attests the authenticity of the signature, the signer’s capacity and, where applicable, the seal or stamp; it does not validate the commercial terms inside the document. See the Convention text and the HCCH Apostille guidance.
Classify the document before routing
Article 1 lists administrative documents, notarial acts and certain official certificates, while excluding documents from diplomatic or consular agents and administrative documents dealing directly with commercial or customs operations. The issuing jurisdiction and recipient can determine whether an Apostille, another legalisation route, notarisation, certification or translation is needed. Record the conclusion and its source in the file.
Keep a corporate-file register
- Document owner, issuing body, issue date and version
- Required signer, notarial or registry step, and competent authority
- Destination, recipient instruction, language and expiry rule
- Courier or e-Apostille delivery evidence and a verification reference
For UK-issued documents, official guidance says the Legalisation Office checks signatures, stamps or seals against its records and notes that Companies House certificates can be legalised; it also says documents issued outside the UK must be legalised in their issuing country. See GOV.UK guidance. For a broader control environment, review Corpenza’s international audit and compliance guide, beneficial-ownership register guide and international compliance calendar.
Release only after a recipient check
Before dispatch, compare the final bundle with the recipient’s instruction and confirm the destination, names, translations and attachment order. Store a copy of the instruction and delivery evidence. This is general information, not legal advice; document requirements vary by issuing and receiving jurisdiction.
