What to check before sending UK documents overseas by post

Sending UK documents overseas can be stressful, especially when the documents are original certificates, legal papers or business records. If something is missing, damaged or sent in the wrong format, your application may be delayed or rejected.

Before posting important paperwork abroad, it is worth checking the document requirements carefully and keeping a record of what you send.

Check whether the original is really needed

Do not send an original document unless the receiving authority has clearly asked for it. In some cases, a certified copy may be accepted instead.

This is especially important for documents such as:

• birth certificates
• marriage certificates
• death certificates
• passports
• driving licences
• degree certificates
• powers of attorney
• company documents
• bank statements
• HMRC letters

If the original is hard to replace, ask whether a certified copy can be used.

Check whether the document needs preparation first

Some documents must be prepared before they are accepted overseas. This may include certification, legalisation, embassy attestation or certified translation.

If you send the document before completing the required steps, the foreign authority may return it or reject the application.

Check the condition of the document

Before sending a document overseas, make sure it is clear, complete and in good condition. Avoid sending documents that are:

• torn
• faded
• stained
• laminated
• incomplete
• difficult to read
• creased across important details

If a certificate is damaged or very old, it may be safer to order a replacement before sending it abroad.

Check names and dates

Small differences between documents can cause problems. Before posting anything, check that names, dates of birth, certificate numbers and application details match.

If your name has changed, you may need to include supporting evidence such as a marriage certificate, deed poll or statutory declaration.

Check whether a translation is required

If the receiving authority does not accept English documents, a certified translation may be needed.

You should also check whether the translation must be sent with the original document, attached to a certified copy, or prepared after the document has been legalised. Requirements can vary depending on the country and authority.

Make copies before sending

Before posting original documents, make clear copies or scans for your own records. Keep a note of:

• what was sent
• when it was sent
• who requested it
• the delivery address
• tracking details
• any reference or application number

This can help if the package is delayed, lost or questioned later.

Use secure delivery

Important documents should be sent using a tracked and reliable delivery method. If the documents are valuable or difficult to replace, consider using a courier service with proof of delivery.

Make sure the destination address is written exactly as provided by the receiving authority. Include any department name, contact person, building number or application reference if required.

Check return arrangements

Some authorities will return your documents after processing. Others may keep copies or originals as part of the application.

Before sending anything, check:

• whether the documents will be returned
• how they will be returned
• whether you need to include a prepaid return envelope
• whether return courier fees are required
• how long processing normally takes

This is especially important if you need the same documents for another application.

Be careful with deadlines

International postage, customs delays and processing times can all affect your application. Do not leave document preparation until the last moment.

If your application has a deadline, work backwards from the submission date and allow time for certification, legalisation, translation, courier delivery and possible corrections.

Final thoughts

Sending UK documents overseas by post is sometimes necessary, but it should be done carefully. Check whether the original is needed, prepare the document properly, use secure delivery and keep copies for your records.

Orcap can help prepare UK documents for international use before they are sent abroad, including certification, legalisation, embassy attestation and certified translation where required.