The Foreign, Commonwealth & Development Office (FCDO) needs to be certain that the signature or seal on a UK public document is genuine before issuing an apostille. To do this, they maintain a database of registered signatures and seals from UK public officials.

What is a signature query?

A ‘signature query’ arises when the signature or seal on your document is not currently stored in the FCDO’s database, or if they need to reverify its authenticity.

How the FCDO handles signature queries:

The FCDO’s approach typically depends on the age of the document:

Documents issued recently (Generally within the last 6 months):

  • If your document was issued relatively recently (the FCDO often uses a guideline of around 6 months, though this can vary), they will usually attempt to verify the signature themselves.
  • They will contact the relevant public department or the official who signed the document (e.g., a GRO Registrar, an HMRC official, a Court official, or an ACRO signature) to request confirmation.
  • Timescale: This verification process typically adds around 3-5 working days to the apostille processing time. However, this is entirely dependent on how quickly the signatory, or their department, responds to the FCDO’s request.

Older documents (Generally older than 6 months):

  • If the document is older, the FCDO will generally not contact the signatory to verify the signature.
  • In this situation, the apostille cannot be issued until the signature is verified or an alternative solution is found.

Impact on turnaround times:

Please be aware that if a signature query arises, the turnaround times displayed on our website cannot be guaranteed and will unfortunately be extended. The additional time required depends entirely on whether the FCDO actions the query and, if so, how quickly the signatory responds.

What if the FCDO doesn’t action the query (Older documents)?

If the FCDO cannot proceed due to an unverified signature on an older document, you will need to take action. The specific steps will depend on the type of document and the requirements of the authority receiving the apostilled document overseas.

Options might include:

  • Contacting the signatory: You may need to contact the official or department that issued the document and ask them to register their signature with the FCDO or provide direct confirmation to the FCDO.
  • Obtaining a replacement document: Sometimes the simplest solution is to obtain a newer, replacement version of the document (e.g., a new birth certificate from the General Register Office, or GRO).
  • Alternative certification: Depending on the document and the receiving authority’s rules, certification by an FCDO-registered solicitor or notary may be an alternative route (although this is not always suitable).

Our commitment to you:

If a signature query occurs with your document, we will notify you immediately and explain the situation. We will advise you on the best course of action based on our experience and guide you through the necessary steps to resolve the matter and successfully apostille your document.

While we cannot control the FCDO’s internal processes or the response times of other officials, we will actively support you in finding the quickest possible resolution.