UK Deed Poll Service: Drafting, Solicitor Certification, Apostille & Embassy Legalisation

If you need to change your name or prove a previous name change, a UK deed poll can provide the formal evidence you need.

However, preparing the deed is only one part of the process. You must also sign it correctly. In addition, an overseas authority may ask for solicitor certification, an FCDO apostille or embassy legalisation.

Ginkgo Advisory provides a coordinated UK deed poll service for clients in the UK and overseas.

Our legal consultant can:

• prepare your Deed of Change of Name;
• guide you through the signing and witnessing process;
• arrange solicitor certification;
• arrange an FCDO apostille where required; and
• arrange embassy or consular legalisation where required.

Therefore, you can manage the main UK stages through one coordinated service.

What Is a UK Deed Poll?

A deed poll, also called a Deed of Change of Name, records a person’s decision to stop using one name and use another name instead.

For example, you may use a deed poll to:

• change your first name;
• change your surname;
• add or remove a middle name;
• change the spelling of your name;
• add or remove a hyphen;
• return to a former name; or
• create a clear link between documents that show different names.

Once you have correctly signed the deed poll, you can use it as evidence of your name change.

You may then present it to organisations such as banks, government departments, passport authorities, employers and overseas authorities.

However, each organisation can set its own document requirements. Therefore, you should check what the receiving authority needs before you start the process.

Our UK Deed Poll Service

We provide more than a basic deed poll template.

Instead, our legal consultant reviews your circumstances and prepares the deed for your intended purpose.

Where necessary, we can also coordinate the next stages, including solicitor certification, FCDO apostille and embassy legalisation.

1. We Review Your Requirements

First, we ask why you need the deed poll.

We may also ask:

• what name you currently use;
• what name you previously used;
• what name appears on your passport;
• whether you have changed your name before;
• where you live;
• which country will receive the document;
• which authority has asked for the document; and
• whether that authority has given you written instructions.

This first review is important.

For example, one overseas authority may accept a solicitor-certified deed poll with an apostille. Another authority may ask for a notarised document. Meanwhile, a non-Hague country may require embassy legalisation after the apostille.

Therefore, we check the intended route before we prepare the document.

2. Our Legal Consultant Prepares the Deed Poll

Next, our legal consultant prepares the Deed of Change of Name.

The deed will normally identify your former name and your new name. It will also include the wording needed to record your change of name.

We pay close attention to your names.

This is especially important if your documents show:

• different middle names;
• different name orders;
• different spellings;
• different transliterations; or
• a former name on an older official document.

Small differences can create problems later. Therefore, we ask you to check the draft carefully before you sign it.

3. We Guide You Through Signing the Deed Poll

A deed poll must follow the correct execution process.

For that reason, we give you clear instructions before you sign.

We explain:

• where you need to sign;
• how you should sign;
• who should witness your signature;
• where the witness should sign;
• what details the witness should provide; and
• whether you need to return the original document.

You should follow the instructions that we provide for your particular deed.

In addition, you should avoid signing the document too early if a solicitor, notary or another professional needs to witness or check the signature.

4. We Arrange Solicitor Certification

Some authorities need more than the signed deed poll.

For example, they may ask a UK solicitor to certify the document before the FCDO will legalise it.

Depending on the requirements, the solicitor may:

• certify a copy as a true copy of the original;
• certify that they have seen the original;
• witness a signature; or
• provide the certification needed for the legalisation process.

We arrange the appropriate solicitor certification for the agreed route.

However, some overseas authorities specifically require a notary public instead of a solicitor.

Therefore, if the receiving authority has given you instructions, please send them to us before we begin.

5. We Arrange the FCDO Apostille

If you need to use your deed poll overseas, the receiving authority may ask for a UK apostille.

The UK Foreign, Commonwealth & Development Office, or FCDO, issues apostilles.

An apostille confirms the authenticity of the relevant UK signature, seal or stamp.

However, the apostille does not decide whether the receiving authority must accept your name change.

Instead, it forms part of the document authentication process.

Where the document qualifies, we can arrange the FCDO apostille for you.

6. Paper Apostille or e-Apostille

The FCDO offers both paper apostilles and electronic apostilles for eligible documents.

However, you should not choose an e-Apostille simply because it may be faster.

Some authorities only accept a paper apostille. In addition, some embassies require a physical document before they will complete the next legalisation stage.

Therefore, we check the intended use before deciding which route to use.

7. We Arrange Embassy Legalisation Where Required

An apostille may complete the UK legalisation process for many Hague Convention countries.

However, some countries require extra steps.

For a non-Hague country, the process may include:

1. solicitor or notarial certification;
2. FCDO apostille;
3. embassy or consular legalisation in the UK; and
4. further attestation in the destination country.

Where required, we can arrange the relevant embassy legalisation in the UK.

As a result, you do not need to manage each UK stage separately.

If the destination country requires a final Ministry of Foreign Affairs step, we will explain that separately.

Deed Poll for a Naturalisation Certificate in a Former Name

This is a common reason for clients to need a deed poll.

For example, your UK naturalisation certificate may show your former name, while your current passport shows your new name.

In this situation, you may need to prove that both names belong to the same person.

A document chain may therefore include:

• your naturalisation certificate in your former name;
• your deed poll showing the change from your former name to your current name;
• your current passport; and
• any required certification or legalisation.

The deed poll creates the documentary link between your former and current names.

However, it does not replace the naturalisation certificate itself.

In addition, an overseas authority may ask for further evidence. For example, it may ask for a certified passport copy or another document that shows your current name.

Therefore, you should send us the authority’s requirements if you have them.

Using a Deed Poll Overseas

A UK deed poll may support many overseas procedures.

For example, clients may need one for:

• immigration applications;
• visa applications;
• citizenship applications;
• overseas marriage registration;
• family registration;
• property transactions;
• inheritance matters;
• probate matters;
• banking and KYC checks;
• employment;
• professional registration;
• education records;
• court proceedings;
• foreign passport updates; or
• foreign identity document updates.

However, the phrase “legalised deed poll” can mean different things in different countries.

One authority may want an apostilled original.

Another may want a solicitor-certified copy.

Meanwhile, another authority may require both an apostille and embassy attestation.

Therefore, you should always check the exact document requirements before starting the process.

Unenrolled Deed Poll vs Enrolled Deed Poll

In England and Wales, you may hear the terms unenrolled deed poll and enrolled deed poll.

An unenrolled deed poll does not place your name change on a public court record.

By contrast, an enrolled deed poll records the name change through the High Court.

Therefore, the two routes serve different purposes.

Many organisations accept an unenrolled deed poll. However, some authorities may specifically request an enrolled deed poll.

You should also consider privacy.

An enrolled deed poll normally creates a public record of the name change. Therefore, you should not assume that enrolment is automatically the better option.

If an organisation has asked you for an enrolled deed poll, please tell us before we prepare your document.

Do I Need a Deed Poll After Marriage?

Not always.

For example, if you simply take your spouse’s surname after marriage, many UK organisations will accept your marriage certificate as evidence.

However, you may need a deed poll if you want to make a different type of name change.

In addition, some overseas authorities may have their own rules.

Therefore, you should check with the organisation that will receive the document.

Can I Use a Deed Poll to Change My British Passport?

A deed poll can provide evidence of a name change for a British passport application.

However, HM Passport Office may ask for more than the deed poll.

For example, you may also need evidence that you already use your new name.

If you hold another nationality, you should also check the name shown on your foreign passport.

This is important because differences between your passports can cause problems.

Can a Deed Poll Be Apostilled?

Yes, a deed poll may qualify for an apostille when it follows the correct certification route.

However, the FCDO must be able to verify the relevant UK public official’s signature.

Therefore, a deed poll often needs suitable solicitor or notarial certification before the FCDO can legalise it.

The correct route depends on the document and the receiving authority.

Does an Apostille Make My Name Change Valid Overseas?

Not by itself.

An apostille authenticates the relevant signature, stamp or seal on a UK document.

However, the overseas authority still decides whether it will accept the document for its intended purpose.

Therefore, you should treat the apostille as an authentication step rather than an approval of the underlying name change.

Do I Need Embassy Legalisation After an Apostille?

It depends on the destination country.

For many Hague Convention countries, the apostille may be enough.

However, some countries require embassy or consular legalisation after the FCDO apostille.

In addition, the destination country may require a final local attestation step.

Therefore, tell us where you plan to use the deed poll. We can then confirm the appropriate UK-side process.

What Documents Do We Need From You?

To review your case, we normally ask for:

• a copy of your passport or identity document;
• your full former name;
• your full new name;
• details of any previous name changes;
• your current country of residence;
• the country where you will use the document;
• the name of the receiving authority;
• any written instructions from that authority;
• your naturalisation certificate, if relevant;
• previous deed polls, if relevant;
• marriage or divorce documents, if relevant; and
• your required completion date.

If your documents use different alphabets, please also provide the spelling or transliteration that you need to use.

Our Step-by-Step Deed Poll Service

Our process is straightforward.

Step 1: Send Us Your Details

First, send us your documents and explain where you need to use the deed poll.

Step 2: We Check the Requirements

Next, we review the destination country and the receiving authority’s instructions.

Step 3: Our Legal Consultant Prepares the Draft

Our legal consultant then prepares your Deed of Change of Name.

Step 4: You Check the Draft

You check all names, dates and personal details before signing.

Step 5: We Give You Execution Instructions

We explain how to sign the deed and how to arrange the witness.

Step 6: You Sign the Deed

You sign the document in line with the instructions.

Step 7: We Arrange Solicitor Certification

Where required, we arrange the correct solicitor certification.

Step 8: We Arrange the FCDO Apostille

If the destination authority requires an apostille, we arrange the FCDO legalisation.

Step 9: We Arrange Embassy Legalisation

Finally, where necessary, we arrange embassy or consular legalisation in the UK.

Why Use a Coordinated Deed Poll Service?

Name-change documents can look simple.

However, problems often arise when the document needs to work across several countries or authorities.

For example, an application may face delays because:

• the deed uses the wrong spelling;
• a middle name is missing;
• the witness details are incomplete;
• the client signs in the wrong place;
• the authority requires solicitor certification;
• the authority requires notarisation instead;
• the client obtains the wrong type of apostille;
• the country requires embassy legalisation; or
• the supporting documents do not clearly link the former and current names.

Therefore, checking the full process at the start can save time and reduce unnecessary repeat applications.

Our coordinated service covers the main UK stages. As a result, you have one point of contact for the deed poll, execution guidance, certification and legalisation process.

Frequently Asked Questions

Is a UK deed poll legally valid?

A correctly prepared and executed deed poll can provide evidence of a change of name.

However, each organisation decides which evidence it will accept.

Therefore, if a bank, embassy, government authority or foreign registry has given you specific requirements, send them to us before we begin.

Do I need an enrolled deed poll?

Not always.

Many organisations accept an unenrolled deed poll.

However, some organisations may specifically ask for an enrolled deed poll.

Therefore, check the requirement before choosing the route.

Can you prepare the deed poll for me?

Yes.

Our legal consultant can prepare your deed poll draft based on the information you provide.

We will also guide you through the execution process.

Can you arrange solicitor certification?

Yes.

Where solicitor certification suits the intended route, we can arrange it as part of the service.

Can you arrange an apostille?

Yes.

Where required, we can arrange the FCDO apostille after the document has completed the necessary certification stage.

Can you arrange embassy legalisation?

Yes.

Where the destination country requires embassy or consular legalisation in the UK, we can arrange that stage as well.

Can I use a deed poll if my naturalisation certificate shows my old name?

A deed poll can help create a documentary link between your former name and your current name.

However, the receiving authority decides what evidence it will accept.

Therefore, it may also ask for your current passport or other supporting documents.

Will the deed poll change the name on my old certificates?

No.

A deed poll records your change of name. It does not rewrite older documents.

Instead, you can use the deed poll to help connect the name on an older document with the name you now use.

How long does the process take?

The timeframe depends on the service you need.

For example, deed poll drafting, signing, solicitor certification, FCDO processing and embassy legalisation all have separate processing stages.

Therefore, we confirm the expected route and estimated timeframe after reviewing your documents.

Request a UK Deed Poll, Apostille and Legalisation Quote

If you need a UK deed poll for use in the UK or overseas, send us:

• your current name;
• your former name;
• the country where you will use the document;
• the name of the receiving authority;
• copies of the relevant documents; and
• any instructions that the receiving authority has provided.

Our legal consultant will review the information and prepare the appropriate deed poll draft.

We can then guide you through the execution process and arrange solicitor certification, an FCDO apostille and embassy legalisation, where required.

Important Information

The receiving organisation always makes the final decision on whether it will accept a deed poll, certified copy, apostille or embassy legalisation.

Therefore, we recommend obtaining written requirements from the receiving authority whenever possible.

High Court enrolment, notarisation, certified translation and destination-country legalisation are separate from our standard deed poll service unless we specifically include them in your quotation.

This page provides general information about UK deed polls and document legalisation. It does not replace advice on the facts of a particular case.