Apostille on Original or Copy certificates — What You Need to Know

When you start the apostille process , the most important question is:
“Do I need an apostille on the original or on a copy?”

Quick answer:

• If the document has a short validity period (PCC/medical) and will be returned after submission, get apostille affixed to the original .
• If the document has a long validity period (graduation, marriage, birth) and may not be returned, get the apostille affixed to a copy (often e-Apostille (QR)).

In practice, your choice depends on document type, the regulations of the destination country and whether you use a sticker or an e-Apostille.
Let’s take a closer look.

How to decide (3 factors that are important)

1. Type of document

• Personal: birth/marriage/death, PCC, medical documents, affidavits
• Educational: Degree, diploma, grade sheets, transcripts
• Business: POA, contracts, invoices, CoO, board resolutions

2. Regulations of the destination country (college, embassy, employer, immigration authority)

• Some insist on an apostille on the original.
• Others accept notarized copies with an apostille- especially if the originals are retained.

3. Type of apostille

• Sticker apostille: physical sticker on the original.
• e-Apostille (QR): digital apostille from scans; widely accepted in the Hague countries (but check if your recipient prefers a sticker).

When you need to apostille the original the certificate/document

Choose stickers on the original if:

• The recipient specifies this in their checklist (university/employer/immigration).
• They must check the security features (embossing, watermark) with the sticker.
• The office is known to refuse copies or only keep certified originals.
• The documents are only valid for a short period of time.

Common examples

• PCC for background checks (valid for 3-6 months). In this case, the police clearance certificate is only issued for a unique reason. For example, a PCC for immigration to the country.
• Medical certificates/vaccination certificates. These are usually only valid for 1-3 months and are required for a specific purpose.
• Some university admissions require apostilled original degrees/grades.
• Immigration/registration offices for family documents (birth/marriage).
• Work visas where the HR department insists on an original apostilled degree to verify authenticity.

Pros: generally understandable; fewer queries later.
Cons: Your original leaves your hands; reissue may take some time if kept.

Note on provisional certificates: Many universities treat provisional transcripts at deadlines like graduation and may require an apostille on the original provisional transcript. Always follow the recipient’s written instructions.

When to apostille a photocopy (copy)

Choose the apostille on a copy (often e-Apostille) if:

• The document has a long validity (e.g. graduation, marriage/birth) and the authority is likely to keep it.
• You need to keep the original for later use/verification.
• The recipient expressly accepts apostilled copies.

Common examples

• Many embassies require educational documents to be presented for visa applications. In this case, you must keep the original. So do it on photocopies.
• Personal documents such as birth/marriage certificates must be presented to confirm your identity. The apostille on photocopies is therefore the better option.
• Business documents (contracts/POA), the originals of which remain in the company’s files.

Pros: protects your original; often faster; easy QR verification.
Cons: some authorities still insist on a sticker on the original- confirm it first.

Quick Guide — Original vs Copy

Document type / case	Safer choice	Why
Degree certificate	Copies (sticker) Copies (e-apostille) Original (Sticker)	Commonly required for university/employer scrutiny.
Marksheets / Transcripts	Copies (sticker) Copies (e-apostille) Original (Sticker)	Copies often accepted; sealed transcripts may be separate.
PCC	Original (Sticker) Copy (sticker)	Short validity and raise only for certain purpose
Medical/Fitness	Original (Sticker) Copy (sticker)	Short validity; QR is enough for verification.
Birth / Marriage / Death	Copies (sticker) Copies (e-apostille) Original (Sticker)	Civil/immigration offices often demand originals.
Affidavits (name change/single-status)	Copies (sticker) Copies (e-apostille) Original (Sticker)	Mostly accessible as public documents
Commercial (POA, CoO, invoices, board resolutions)	Copy (sticker) Copies (e-apostille)	Businesses usually apostille true copies; originals remain on record.

Practical advice for visa applications

• Student Visa (EU/US): Universities often accept apostilled copies of marksheets/transcripts; embassies may require original PCC or original birth certificate.
• Work Visa (Middle East): Employers typically want apostilled original degree + original PCC.
• Dependent/Family Visa: Many posts require apostilled original marriage and original birth certificates.
• Business/Trade: Apostilled copies of POA/invoices/CoO are usually fine—no need to risk originals.

Country & authority rules change. Always read the latest checklist from your recipient.

Key takeaways

• Check the checklist first. If it says “apostille on original,” don’t send a copy.
• As a rule of thumb: personal/civil → originals, educational/commercial → copies often fine (but verify).
• e-Apostille (QR) can be faster and safer where accepted.
• If you’re unsure, share a scan—we’ll confirm scan vs notarized copy vs original before you proceed.