Updated
GL-A-08
Glossary · Documents and legalization
Apostille - the stamp without which your document will not be accepted abroad
An international stamp confirming that a document is genuine and will be accepted abroad. It works between countries of the Hague Convention of 1961. Without an apostille a document abroad is just a piece of paper.
01 / In 30 seconds
The short answer
- What it is
- A stamp by which a country certifies a document as genuine for use abroad
- Where it applies
- Citizenship and residence, marriage, study, transactions — between Hague Convention countries
- When it does not work
- If the country is outside the convention, consular legalisation is needed
- Sequence
- Apostille first, then sworn translation
- Can you prepare
- Yes: draw up a list of documents and a schedule for the programme
02 / In plain words
What Apostille means
An apostille is a special stamp by which a country certifies that your document is genuine: it was issued by a real authority, and the signature and seal are authentic. With this stamp, a birth certificate, a criminal record certificate or a diploma will be accepted in another country without further checks.
The apostille works between the countries of the 1961 Hague Convention, of which there are more than a hundred. If both countries are party to the convention, one apostille is enough. If the receiving country is not a party, a simple stamp is not sufficient: consular legalisation is needed there — a longer chain through the foreign ministry and the consulate.
In practice the apostille is placed on the original document or on a notarised copy in the country that issued the document. After that, a sworn or notarised translation into the language of the receiving country is usually required. The order matters: first the apostille, then the translation — otherwise the translation will not cover the stamp itself.
For Vanuatu citizenship, an apostille or legalisation is needed on criminal record certificates, civil certificates and other documents from the client's country; apostilled copies go in the biometrics pack. Vanuatu documents for use abroad are also apostilled, each copy separately.
A case from practice
A family prepares documents for Caribbean citizenship. The marriage certificate and the children’s birth certificates are first apostilled in the country of issue, then given a sworn translation into English. Without an apostille these papers have no legal force abroad, and the application simply will not be accepted for review.
Which documents are apostilled
- Birth and marriage certificates
- Criminal record certificate
- Diplomas and school certificates
- Powers of attorney and notarised copies
- Documents for citizenship and residence
- Corporate documents
03 / What it covers
How the apostille works
What it confirms
- The document is genuine
- The signature is authentic
- The seal is authentic
Where it is valid
- Hague Convention countries
- 120+ states
- One stamp between them
What it is placed on
- On the original
- Or on a notarised copy
- In the country of issue
Sequence
- Apostille first
- Then sworn translation
- Otherwise the translation will not cover the stamp
04 / How it works
How to obtain an apostille
Obtain or certify the document
The original or a notarised copy, as the programme requires.
Have it apostilled in the country of issue
The stamp is issued by the competent authority of the issuing country.
Sworn translation
A translation into the language of the filing country, including the stamp.
Check against the programme’s requirements
We check dates, copies and format against the programme's requirements.
The document is ready to file
The document is accepted without further checks.
05 / Cost and timelines
Timelines
- Where it is placed
- In the country that issued the document (the competent authority)
- What is needed afterwards
- A sworn or notarised translation
- Validity
- Programmes often require a document no older than 3-6 months
- If the country is outside the convention
- Consular legalisation through the foreign ministry and consulate — takes longer
06 / Key facts
What you need to know
01What it confirms
That the document is genuine
A real authority issued it and the signature and seal are authentic. Then another country accepts it.
02Where it works
Countries of the 1961 Hague Convention
There are more than a hundred. If the receiving country is outside the convention, consular legalisation is needed.
03Who issues it
Only the issuing country
The competent authority of the country that issued the document: the justice ministry, the foreign ministry or another designated body.
04Order
Apostille first, then translation
That way the sworn translation also covers the stamp. Programmes often want documents no older than 3-6 months.
Common mistakes
Translating before the apostille
Get the apostille first, then translate the document together with the stamp.
Apostilling a certificate too early
Get the apostille close to filing so the document does not expire.
Expecting an apostille for a non-convention country
Check whether the receiving country takes part, and arrange legalisation if needed.
Putting the apostille on the wrong copy
Check in advance whether it goes on the original or a notarised copy.
07 / Expert advice
How to prepare in advance
Draw up in advance a full list of documents for your programme and determine which of them need an apostille and in what order they should be translated. Documents with a freshness limit (criminal record certificate, statements) are apostilled closer to filing. That way you do not have to redo papers a second time or lose weeks because a stamp was put in the wrong place.
What we do for you. We draw up a full list of documents for your programme in advance and indicate which of them need an apostille and in what order they should be translated. That way you do not redo papers a second time or lose weeks because a stamp was put in the wrong place.
Klara RihterBanking compliance and source of funds specialist
08 / Questions
Frequently asked questions
The stamp itself does not expire, but immigration programmes often require the document to be recent — usually no older than 3-6 months. That is why criminal record certificates and statements are apostilled closer to filing.
Then an apostille will not do — consular legalisation is needed. It is a longer process through the foreign ministry and the consulate of the receiving country. We will tell you which route your pair of countries requires.
As a rule, yes — a sworn or notarised translation into the language of the receiving country. It is important to do the translation after the apostille so that it covers the stamp as well.
It depends on the document and the country: sometimes on the original, sometimes on a notarised copy. This is confirmed in advance so that nothing has to be redone.
No. The apostille can only be placed by the country that issued the document. So certificates from different countries are each apostilled in their own country.
The competent authority of the country of issue — usually the ministry of justice, the foreign ministry or another designated body, depending on the type of document.
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