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CertiDocsThe practical guide

Apostille or legalisation: which one you need

Check for an exemption first. Authentication, translation and acceptance by the receiving authority are separate questions.

Understand the process
Editorial lead : CertiDocs Team4 sources

Exemption, apostille or legalisation?

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First check exemptions for the document. Otherwise, an apostille replaces legalisation when the Hague Convention applies between the issuing and destination countries. Check the HCCH table, entry into force and competent authorities; a country list alone is insufficient.

Official sourceHCCH - Apostille Conventione-Justice portal - Public documents in the EU

Translation and apostille: check both documents

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Ask the recipient which formalities apply to the original and which to its translation. If authentication notes must be translated, send them with the complete record. A translation for use abroad may require its own formalities: avoid an automatic “always apostille first” rule.

Official sourceFPS Foreign Affairs - Legalisation and apostille of documentsFPS Justice - Legalisation of sworn translations

Within the EU: check the subject and multilingual form

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Regulation 2016/1191 simplifies the use of certain public documents in other Member States, including birth or marriage records. It does not cover every document. A multilingual form attached to a covered record may remove the need for translation under the Regulation’s conditions. Recognition of legal effects remains separate.

Official sourcee-Justice portal - Public documents in the EU

Before paying: a brief for the recipient

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Prepare these three details to obtain guidance for your document. This avoids confusing its country of origin with your country of residence.

  • “My document is a [type], issued by [authority] in [country].”
  • “I am presenting it to [department] for [procedure] in [country].”
  • “Can you confirm the exemption or formality, language and required format?”
A man sorts stacks of papers opposite a woman beside an open blue folder.
Illustration: identify each record and its recipient before choosing a formality.
Official sourceFPS Foreign Affairs - Legalisation and apostille of documents

Documents to prepare

  • Issuing and destination countries
  • Exact record type and receiving authority
  • Confirmed exemption or formality
  • Confirmed language and pages to translate

Steps to follow

  1. Identify the formality

    Use the FPS simulator and recipient’s instructions for your country and document.

  2. Contact the right authority

    For a foreign apostille, consult the competent authority in the issuing country. For legalisation, check the applicable consular chain.

  3. Prepare the required translation

    Confirm the language and supply all necessary pages, including authentication notes that need translation.

  4. Submit a complete application

    Keep the records and submission receipt. The receiving authority checks the requirements for your procedure.

Good to know

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Frequently asked questions

+Does an apostille guarantee acceptance?
Authentication does not guarantee acceptance of the application. Check the required version, date and language too.
+Must an apostille always come before translation?
Ask the recipient which formalities apply to the original and which to its translation. If authentication notes must be translated, send them with the complete record. A translation for use abroad may require its own formalities: avoid an automatic “always apostille first” rule.
+Are all European documents exempt?
No. Check the scope of the Regulation or agreement for the specific document. An authentication exemption does not by itself settle translation requirements.
+Who issues an apostille for a foreign record?
The competent authority in the country where the document was issued, listed in the HCCH directory. The HCCH does not itself issue apostilles. Check the applicable formality before sending the document.

Official source

Official sources used

The references below are the public sources used to document this page. The competent authority always retains the final decision.

Official sourceHCCH - Apostille ConventionOfficial sourcee-Justice portal - Public documents in the EUOfficial sourceFPS Justice - Legalisation of sworn translationsOfficial sourceFPS Foreign Affairs - Legalisation and apostille of documents

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