Legalization of documents
What documents must be legalized?
The decision on whether a document requires legalization is usually made by the foreign institution where you plan to submit it. Polish authorities can carry out the certification process itself, but it is the foreign institution that defines the requirements. Therefore, before submission, it is advisable to confirm the list of required documents directly with the relevant authority abroad.
Basic requirements for legalization:
- the original document subject to certification;
information about the country where the document will be used.
Additional requirements:
- sworn translation — in many cases, consulates require legalization of both the original document and its translation;
document procurement — in some cases, assistance may be needed in obtaining official extracts (e.g., from the National Court Register KRS), criminal record certificates, or notarized copies.
When to apostille and when to legalize documents?
Legalization of documents and granting an apostille are two different processes that aim to certify the authenticity of documents used abroad. While both processes serve a similar purpose, they differ in several key aspects, including procedures, application and requirements. Below we will analyze the main differences between apostille and document legalization.
What is Apostille?
An apostille is an official certification of the authenticity of public documents, recognized by countries that are members of the 1961 Hague Convention. It allows documents to be used abroad without the need for additional consular legalization.
The main advantage of an apostille is that it simplifies the international circulation of documents by eliminating the need for further procedures at embassies or consulates.
Key features of an apostille:
- Single procedure — the document is certified by one authorized body, such as the Ministry of Foreign Affairs.
- Country limitation — an apostille is valid only in countries that have joined the Hague Convention (over 120 countries, including most European states, the USA, Canada, Japan, and Australia).
- Different types of documents — an apostille can be issued for birth and marriage certificates, diplomas, powers of attorney, as well as court and notarial documents.
What is Legalization?
Legalization is a procedure for confirming the authenticity of documents that is more complex and consists of several stages. It involves certification of the document by different authorities in the country of issue, as well as by consular or diplomatic missions of the country where the document will be used.
Key features of legalization:
- Multi-stage process — the document is verified and certified by several authorities, such as a notary, relevant ministries, and finally the embassy or consulate.
- Application for specific countries — legalization is required when the destination country is not a member of the Hague Convention. In such cases, the document must be additionally confirmed by the diplomatic mission of that country.
- Types of documents — this procedure may apply to commercial, educational, notarial, and court documents, as well as powers of attorney and other official papers.
What does the seal from the Ministry of Foreign Affairs (Ministerstwo Spraw Zagranicznych) look like?
The seal confirming legalization informs about the validity of the document. The procedure does not end there. We still need to obtain document authentication at the consulate of the destination country.
