Apostille

At Laut, we offer comprehensive assistance in obtaining an Apostille and performing document legalization, essential certifications when your documents are to be used abroad. We provide professional support at every stage of the procedure, ensuring peace of mind and confidence that your documents will be properly prepared for international circulation.

What is an Apostille?

An Apostille is a special certification of the official nature of a national document, required when the document is to be used in a state that is a party to the Hague Convention of 1961, which abolishes the requirement for legalization of foreign public documents. It confirms the authenticity of the signature of the person who signed the document, their official capacity, and the identity of the seal or stamp affixed to the document. Poland is a signatory to this convention, as are over 120 other countries on this list. In Poland, an Apostille takes the form of a printed sticker with an handwritten signature of an official, an official seal, and a hologram.

When is an Apostille required?

An Apostille is required when a Polish public document, such as a notarial deed, court document, school leaving certificate, diploma, or other document issued by Polish authorities, is to be presented to foreign authorities or institutions in a country that recognizes the Hague Convention. It’s important to note that some documents issued in European Union member states (e.g., concerning birth, death, marriage, parentage, domicile, citizenship, or absence of a criminal record) may be exempt from the Apostille requirement.

What is document legalization?

Legalization is a certification of the official nature of a national document, necessary if it is to be used abroad in a country not on the list of Hague Convention signatories. If, however, the country where the document is to be used recognizes and issues Apostilles, then legalization is unnecessary – in such a case, an Apostille should be applied for.

When does a document require legalization?

Document legalization is essential when you want to use a Polish document abroad, and the destination country is not a signatory to the Hague Convention and therefore does not recognize an Apostille. In such cases, these countries require the document to be legalized.

Legalization is carried out upon the request of the document holder. This process applies to Polish public documents, both in paper form and those containing official certifications.

How does document legalization work in practice?

Document legalization is a multi-stage process aimed at confirming the authenticity of your Polish document so that it can be legally used in countries that do not recognize an Apostille. Here’s how it generally works:

1. Preliminary authentication (if required): Before the document goes to the Ministry of Foreign Affairs (MFA) for legalization, some types of documents must be authenticated by the relevant institutions that issued them or are responsible for them. This is the first step that confirms the document is correct “at the source.” For example:

   • University diplomas are first authenticated by the Polish National Agency for Academic Exchange.

   • Documents issued by art schools: Ministry of Culture and National Heritage.

   • School and high school certificates require authentication by the Ministry of National Education or regional examination boards.

   • Commercial and court documents may require confirmation by appropriate authorities depending on their nature.

2. Legalization at the Ministry of Foreign Affairs (MFA): After any preliminary authentication, the document is submitted to the MFA. There, an official verifies the authenticity of the signature of the person who signed the document, their official capacity, and the seal. Upon successful verification, a special legalization sticker with the official’s handwritten signature, official seal, and hologram is affixed to the document (or to a separate sheet attached to it). This confirms that the document is authentic and was issued by an authorized Polish institution.

3. Legalization at the consulate/embassy of the destination country: This is a crucial and often overlooked step. Legalization by the Polish MFA alone is not sufficient for the document to be recognized abroad in a country that does not recognize an Apostille. After legalization at the MFA, you must present the document to the diplomatic mission (embassy or consulate) of the country where you intend to use it, accredited in Poland. This mission performs the final authentication. Only after obtaining the seal and signature from the consul or representative of that country is the document fully legalized and ready for use abroad.

In practice, this means that for your document to be fully accepted in a country that does not recognize an Apostille, it must go through this two-stage legalization process: first at the Polish MFA, and then at the consulate of the destination country.

Procedure for obtaining Apostille and Legalization

At Laut, we’ll help you navigate the entire process of obtaining an Apostille or document legalization.

General steps:

1. Document preparation: Make sure you have the original document on which the certification is to be issued. Please remember that it’s not possible to obtain an Apostille or legalization on a photocopy of the document or on a printout from the ePUAP platform.

2. Stamp duty: A stamp duty must be paid for each certified document.

3. Properly completing the application for Apostille or legalization.

Processing time

Applications for Apostille and legalization are usually processed efficiently. The waiting time for certification at the Ministry of Foreign Affairs can range from immediate (for documents not requiring additional certifications) to 30 days for mailed applications. Our goal is to expedite the process as much as possible and keep you informed of its progress.

Contact us to learn more and benefit from professional assistance in obtaining an Apostille or document legalization!