Many people ask: what is an apostille? Apostille meaning is quite simple: it is the legalisation of a document. In other words, it is an official certification of a document’s authenticity, confirming that a document issued in one country may produce legal effects in another state. Sometimes, an apostille takes the form of an apostille stamp, physically affixed to the document. The authenticity of certain documents must be officially certified with an apostille. Documents that are properly apostilled can then be recognised and used abroad without issues. It is important to note that this applies only to countries that are parties to the Hague Convention (also known as the Hague Apostille Convention). For example, a document legalised in one EU Member State can be recognised in another, and this system is also used by other countries that accept apostille, including the United States, Australia, Japan, and (since November 2023) China.

Document certification and the role of the translator

The importance of an apostille is particularly significant in the work of a sworn translator and in certified translation. Apostille plays a key role in ensuring the international legal effectiveness and formal validity of translated official documents. It affects, among other things, the way documents are certified for use in cases involving international civil proceedings as well as in the implementation of the principle of free movement of citizens. If these areas interest you, be sure to read our other articles, for example:

Medical history translation – facilitating access to medical services abroad under the principle of free movement of citizens.
English as the official language for documents requiring certified (sworn) translation – a look at international civil proceedings and commercial cooperation.

Support from an experienced sworn translator

Due to the complexity of procedures related to the apostille service, document legalisation, and their proper handling in certified translations, it is advisable to seek support of a specialist who combines language expertise with legal knowledge.

The Office of the Sworn Translator of the English Language Jacek Kasprzyk offers the support of an experienced sworn translator who is also a trained lawyer, enabling reliable preparation of documents intended for submission in Poland and abroad, while taking into account the formal requirements related to apostille. Services offered by this office include accurate and legally compliant certified translations for documents bearing an apostille.

A variety of documents may require an apostille. Certificate of marriage is a common example, along with birth certificate. Apostille ensures these documents are recognised in all Hague Convention countries, while certified translations make them legally valid and understandable abroad. Read on to find out which other documents may also require an apostille.

To obtain an apostille, a document must meet specific formal requirements and originate from an authorised authority. Photo source: iStock

Which documents require an apostille?

An apostille is issued for official documents, such as:

civil status records, including birth certificates,
documents from the civil registry concerning marriage or annulment of marriage,
court documents,
notarial documents,
criminal record documents (e.g., a certificate of no criminal record, which is important when applying for work in Poland and other countries),
school certificates,
national diplomas,
craft certificates,
any commercial document, if the company operates in the field of international trade,
other documents issued by administrative authorities.

Apostille and document legalisation: 10 most frequently asked questions.

An apostille can also apply to certain documents issued by regional examination boards or the National Agency for Academic Exchange. It’s also helpful in international cooperation with entities providing these services in relation to certificates and education.

This might sound a bit confusing, so let us explain:
Quoting the “Official Interpretations” page from Infor, “the entities providing specified services (educational and research – editorial note) on behalf of the applicant may include: universities, federations of higher education and research institutions, scientific institutes (…), research institutes, international scientific institutes established under separate acts operating on the territory of the Republic of Poland (…), as well as other entities conducting mainly scientific activities independently and continuously.”

Formal requirements for a document before obtaining an apostille

Document certification is subject to many formal requirements. The document to be certified must originate from an authorised authority and bear handwritten signature of the person who issued it – either the official themselves or, depending on the type of document, an employee acting on their behalf. It should also show the official’s name stamp and have the official seal, usually a round seal of the office.

For certain documents, prior certification is needed. This involves:

confirming the authenticity of the signature and seal by an authorised authority,
for court documents – certification by the president of a relevant court,
certification by a relevant ministry (e.g., the Minister of Culture and National Heritage).

An apostille can also be issued on a photocopy of a document, provided that the original document could have been previously certified.

Competent authorities and the procedure for obtaining an apostille

In Poland, apostilles are issued by the Ministry of Foreign Affairs (commonly called MSZ (Ministerstwo Spraw Zagranicznych) legalisation) or by the district court with territorial jurisdiction (for example, in the department that handles activities specified by provisions regarding particular court procedures).

In order to get an apostille, the document holder must submit an application, either personally or through a representative authorised in writing. The application should include all the necessary documents. Electronic registration is becoming more common, offering greater convenience. In such case, remember to bring a printed confirmation of your appointment.

An apostille is issued, among others, by the Ministry of Foreign Affairs, once the application and complete set of documents have been correctly submitted. Photo source: iStock

You can also submit the application by mail through the citizen correspondence service, which is especially handy for anyone living far from their place of residence or current location.

Stamp duty and apostille fees

How much does an apostille cost? In Poland, the fee is set by law at PLN 60 per document. This is a stamp duty collected by the Ministry of Foreign Affairs or other authorities (e.g., the local department of education or court) for certifying the document, regardless of the number of its pages.

There are several ways to pay the stamp duty, including by bank transfer or at any post office branch (so this service is certainly available at your nearest post office).

Legal basis and foreign documents

The use of an apostille for Polish documents is governed by several regulations, including a European Parliament regulation, a ministerial regulation, the regulation of the Minister of National Education, and related amendments. The same regulations also apply to foreign official documents if the document originates from commercial transactions, civil proceedings etc., initiated in an EU Member State or other countries party to the Hague Convention, such as the United States, Australia, Japan, and China.