Apostille and Legalization - Certifying Documents for Submission Abroad

An apostille and consular legalization are used so that an authority of a foreign country can recognize the authenticity of the signature, the seal or the issuing body on the document. In practice this process is often linked to translation, notarization, the Public Service Hall, public agencies, embassies or consulates.

What is an apostille?

An apostille is a form of official certification of a document used for countries where the Hague Apostille Convention applies. Put simply, an apostille confirms that the signature, the seal or the issuing body on the document is official, and that the document can be used in a foreign country in line with the relevant requirements.

An apostille does not mean translating the content of the document and does not replace a translation. If the document is in Georgian and the receiving country requires it to be submitted in a foreign language, the document may need a translation as well as the apostille. Sometimes a notarized translation is required, and sometimes additional certification of the translation too.

What is document legalization?

Document legalization is used when the receiving country does not accept an apostille or a specific procedure requires consular/diplomatic certification. Legalization is, as a rule, a more complex, multi-stage process, because it may involve various public agencies, the Ministry of Foreign Affairs, an embassy or a consulate.

Whether legalization is needed must always be checked against the requirements of the specific country and the receiving organization. The same document may be required in a different format in different countries. For example, in one country an apostille is enough, in another consular legalization may be required, and in a third case only a notarized translation.

What is the difference between an apostille and legalization?

An apostille and legalization both relate to the international use of a document, but they are not the same thing. An apostille is a relatively simplified certification for countries that recognize the apostille system. Legalization is a more complex procedure used for countries or cases where an apostille is not enough.

The main difference is that an apostille is a certification in a single international format, while legalization may require going through several authorities. So before starting the procedure we need to know: which country is asking for the document, what type of document it is, where you have to submit it and whether the receiving party requires a translation, notarization or additional consular certification.

Which documents can be apostilled?

Various official documents may need an apostille - personal, educational, legal, medical, financial or business papers. The specific requirement depends on the country where you have to use the document and the purpose it is being prepared for: study, a visa, marriage, employment, residence, citizenship, business, court proceedings or another administrative matter.

Apostille for birth and marriage certificates

An apostille on a birth certificate or a marriage certificate is often needed for marriage abroad, family reunification, a child's documents, or a citizenship or residence procedure. In such documents it is important that the first name, surname, date, registration data and issuing body are prepared correctly.

If the document also needs a translation, the right order often has to be determined: does the apostille come first or the translation, does the translation need to be notarized, and in what format does the receiving country require the document? Closely related to this topic, you can also see the birth certificate translation and marriage certificate translation pages.

Apostille for diplomas and school certificates

An apostille on education documents is often needed to continue studies abroad, to enrol at a university, to confirm a qualification, for work or to obtain a professional licence. A diploma, a school certificate, a transcript of grades or a certificate may need an apostille, a translation and notarization.

In educational documents it is important that the name of the institution, the field of study, the degree, the grades, the years and other academic data are rendered correctly. You can also see the diploma translation and school certificate translation pages.

Apostille on a police certificate

An apostille on a police certificate is often required for a visa, residence, employment abroad, a citizenship procedure or for submission to a public agency. In such a document the date of issue, the personal data, the format of the certificate and the requirements of the receiving country are important.

If you have to submit a police certificate abroad, you will often need a translation as well. In some countries a document certified with an apostille plus a translation is enough, while in other cases a notarized translation or an additional format is required. For details, you can also see the police certificate translation page.

Apostille on a power of attorney and legal documents

A power of attorney, a court decision, a registry extract, a company extract, a contract or another legal document may need an apostille or legalization if you have to use it abroad. In such documents the accuracy of the powers, personal data, company information, dates and legal terms is particularly important.

With legal documents, choosing the wrong procedure can lead to the document being returned or the procedure being delayed. That is why it is important to clarify the receiving country's requirements in advance. On this topic you can see legal translation, power of attorney translation and registry extract translation.

Does an apostille need a translation?

An apostille itself does not mean translating the text. If the document is in Georgian and you have to submit it abroad, you will often need the document translated into the language required by the receiving authority as well. In some cases an ordinary translation is requested, sometimes a notarized translation, and sometimes an official translation prepared in a specific format.

The most important question is the order: should the apostille come first or the translation? On some documents the apostille has to be placed on the original, and the document is then translated together with the apostille. In other cases a notarized translation may need to be certified separately. The right route depends on the country, the document and the rules of the receiving organization.

Apostille at the Public Service Hall

In Georgia, apostille and legalization procedures are linked to public agencies and the services of the Public Service Hall. For the client, the hardest part is often not just filing the application, but correctly determining which document has to be certified, in what form, in what order and whether the document needs a translation.

TARGMANEBI will help you plan the process correctly: assessing the type of document, establishing whether a translation is needed, clarifying the question of notarization and avoiding the risks that arise when a person certifies the wrong document, translates at the wrong stage, or the receiving party then does not accept the document.

Apostille or legalization - how do I know which one I need?

Three main factors determine the right answer: which country is asking for the document, what type of document it is and which authority you have to submit it to. For example, a university, an embassy, a bank, a court or an employer may have different requirements. Sometimes an apostille is enough for the country, but the specific organization still asks for a translation or notarization.

That is why, before ordering, it is best to send us the receiving organization's instruction, letter or the text of its requirement. If you do not have such a requirement, write to us with the country and the type of document - we will help you determine the general route and tell you what to check with the receiving party.

How to order the apostille and legalization service?

You can order the service online. At the first stage it is enough to send us a photo or PDF of the document, state the country where you have to submit it and write the purpose - study, a visa, marriage, work, residence, citizenship, business or another procedure. Based on this, we determine which route may be required.

What information should you give us?

To determine correctly whether an apostille, legalization, translation or notarization is needed, it is best to give us a few details from the start. This reduces the risk of mistakes and helps us tell you the exact price, the turnaround time and the likely order of the procedure.

• which country you have to submit the document in;
• which authority or organization you have to submit it to;
• what type of document it is - a birth certificate, a diploma, a certificate, a power of attorney or another document;
• whether you need a translation;
• which language the translation should be in;
• whether you have a written requirement from the receiving organization;
• whether you have the original or only a scan/PDF;
• how urgently the document has to be prepared.

How much do an apostille and legalization cost?

The final cost of an apostille or legalization depends on the type of document, the required procedure, state fees, the length of the translation, whether notarization is needed, the turnaround time and how many documents have to be prepared. In some cases the price is relatively easy to determine, while a complex or multi-document process requires an individual assessment.

To get an exact price, send us a photo or PDF of the document and state the country. You can find general information on the prices page as well, but for an apostille and legalization the final price always depends on the specific procedure.

How long does an apostille take?

The turnaround time depends on the type of document, the timeframes of the state service, whether a translation is needed, notarization, the complexity of the legalization and whether you need expedited preparation. For some documents the process is simple, while others may require additional checks or several stages.

If you need the document before an embassy appointment, a university deadline, a visa application, a wedding date or a specific work process, it is best to write to us as early as possible. That way we avoid last-minute mistakes and can plan the turnaround time better.

Why TARGMANEBI?

In the apostille and legalization process the main things are the right order, a correct understanding of the document format and the accuracy of the translation. TARGMANEBI works with personal, educational, legal, medical, financial and business documents, so we can help you not only with the translation but also with correctly determining the format in which the document is submitted.

• apostille and legalization advice;
• document translation into more than 14 languages;
• determining the notarization format;
• preparation of personal, educational, legal and business documents;
• preparation of documents for embassies, universities, banks and submission abroad;
• online assessment via WhatsApp or email;
• price and turnaround time agreed in advance;
• Tbilisi, Batumi, Kutaisi and online service from anywhere in Georgia.

When preparing for an apostille and legalization, it often matters which script the document is written in and how the name is spelled. Separate pages describe the specifics of Serbian documents, where Cyrillic and Latin script are used side by side, how names are written in Macedonian documents, and why Maltese documents are often issued together with an English text.

Frequently asked questions