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APOSTILLE
Doc. prél. No 3
Prel. Doc. No 3
juillet / July 2013
APERÇU DES RÉPONSES AU QUESTIONNAIRE DE JANVIER 2012 PORTANT SUR
LA CONVENTION DE LA HAYE DU 5 OCTOBRE 1961 SUPPRIMANT L'EXIGENCE
DE LA LÉGALISATION DES ACTES PUBLICS ÉTRANGERS
(CONVENTION APOSTILLE)
établi par le Bureau Permanent
* * *
SYNOPSIS OF RESPONSES TO THE QUESTIONNAIRE OF JANUARY 2012 RELATING TO
THE HAGUE CONVENTION OF 5 OCTOBER 1961 ABOLISHING THE REQUIREMENT
OF LEGALISATION FOR FOREIGN PUBLIC DOCUMENTS
(APOSTILLE CONVENTION)
drawn up by the Permanent Bureau
(Version révisée en juillet 2013 /
revised version as per July 2013)
Document préliminaire No 3 de septembre 2012
à l'attention de la Commission spéciale de novembre 2012 sur le
fonctionnement pratique de la Convention Apostille
Preliminary Document No 3 of September 2012
for the attention of the Special Commission of November 2012 on the
practical operation of the Apostille Convention
APERÇU DES RÉPONSES AU QUESTIONNAIRE DE JANVIER 2012 PORTANT SUR
LA CONVENTION DE LA HAYE DU 5 OCTOBRE 1961 SUPPRIMANT L'EXIGENCE
DE LA LÉGALISATION DES ACTES PUBLICS ÉTRANGERS
(CONVENTION APOSTILLE)
établi par le Bureau Permanent
* * *
SYNOPSIS OF RESPONSES TO THE QUESTIONNAIRE OF JANUARY 2012 RELATING TO
THE HAGUE CONVENTION OF 5 OCTOBER 1961 ABOLISHING THE REQUIREMENT
OF LEGALISATION FOR FOREIGN PUBLIC DOCUMENTS
(APOSTILLE CONVENTION)
drawn up by the Permanent Bureau
i
Une première version de ce document a été élaborée en prévision de la
Commission spéciale de 2012 sur le fonctionnement pratique de la Convention
Apostille et a été actualisée au 14 septembre 2012. Cette nouvelle version,
révisée en juillet 2013, reprend les réponses reçues jusqu'en mai 2013. Le
document compte actuellement 52 réponses.
Ce document n'a pas été traduit. Afin de rendre les réponses facilement
accessibles aux experts de la Commission spéciale, celles-ci ont uniquement été
compilées telles qu’elles ont été reçues et dans la langue dans laquelle elles ont
été reçues. Le Bureau Permanent a apporté quelques corrections mineures au
texte à des fins de présentation. Les réponses des États peuvent être consultées
dans leur intégralité et dans leur version originale sur l’Espace Apostille du site
web de la Conférence de La Haye (à l’adresse < www.hcch.net >, sous la
rubrique « Questionnaires & Réponses »), à l’exception de celles de certains
États, qui ne figurent ni en ligne, ni dans le présent document. Ces États n’ont
pas souhaité voir leur réponse publiée.
Par souci de concision, les réponses aux questions suivantes ne sont pas reprises
dans le présent document :
Autres instruments pertinents, lois ou pratiques internes qui facilitent la
production d’actes publics étrangers ou la dispensent de légalisation ou de
formalité similaire (partie A, question g) et partie B, question 1.3 a)) ;
Législation de transposition (partie B, question 1.1 a));
Information du public concernant le fonctionnement de la Convention
Apostille (partie B, question 4.4 a));
Travaux publiés et décisions de justice concernant la Convention Apostille
(partie B, question 4.5 a) et b));
Coordonnées complètes des Autorités compétentes des États contractants
(partie B, question 5.1).
Dans ce document, les nombres entre crochets ('[#]') renvoient au nombre
d’États concernés par une réponse donnée.
* * *
A first version of this document was prepared for the 2012 Special Commission on
the practical operation of the Apostille Convention and was updated until 14
September 2012. The present version revised as per July 2013 reflects the
responses received up until May 2013, which amount to 52 responses.
This document has not been translated. It is a compilation of the responses as
they were received to make the responses more readily accessible to experts to
the Special Commission. Therefore the responses appear as they were received,
in the language in which they were received. The Permanent Bureau has made
some minor corrections to the text of responses for presentation purposes. The
complete response of each State in its original form is available on the Apostille
Section of the Hague Conference website < www.hcch.net > under
“Questionnaires & Responses”. Responses from States that objected to the
publication of their response have not been made available online and are not
reproduced in this document.
In the interests of brevity responses to the following questions have not been
compiled in this document:
Other relevant instruments, internal laws or practices which facilitate or
exempt the production of foreign public documents from legalisation or
similar formality (Part A, Question g) and Part B, Question 1.3 a));
Implementation legislation (Part B, Question 1.1 a));
ii
Public information on the operation of the Apostille Convention (Part B,
Question 4.4 a));
Published works and court decisions on the Apostille Convention (Part B,
Question 4.5 a) and b));
Full contact details of Competent Authorities (Part B, Question 5.1).
Throughout this document numbers contained in square brackets (‘[#]’) refer to
the number of relevant responses.
iii
Table of contents
STATES RESPONSES TO THE APOSTILLE QUESTIONNAIRE ................................ VIII
ÉTATS AYANT RÉPONDU AU QUESTIONNAIRE APOSTILLE ...................................... X
PART A – QUESTIONS FOR NON-CONTRACTING STATES ......................................... 1
Reasons for not being a Contracting State .................................................... 1
a) Why not party to the Convention? ................................................ 1
Foreign direct investment ........................................................................... 2
b) Is your State aware of the Investing Across Borders Report of
the World Bank Group? ............................................................... 2
Studying the Apostille Convention ................................................................ 2
c) Is your State currently studying the Apostille Convention? .............. 2
d) Difficulties encountered in the interpretation of Article 1(3) a)
“documents executed by diplomatic or consular agents” ................. 3
e) Has the e-APP been considered? .................................................. 3
Statistics .................................................................................................. 3
f) How many legalisations are performed each year? ......................... 3
Other Instruments ..................................................................................... 4
g) Are foreign public documents exempted from legalisation or
similar formality, by virtue of any internal law or practice or
any bilateral, regional or global instrument? .................................. 4
h) Can the authenticity of foreign public documents be
contested (e.g., by applying the rules of evidence)? ....................... 5
The “Apostille Section" of the HCCH website and publications .......................... 5
i) Is the “Apostille Section” useful? .................................................. 5
j) Any suggestions or comments on the ABCs of Apostilles and
the Brief Implementation Guide? .................................................. 5
k) Any suggestions for future publications? ....................................... 5
Other ....................................................................................................... 6
l) Any suggestions on specific topics or practical issues for the
2012 Special Commission? .......................................................... 6
PART B – QUESTIONS FOR CONTRACTING STATES ................................................. 6
Section 1 – Joining the Apostille Convention .................................................. 7
1.1 Changes to internal law ...................................................................... 7
a) Was implementing legislation necessary? ...................................... 7
1.2 Foreign direct investment ................................................................... 7
a) Is your State aware of the Investing Across Borders Report of
the World bank Group? ............................................................... 7
1.3 Other relevant instruments, laws and practices ...................................... 8
a) Are foreign public documents exempted from legalisation or
similar formality, by virtue of any internal law or practice or
any bilateral, regional or global instrument? .................................. 8
b) Can the authenticity of foreign public documents be
contested (e.g., by applying the rules of evidence)? ....................... 9
iv
Section 2 – Objections to accessions .............................................................. 9
2.1 Revisiting objections ......................................................................... 10
a) Has your State revisited its position? ............................................... 10
Section 3 – The Apostille Section of the HCCH website and
publications .................................................................................................. 10
3.1 Content of the Apostille Section .......................................................... 10
a) Is the “Apostille Section” useful? ................................................. 10
b) Any suggestions or comments on the ABCs of Apostilles and
the Brief implementation Guide? ................................................. 11
c) Any suggestions for future publications? ...................................... 12
Section 4 – Operation and statistics ............................................................. 13
4.1 General evaluation ............................................................................ 13
a) How does your State rate the overall operation of the
Apostille Convention? ................................................................ 13
b) Any persistent difficulties, issues or challenges in the
operation of the Apostille Convention? ......................................... 14
4.2 Statistics on issued Apostilles ............................................................. 16
a) Number of Apostilles issued in the past 4 years? ........................... 16
b) Can any trend(s) be discerned from these statistics? .................... 17
c) Principal States of destination for Apostilles issued in each
State ....................................................................................... 19
d) How many e-Apostilles were issue– in the past 4 years? ................ 20
e) Principal States of destination for e-Apostilles issued in each
State ....................................................................................... 20
f) Categories of public document most frequently apostillised ............ 20
4.3 Legalisations .................................................................................... 23
a) Relation between number of Apostilles and number of
legalisations in your State .......................................................... 23
4.4 Public information ............................................................................. 23
a) Is practical information made available to Apostille users? ............. 23
4.5 Published works and court decisions on the Apostille Convention ............ 24
a) References to articles or books ................................................... 24
b) Any decisions rendered? ............................................................ 25
4.6 Intergovernmental organisations ........................................................ 25
a) Would your State be in favour of allowing the use of
Apostilles in relation to documents executed by
intergovernmental organisations? ............................................... 25
Section 5 – Competent Authorities ............................................................... 26
5.1 Contact details ................................................................................. 26
5.2 Training and support ......................................................................... 26
a) Desk instructions (or similar) ...................................................... 27
b) Is training provided? ................................................................. 27
Section 6 – Substantive scope of the Apostille Convention ........................... 28
6.1 Definition of “public document” ........................................................... 28
a) Is a “public document” defined in domestic law? ........................... 28
v
b) Can public documents be executed without being signed? .............. 31
c) Can public documents be executed without being stamped or
sealed? .................................................................................... 32
d) Difficulties encountered in characterising a document as a
“public document”. .................................................................... 33
6.2 Exclusion of documents executed by diplomatic or consular agents ......... 35
a) Difficulties encountered with the exclusion of “documents
executed by diplomatic or consular agents” from the scope of
the Convention. ........................................................................ 35
b) To which of the following documents (if any) does the
Apostille Convention apply? ........................................................ 35
6.3 Exclusion of administrative documents dealing directly with
commercial or customs operations ...................................................... 36
a) Difficulties encountered with the exclusion of “administrative
documents dealing directly with commercial or customs
operations” from the scope of the Convention. .............................. 36
b) Does your State issue Apostilles for any of the following
documents?.............................................................................. 38
c) Does your State accept Apostilles issued for any of the
following documents? ................................................................ 40
d) Is the exclusion of “administrative documents dealing directly
with commercial or customs operations” appropriate? Is
there a need to develop a more harmonized practice? ................... 42
6.4 Copies ............................................................................................. 44
a) Is the Convention applicable to a simple copy of a public
document? ............................................................................... 44
b) Is the Convention applicable to a certified copy of a public
document? ............................................................................... 46
6.5 Translations ..................................................................................... 47
a) Is the Convention applicable to a simple translation of a
public document? ...................................................................... 47
b) Is the Convention applicable to a certified translation? ................... 48
6.6 Electronic documents and signatures ................................................... 50
a) Can public documents executed in electronic form be
considered “public documents”? .................................................. 50
b) If a public document is executed in electronic form, how is it
apostillised? ............................................................................. 51
c) Can scanned copies of public documents that were executed
in paper form be considered “public documents”? ......................... 52
d) Are electronic signatures recognised as functionally
equivalent of handwritten signatures? ......................................... 54
Section 7 – Access to Apostille services ........................................................ 55
7.1 One-step vs. multi-step process ......................................................... 55
a) Are there any certifications needed before the issuance of an
Apostille? ................................................................................. 55
b) What certification process is involved? ......................................... 56
c) Why is certification required? ...................................................... 62
d) Is your State planning to make changes to the certification
process? .................................................................................. 63
vi
7.2 Apostille requests ............................................................................. 64
a) Can an Apostille be issued for a document at the request of a
person other than: the person who signed the document or
the person who intends to use the document abroad? ................... 64
b) Ways of requesting an Apostille. ................................................. 65
c) Does your State inquire about the State of destination? ................. 66
d) May a single Apostille be issued for different public
documents that are executed by the same official?........................ 67
e) Average time to issue Apostilles .................................................. 68
7.3 Fees ................................................................................................ 71
a) Does your State charge for issuing an Apostille? ........................... 71
Section 8 – Issuance of Apostilles ................................................................ 74
8.1 Verification of public documents ......................................................... 74
a) Do all Competent Authorities have access to a register or
database containing sample signatures / stamps / seals of
the officials / authorities that execute public documents? ............... 74
b) Form of the register or database ................................................. 75
c) How is this Register or database maintained and updated? ............. 76
d) How does a Competent Authority address situations where
the public document bears a signature, stamp or seal that
does not match? ....................................................................... 77
e) How does a Competent Authority address situations where
the public document bears a signature, stamp or seal that is
not (yet) in the register or database? .......................................... 79
8.2 The Apostille .................................................................................... 82
b) What stationery is used for the Apostille? ..................................... 82
c) Are the bilingual and trilingual Apostille Certificates
developed by the Permanent Bureau useful? ................................ 83
8.3 Completing the Apostille .................................................................... 84
a) How are Apostilles filled in? ........................................................ 84
b) Language(s) of Apostilles ........................................................... 85
c) How are Apostilles numbered? .................................................... 87
d) Does every Apostille issued bear a unique number?....................... 87
e) How is a paper Apostille signed? ................................................. 88
f) How is an e-Apostille signed? ..................................................... 89
8.4 Additional text .................................................................................. 89
a) Do Competent Authorities include additional information on
the Apostille?............................................................................ 89
8.5 Affixing the Apostille ......................................................................... 90
a) How is the Apostille affixed to the document? ............................... 91
b) If a separate slip of paper is used (an allonge), how is this
attached to the document? ......................................................... 93
c) In the case of a one-page public document, where is the
Apostille placed / allonge attached? ............................................. 94
d) In the case of a multi-page document, where is the Apostille
placed / allonge attached? ......................................................... 95
e) How is the Apostille affixed or logically associated to the
document? ............................................................................... 96
vii
Section 9 – Register of Apostilles ................................................................. 97
9.1 Maintaining the register ..................................................................... 97
a) Does each Competent Authority record particulars of each
Apostille issued? ....................................................................... 97
b) Form of register ...................................................................... 100
c) How is the register maintained? ............................................... 102
d) How long do Competent Authorities retain records of
particulars in their register? ..................................................... 102
9.2 Checking the register ...................................................................... 103
a) Frequency of requests to check the register ............................... 103
b) Does your State have statistics on how frequently the e-
Register is consulted? .............................................................. 104
Section 10 – The effect of Apostilles ........................................................... 105
10.1 Apostilles issued in your State .......................................................... 105
a) Have Apostilles or e-Apostilles issued in your State been
rejected in another Contracting State? ....................................... 105
b) If an Apostille was rejected, what action was taken? ................... 107
c) Has your State received any requests by the authorities in
another Contracting State to certify or confirm its procedure
for issuing Apostilles? .............................................................. 108
10.2 Foreign Apostilles produced in your State ........................................... 108
a) On what grounds has a foreign Apostille been rejected in
your State? ............................................................................ 108
b) Are there time limits on the effect of foreign Apostilles and/or
foreign public documents that are produced in your State?........... 110
Section 11 – The e-APP ............................................................................... 111
11.1 Implementation .............................................................................. 111
a) Has either component of the e-APP been implemented? ............... 111
b) Has the e-APP been studied? .................................................... 112
c) Are there any issues (legal or otherwise) that may affect the
implementation of the e-APP? ................................................... 113
Section 12 – Other ...................................................................................... 114
12.1 Additional comments and information ................................................ 114
b) Any additional comments or information? ................................... 114
c) Any suggestions on specific topics or practical issues for the
2012 Special Commission? ....................................................... 114
viii
States Responses to the Apostille Questionnaire
States [52]
Non-Contracting States [10]
1. Argentina
2. Australia
3. Austria
4. Azerbaijan
5. Belgium
6. Bosnia and Herzegovina
7. Bulgaria
8. Burundi
9. Canada
10. Chile
11. China
1
12. China (Hong Kong)
13. China (Macao)
14. Colombia
15. Costa Rica
16. Croatia
17. Cyprus
18. Czech Republic
19. Denmark
20. Finland
21. Georgia
22. Germany
23. Greece
2
24. Guatemala
25. Hungary
26. Iran
27. Israel
28. Japan
29. Latvia
30. Malaysia
31. Malta
32. Mexico
33. Monaco
34. Namibia
35. New Zealand
36. Nicaragua
3
37. Peru
38. Philippines
39. Poland
40. Portugal
41. Republic of Moldova
42. Romania
43. Slovakia
44. Slovenia
45. Spain
46. Swaziland
47. Sweden
4
1. Burundi
2. Canada
3. Chile
4. China
1
5. Guatemala
6. Iran
7. Malaysia
8. Nicaragua
3
9. Philippines
10. Viet Nam
5
Contracting States [42]
1. Argentina
2. Australia
3. Austria
4. Azerbaijan
5. Belgium
6. Bosnia and Herzegovina
7. Bulgaria
8. China (Hong Kong)
9. China (Macao)
10. Colombia
11. Costa Rica
12. Croatia
13. Cyprus
14. Czech Republic
15. Denmark
16. Finland
17. Georgia
18. Germany
19. Greece
2
20. Hungary
21. Israel
22. Japan
23. Latvia
24. Malta
25. Mexico
26. Monaco
27. Namibia
28. New Zealand
29. Peru
30. Poland
31. Portugal
32. Republic of Moldova
33. Romania
34. Slovakia
35. Slovenia
1
The response from the People’s Republic of China contained separate responses from mainland China
(hereinafter “China”), Hong Kong Special Administrative Region (hereinafter “Hong Kong”) and Macao
Special Administrative Region (hereinafter “Macao”).
2
Two responses were received from Greece, one from the Ministry of Interior (hereinafter Greece
“MoI”) and the other from the Ministry of Justice (hereinafter Greece “MoJ”).
3
A response was received from Nicaragua, however this State objected to all of its response being
published on the Hague Conference website. Nicaragua acceded to the Apostille Convention on 7
September 2012.
4
In its response, Sweden indicated that it was unable to answer the Questionnaire given the
decentralised system of issuing Apostilles in that State and the absence of any central source of
ix
48. Switzerland
49. Ukraine
50. United Kingdom
51. United States of America
52. Viet Nam
5
36. Spain
37. Swaziland
38. Sweden
4
39. Switzerland
40. Ukraine
41. United Kingdom
42. United States of America
information on the operation of the Convention.
5
A response was received from Viet Nam, however this State objected to all of its response being
published on the Hague Conference website.
x
États ayant répondu au Questionnaire Apostille
États [52]
États non contractants [10]
1. Allemagne
2. Argentine
3. Australie
4. Autriche
5. Azerbaïdjan
6. Belgique
7. Bosnie-Herzégovine
8. Bulgarie
9. Burundi
10.Canada
11.Chili
12.Chine
6
13.Chine (Hong Kong)
14.Chine (Macao)
15.Chypre
16.Colombie
17.Costa Rica
18.Croatie
19.Danemark
20.Espagne
21.États-Unis d’Amérique
22.Finlande
23.Géorgie
24.Grèce
7
25.Guatemala
26.Hongrie
27.Iran
28.Israël
29.Japon
30.Lettonie
31.Malaisie
32.Malte
33.Mexique
34.Monaco
35.Namibie
36.Nicaragua
8
37.Nouvelle-Zélande
38.Pérou
39.Philippines
40.Pologne
41.Portugal
42.République de Moldova
43.République tchèque
44.Roumanie
45.Royaume-Uni
46.Slovaquie
47.Slovénie
48.Suède
9
1. Burundi
2. Canada
3. Chili
4. Chine
6
5. Guatemala
6. Iran
7. Malaisie
8. Nicaragua
8
9. Philippines
10.Viet Nam
10
États contractants [42]
1. Allemagne
2. Argentine
3. Australie
4. Autriche
5. Azerbaïdjan
6. Belgique
7. Bosnie-Herzégovine
8. Bulgarie
9. Chine (Hong Kong)
10.Chine (Macao)
11.Chypre
12.Colombie
13.Costa Rica
14.Croatie
15.Danemark
16.Espagne
17.Etats-Unis d’Amérique
18.Finlande
19.Géorgie
20.Grèce
7
21.Hongrie
22.Israël
23.Japon
24.Lettonie
25.Malte
26.Mexique
27.Monaco
28.Namibie
29.Nouvelle-Zélande
30.Pérou
31.Pologne
32.Portugal
33.République de Moldova
34.République tchèque
35.Royaume-Uni
36.Roumanie
6
La réponse fournie par la République populaire de Chine contient les réponses distinctes de la Chine
continentale (ci-après « Chine »), de la Région administrative spéciale de Hong Kong (ci-après « Hong
Kong ») et de la Région administrative spéciale de Macao (ci-après « Macao »).
7
Deux réponses ont été reçues pour la Grèce ; l’une envoyée par le Ministère de l’Intérieur (ci-après
« Greece MoI ») et l’autre par le Ministère de la Justice (ci-après « Greece MoJ »).
8
Le Nicaragua a fait parvenir une réponse, mais a refusé qu’elle soit publiée en intégralité sur le site
de la Conférence de La Haye. Le Nicaragua a adhéré à la Convention Apostille le 7 septembre 2012.
9
La Suède a indiqué qu’elle n’était pas en mesure de répondre au Questionnaire en raison de son
xi
49.Suisse
50.Swaziland
51.Ukraine
52.Viet Nam
10
37.Slovaquie
38.Slovénie
39.Suède
9
40.Suisse
41.Swaziland
42.Ukraine
système décentralisé d’émission d’Apostilles et en l’absence de source centrale d’informations sur le
fonctionnement de la Convention.
10
Le Viet Nam a fait parvenir une réponse, mais a refusé qu’elle soit publiée en intégralité sur le site
de la Conférence de La Haye.
1
Questions & Replies
States
PART A – Questions for non-Contracting States
Reasons for not being a Contracting State
a) Why not party to the Convention?
The internal law of your State does not require foreign public documents to be legalised or subjected to a
similar formality before having effect in your State.
[0]
There are legal obstacles in the internal legal system of your State that prevent it from becoming a Party to
the Convention.
Guatemala: No legal obstacles, most of all, the situation that internal legislation states a specific procedure
to legalize incoming documents. This legislation does not state a specific procedure to legalize outgoing
documents (furthermore, it does not mandate legalization of outgoing documents); nevertheless, following
the principles observed on the incoming documents, a chain of signatures (pases de ley in spanish), due to
the requirement that other States establish for documents which origin is Guatemala. It is wise to express
that the Ministry of Foreign Affiars of the Republic of Guatemala does not receive any income for the
legalization of incoming and outgoing documents, nevertheless, it wishes to highlight that a specific tax
exists, which goes directly to the tax office of Guatemala, and so far no studies have been done which could
demonstrate the eventual income loss that the implementation of the Apostille would imply.
Chile, Guatemala. [2]
Your State is concerned about the loss of revenue currently generated by legalising documents.
Guatemala. [1]
Other specific issues:
Guatemala: The Guatemalan legislation does not provide the implementation of the Apostille, for this,
internal law needs amendments and modifications.
Guatemala. [1]
Your State does not have the means or resources to properly implement the Apostille Convention.
[0]
The question of becoming a Party to the Convention has never been examined in detail.
Burundi. [1]
The absence of a clause that would allow for the Apostille Convention to be extended to one or more
territorial units is an obstacle to your State, as a multi-unit State, joining the Convention.
[0]
Other:
China (People’s Republic of): Considering the fact that the notarial system of China is yet to be further
improved, and that China's established legalisation system, which is quite strict and consistent, plays a
positive role in keeping the credibility of documents and the efficiency of their transfer, China is not yet a
China, Iran, Malaysia, the
Philippines. [4]
2
party to the Convention (but the Convention is applicable in Hong Kong and Macao SARs). China, however,
appreciates the role the Convention plays in facilitating movement of personnel and investment. China is
now doing research concerning the Convention and relevant domestic laws and regulations.
Iran: As the current system of legalization in Iran has not faced any challenges until recently, the question
of becoming a party to the convention had not been examined in detail. Since in recent years it has been
found that the current system does not function well, consideration of becoming a party to the Convention
has taken into account by the government of the I.R. of Iran.
The Philippines: The Philippines intends to accede to the Apostille Convention this year (2012) and the
instrument of accession has been signed by H.E. Benigno Simeon C. Aquino III.
Malaysia: Malaysia is currently studying the Convention with a view to becoming a Party.
Foreign direct investment
b) Is your State aware of the Investing Across Borders Report of the World Bank Group?
Yes
Burundi: A State which is party to the Convention in the World Bank Doing Business Report. The Apostille
Convention plays a major role in the improvement of Doing Business and attraction of Foreign Direct
Investment.
Burundi, Canada, Chile,
China, the Philippines. [5]
No
Iran, Malaysia. [2]
Studying the Apostille Convention
c) Is your State currently studying the Apostille Convention?
Yes
Canada: The timetable and outcome of the study are not determined / Le calendrier et le résultat de
l'examen ne sont pas connus.
China (People’s Republic of): We have no timetable yet.
Guatemala: Different studies have been done by several entities of the Government and State involved in
the current procedure of legalization of documents and signatures.
The amendment proposal for the national legislation concerning the Apostille Convention has already been
sent to the Congress and they have received it on October 25th 2012.
Iran: The Parliament of the I. R. of Iran has ratified the accession of Iran to the Apostille Convention in
April, 2012. Since the implementation of this convention in Iran requires preparation of legal and logistical
infrastructures, the relevant authorities are doing their best to meet those goals. Hopefully, Iran is to be a
state party to the Convention by submitting the accession instrument to the government of the Netherlands
Burundi, Canada, Chile,
China, Guatemala, Iran,
Malaysia, the Philippines. [8]
3
by the end of 2013.
Malaysia: Malaysia is currently studying the Convention with a view to becoming a Party. The tentative
estimated date is to accede by early next year (2013).
The Philippines: The proposed implementation is by March 2013.
No
[0]
Only for States that are studying or envisage studying the Apostille Convention
d) Difficulties encountered in the interpretation of Article 1(3) a) “documents executed by diplomatic or consular agents”
Yes
Iran: In the process of studying the Convention, some problems regarding the aforementioned exclusions
came to our attention but were solved with the help of the Permanent Bureau.
Iran. [1]
No
Burundi: Burundi is in the process of explaining the Apostille Convention stakeholders in terms of
advantages and benefits of being party to it.
Burundi, Canada, Chile,
China, Guatemala, Malaysia,
the Philippines. [7]
Only for States that are studying or envisage studying the Apostille Convention
e) Has the e-APP been considered?
Yes – Which components?
Burundi, Canada, Chile, Iran,
the Philippines. [5]
Both components.
Burundi, Chile, Iran, the
Philippines. [4]
Only the e-Apostille component.
[0]
Only the e-Register component.
Canada. [1]
No
China, Guatemla, Malaysia.
[3]
Statistics
f) How many legalisations are performed each year?
4
Outgoing documents
350,000.
Canada. [1]
207,271.
Chile. [1]
N/A
China. [1]
79,213 (for 2011). During 2012, as at the 25
th
of October, 71,513 documents have been delivered.
Guatemala. [1]
840,000.
Iran. [1]
158,649 (for the year 2011).
Malaysia. [1]
702,435 for the year 2011.
The Philippines. [1]
Incoming documents
Information not available / information non-disponible.
Canada. [1]
51,818
Chile. [1]
N/A
China. [1]
82,211 (for 2011). During 2012, as at the 25th of October, 71,339 documents have been received.
Guatemala. [1]
197,000.
Iran. [1]
17,040 (rough estimation based on State's Mission in Manila, Philippines).
Malaysia. [1]
No data available to answer the question.
The Philippines. [1]
Other Instruments
g) Are foreign public documents exempted from legalisation or similar formality, by virtue of any internal law or practice
or any bilateral, regional or global instrument?
Yes
For more detailed information, see the individual response of each State.
Canada, Malaysia, the
Philippines. [3]
No
Guatemala: All incoming and outgoing documents, by law mandate to be legalized by the Ministry of
Burundi, Chile, China,
Guatemala, Iran. [5]
5
Foreign Affairs, without any exceptions.
Iran: According to the Iran Civil Code, accepting the foreign public documents by judicial authorities is
conditional to legalization by the Ministry of Foreign Affairs.
Only for States in which the production of foreign public documents is exempted from / not subject to legalisation or similar
formality
h) Can the authenticity of foreign public documents be contested (e.g., by applying the rules of evidence)?
Yes
Canada: The authenticity of foreign public documents produced in courts in Canada can be contested. Proof
of authenticity or lack thereof would need to be provided in accordance with the rules of evidence applicable
to the dispute / L'authenticité des actes publics étrangers produits devant les tribunaux peut être
contestée. L'authenticité ou la non-authenticité doit être prouvée selon les règles de la preuve applicables
au litige.
The Philippines: Sec. 24 of Rule 132 of the Rules of Court.
Canada, the Philippines. [2]
No
[0]
The “Apostille Section" of the HCCH website and publications
i) Is the “Apostille Section” useful?
Very useful.
Burundi, Canada, Chile,
Guatemala, Iran, Malaysia.
[6]
Useful.
China, The Philippines. [2]
Not useful.
[0]
The Apostille Section has not yet been consulted.
[0]
j) Any suggestions or comments on the ABCs of Apostilles and the Brief Implementation Guide?
Yes
[0]
No
Burundi, Canada, Chile,
China, Guatemala, Iran,
Malaysia, the Philippines. [8]
k) Any suggestions for future publications?
Yes
Canada, the Philippines. [2]
6
Canada: Canada suggests the publication of a document that examines the security features of the e-
Apostille by country of issuance and that compares these security features with those of the paper
Apostille. Canada notes that Preliminary Document No 18, March 2007 examines security features of the e-
Apostille and suggests that the document be updated to reflect current practices.
Canada also suggests that a document discussing the interoperability of e-Apostille systems established by
contracting states be published. These documents could discuss the establishment of information
technology systems that could accept, recognize and verify e-Apostilles from all contracting states that use
them / Le Canada suggère la publication d'un document qui examine les caractéristiques liées à la sécurité
de l'e-Apostille selon le pays d’origine de l’e-Apostille et qui les compare aux caractéristiques liées à la
sécurité de l'Apostille-papier. Le Canada reconnaît que le Document préliminaire No. 18 de mars 2007
examine les caractéristiques liées à la sécurité de l'e-Apostille et propose que ce document soit mis à jour à
la lueur de la pratique actuelle. Le Canada suggère aussi la publication d'un document discutant
l'interopérabilité des systèmes de l'e-Apostille établis par certains États contractants. Ce document pourrait
discuter de la mise en œuvre de systèmes qui pourraient accepter, reconnaître et vérifier les e-Apostilles
des États contactants qui les utilisent.
The Philippines: Best practices of state-parties in implementing Apostille Convention.
No
Burundi, Chile, China,
Guatemala, Iran, Malaysia.
[6]
Other
l) Any suggestions on specific topics or practical issues for the 2012 Special Commission?
Yes
Canada: The topics suggested for publication under question k) could also be discussed at the 2012 Special
Commission / Les sujets de publications suggérés en réponse à la question k) pourraient aussi être abordés
lors de la Commission spécial de 2012.
Guatemala: Learn from the experiences of other States that have recently joined the Hague Conference of
International Private Law and its conventions, which could help the understanding of the procedures and
impacts of the Conventions and their implementation.
The Philippines: Technical issues on the implementation of Apostiile by Competent Authority-Department of
Foreign Affairs vis-a-viz Philippine Foreign Service Posts and DFA Regional Consular Offices in the
Philippines.
Canada, Guatemala, the
Philippines. [3]
No
Burundi, Chile, China, Iran,
Malaysia. [5]
Part B – Questions for Contracting States
7
Section 1 – Joining the Apostille Convention
1.1 Changes to internal law
a) Was implementing legislation necessary?
Yes
For more detailed information, see the individual response of each State.
Australia, Austria,
Azerbaijan, Bosnia and
Herzegovina, Bulgaria,
Colombia, Costa Rica,
Cyprus, Finland, Georgia,
Germany, Greece (MoI),
Greece (MoJ), Hungary,
Israel, Latvia, Mexico,
Monaco, New Zealand, Peru,
Poland, Portugal, Republic of
Moldova, Slovenia, Spain,
Ukraine. [26]
No
Macao: In the Macao SAR, international treaties, once necessary procedures are completed and published
in the Official Gazette, are directly applicable (there is no need to incorporate international law into
domestic law). The authentic French text of the Apostilhe Convention, accompanied by its translation into
Portuguese, was published in the Official Gazette Nr. 24, of 29 March 1970, pp 959-962. The Chinese
translation was published in the Official Gazette Nr. 49, Series II, of 9 December 2004, pp 8350-8354. The
mentioned publications are available on-line, on the Macao SAR Official Press Website, at the following
addresses:
- <http://bo.io.gov.mo/bo/i/70/24/decretolei48450.asp> (French and Portuguese texts); and
- <http://bo.io.gov.mo/bo/ii/2004/49/aviso46_cn.asp> (Chinese text).
Argentina, Austria, Belgium,
Croatia, Czech Republic,
Denmark, Finland, Hong
Kong, Japan, Macao, Malta,
Namibia, Romania, Slovakia,
Swaziland, Switzerland,
United Kingdom, United
States of America. [18]
1.2 Foreign direct investment
a) Is your State aware of the Investing Across Borders Report of the World bank Group?
Yes
Namibia: The report is examined together with the Bank of Namibia, being the Central Bank.
Australia, Bosnia and
Herzegovina, Costa Rica,
Georgia, Greece (MoJ), Hong
Kong, Hungary, Israel,
Macao, Namibia, Peru,
Poland, Portugal, Republic of
Moldova, Romania, Spain,
8
Switzerland, United States of
America. [18]
No
Argentina: It benefits in terms of simplicity and promotes the law’s spirit.
Argentina, Austria,
Azerbaijan, Belgium,
Bulgaria, Colombia, Croatia,
Czech Republic, Finland,
Germany, Japan, Latvia,
Malta, Mexico, Monaco,
Slovakia, Slovenia,
Swaziland, Ukraine. [19]
Comments:
New Zealand: While it is likely that the relevant New Zealand agency is aware of this Report, the National
Office for the Hague Conference and the Central Authority were not aware of it. We note that New Zealand
was not one of the economies surveyed.
United Kingdom: The UK does not require an Apostille to be issued on foreign public documents to be used
in the UK (although recipient authorities within the UK may have their own verification procedures).
1.3 Other relevant instruments, laws and practices
a) Are foreign public documents exempted from legalisation or similar formality, by virtue of any internal law or practice
or any bilateral, regional or global instrument?
Yes
For more detailed information, see the individual response of each State.
Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Croatia, Czech Republic,
Cyprus, Finland, Georgia,
Germany, Greece (MoJ),
Hong Kong, Hungary, Latvia,
Macao, Monaco, Namibia,
New Zealand, Poland,
Republic of Moldova,
Slovakia, Slovenia, Spain,
Switzerland, Ukraine, United
Kingdom. [28]
No
Colombia: The government of Ecuador proposed a note verbale No. 4-2-154/2012 dated April 12, 2012, the
acceptance of issued certificates by diplomats accredited in Colombia without apostille or legalization.
Argentina, Colombia, Costa
Rica, Denmark, Israel,
Japan, Malta, Mexico, Peru,
Romania, Swaziland, United
States of America. [12]
9
Only for States in which the production of foreign public documents is exempted from / not subject to legalisation or similar
formality
b) Can the authenticity of foreign public documents be contested (e.g., by applying the rules of evidence)?
Yes
Austria: Rules of evidence: § 292/2 iVm § 293 Zivilprozessordnung.
Belgium: Art 4 de la convention de Bruxelles du 25.05.1987, Art 6 de la convention Belgique-Allemagne du
19.03.1981.
Czech Republic: The public documents (including foreign public documents exempted from legalisation)
have presumption of correctness which could be contested (if other evidence is submitted).
Germany: La reconnaissance ou la contestation relève de l’appréciation de l’autorité à laquelle l’acte est
présenté.
Hong Kong: By application of the rules of evidence.
Hungary: By application of the rules of evidence.
Latvia: If there are doubts about the authenticity of a public document, the institutions of Latvia verify the
authenticity of a document by contacting directly the competent institution of the relevant country of the
European Union, European Economic Zone and the Swiss Confederation.
The institutions of Latvia collect the samples of the documents and specimens of signatures and
seals/stamps of foreign institutions.
Namibia: Yes, it can be tested.
Poland: The authenticity can be contested in court proceedings by application of the rules of evidence.
Slovakia: De la même façon qu'un acte public slovaque. Il y a seulement une présomption de son
authenticité qui peut être infirmée.
Switzerland: L'acte public étranger en lui-même peut toujours être contesté. La dispense de légalisation ne
concerne que la formalité par laquelle des agents attestent la véracité de la signature, la qualité en laquelle
le signataire de l’acte a agi et, le cas échéant, l’identité du sceau ou timbre dont cet acte est revêtu.
United Kingdom: The recipient UK authority or organisation may check the authenticity of the signature of
the public official on the foreign document or the authenticity of the contents of the foreign public
document with the foreign issuing authority. A UK court may also hear and make decisions on arguments
regarding authenticity of a foreign public document when they are in issue in legal proceedings.
Austria, Belgium, Bulgaria,
Czech Republic, Germany,
Hong Kong, Hungary, Latvia,
Namibia, Poland, Slovakia,
Slovenia, Swaziland,
Switzerland, United
Kingdom, United States of
America. [16]
No
States that answered “no” to this question but do not exempt the production of public documents from
legalisation or similar formalities are not included.
Bosnia and Herzegovina,
Republic of Moldova. [2]
Comments:
New Zealand: The legislation does not provide an opportunity to rebut the admissibility of the evidence.
Section 2 – Objections to accessions
10
2.1 Revisiting objections
Only for States that have objected to one or more accessions
a) Has your State revisited its position?
Yes
Belgium: La Belgique a revu sa position concernant l'Inde en 2008. Les autres objections font l'objet de
nouvelles annalyses régulièrement.
Germany: Si, à une date ultérieure, les conditions d’une acceptation de l’adhésion avaient changé (par ex.
exclusion de falsification, exclusion de corruption, existence de services d’examen externes aux fins de la
délivrance).
Belgium, Germany, Spain,
United States of America. [4]
No
States that answered “no” to this question but have not objected to any accession are not included.
Austria: Kyrgyzstan, Dominican Republic, Mongolia.
Finland: Finland objects to the accession of Mongolia.
Greece (MoJ): Greece raised an objection to the accessions of Albania, Georgia, Peru, Kyrgyzstan,
Mongolia, and Uzbekistan.
Austria, Greece (MoJ),
Finland. [3]
Section 3 – The Apostille Section of the HCCH website and publications
3.1 Content of the Apostille Section
a) Is the “Apostille Section” useful?
Very useful
Argentina, Australia, Austria,
Belgium, Bosnia and
Herzegovina, Costa Rica,
Croatia, Cyprus, Czech
Republic, Finland, Georgia,
Greece (MoI), Greece (MoJ),
Hong Kong, Israel, Japan,
Latvia, Macao, Malta,
Monaco, Namibia, New
Zealand, Poland, Portugal,
Republic of Moldova,
11
Romania, Slovakia, Slovenia,
Spain, Swaziland, Ukraine,
United Kingdom, United
States of America. [33]
Useful
Colombia: The page is not clear about the classifications or countries that are part and not part of the
Convention. To find out they must go to the athorities consultation link.
Not all countries reported that are part of this Agreement.
Azerbaijan, Bulgaria,
Colombia, Denmark,
Germany, Hungary, Mexico,
Peru, Switzerland. [9]
Not useful
[0]
Comments or suggestions for improvement:
Austria: Bilingual Apostille German-English.
Germany: Une version allemande permettrait d’optimiser encore davantage l’utilisation.
Mexico: It would be more useful if the information was published in Spanish.
Peru: There are no ways to contact all the authorities.
Switzerland: Suggestions de la part de quelques cantons:
- documentation et manuels en langue allemande;
- le site internet devrait être mieux organisé afin de rendre mieux accessible les informations
Ukraine: It could be useful to collect samples of the various Apostille issued in different contracting states
in order to make them available through webpage (with access available only for the competent
authorities).
United Kingdom: Very useful particularly in relation to providing up to date information on new signatories
and for accessing reference papers (eg Special Commission records etc).
United States of America: All responses to the questionnaire are based on the input from the US federal
government and State competent authorities. Some of the responding states responded that the
information is useful.
b) Any suggestions or comments on the ABCs of Apostilles and the Brief implementation Guide?
Yes
Austria: Austria could offer a German translation of the ABC's of Apostilles. [Note: A German translation of
the ABCs of Apostilles has already been done. However, the Permanent Bureau has been unable to publish
it due to the lack of resources].
Colombia: All information and applications should be prepared in Spanish.
Costa Rica: It is important that the other states know some recent experiences that Costa Rica has
experienced since the implementation of the Convention.
Greece (MoJ): It is very useful.
Mexico: We think it will be better if the information is given also in Spanish.
Monaco: Ce guide est très utile et constitue un outil efficace pour faire connaître le système de la
Convention.
Austria, Colombia, Costa
Rica, Greece (MoJ), Mexico,
Monaco, New Zealand, Peru,
Spain. [9]
12
New Zealand: The ABCs of Apostilles are very helpful and have been frequently used.
Peru: Demand the states to use electronics methods of register.
Spain: It is necessary to provide the following information: the apostille does not expire by itself; it is in
force till the associated document expires.
No
United States of America: At least one competent authority found the publications very useful.
Argentina, Australia,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Croatia, Czech Republic,
Cyprus, Denmark, Finland,
Georgia, Germany, Greece
(MoI), Hong Kong, Hungary,
Israel, Japan, Latvia, Macao,
Malta, Mexico, Namibia,
Poland, Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Swaziland,
Switzerland, Ukraine, United
Kingdom, United States of
America. [34]
c) Any suggestions for future publications?
Yes
Costa Rica: Our experience due to the recent accession has been a great enrichment and challenge to our
daily tasks.
Israel: Preparing an e-Apostille Guide.
Mexico: Our suggestion is the unification of the Apostille.
Peru: Demand the states to use electronics methods of register.
Slovakia: Il serait très utile si les États contractants indiquaient obligatoirement les noms des autoritées
compétentes au dépositaire de la Convention dans la langue locale également. L´information dans les
langues de la Conférence n´est pas suffisante, car elle ne correspond pas aux données figurant dans
l´Appostille ou aux sceaux apposés sur les appostilles. En conséquence, les authorités auxquelles une
appostille est presentée ne peuvent pas effectivement faire une comparaison entre les données indiquées
sur l´Espace Apostile et les données sur l´Appostille.
United Kingdom: An overview of current engagement by the Permanent Bureau with non-member states,
highlighting key low membership regions (or specific countries) so that contracting states could consider
assisting with the promotion, implentation or operation of the Apostille Convention.
Costa Rica, Israel, Mexico,
Peru, Slovakia, United
Kingdom. [6]
No
Argentina, Australia,
Azerbaijan, Belgium, Bosnia
13
and Herzegovina, Bulgaria,
Colombia, Croatia, Cyprus,
Czech Republic, Denmark,
Finland, Georgia, Germany,
Greece (MoI), Hong Kong,
Hungary, Japan, Latvia,
Macao, Malta, Mexico,
Monaco, Namibia, New
Zealand, Poland, Portugal,
Republic of Moldova,
Romania, Slovenia, Spain,
Swaziland, Switzerland,
Ukraine, United States of
America. [35]
Section 4 – Operation and statistics
4.1 General evaluation
a) How does your State rate the overall operation of the Apostille Convention?
Excellent
Romania: We appreciate that, for a uniform practice, a practical guide on the Convention operation would
be useful.
Argentina, Australia,
Azerbaijan, Bosnia and
Herzegovina, Croatia, Czech
Republic, Georgia, Hong
Kong, Hungary, Israel, Japan,
Latvia, Macao, New Zealand,
Poland, Portugal, Republic of
Moldova, Romania, Spain,
Ukraine, Slovenia. [21]
Good
Colombia: To allow apostille for any type of documents.
Costa Rica: It could be excellent; however, the exceptions do not include commercial or customs
documents and they have caused problems when performing the procedures.
Mexico: We require unify all the apostilles in Mexico with your support.
United Kingdom: The UK continues to have some concern regarding the misunderstanding by some
authorities within recipient countries regarding the scope of the Convention and the limited effect of an
Apostille. Perhaps the Practical Handbook could encourage Competent Authorities to promote this within
their State to ensure that recipient authorities are aware that if verification of the contents of a document is
Austria, Bulgaria, Colombia,
Costa Rica, Cyprus,
Denmark, Finland, Germany,
Greece (MoI), Malta, Mexico,
Monaco, Namibia, Slovakia,
Swaziland, Switzerland,
United Kingdom, United
States of America. [18]
14
required, they must conduct further enquiries (directly with the issuing authority). This will also be
particularly useful for new member states.
United States of America: While that majority responded with a rating of Good, other competent authorities
responded with an excellent or satisfactory rating.
Satisfactory
Peru: It is necessary to demand the states to use electrical methods of register.
Switzerland: Plusieurs États de destination se plaignent de la langue utilisée pour l'Apostille ou pour les
mentions qui y figurent, bien qu’il s'agisse d'une langue permise par la Convention (art. 4; par ex. français,
anglais; allemand comme langue officielle).
Belgium, Greece (MoJ), Peru.
[3]
Unsatisfactory
[0]
b) Any persistent difficulties, issues or challenges in the operation of the Apostille Convention?
Yes
Belgium: Difficultés dans la vérification de la validité de certaines apostilles. Manque crucial d'e-registre.
Quid des demandes d'apostilles pour des documents émanant des institutions internationales.
Colombia: Some countries like Spain, Argentina, Germany does not accept electronic apostille issued by
Colombia. The Convention does not clearly define the commercial and customs documents.
Costa Rica: Regarding documents issued before the effective date of the Convention and also the exclusion
of commercial and customs documents.
Czech Republic: Sometimes problems arise when there is not a same interpretation of a public document
between states (this concerns e.g. translations - see also below response to question No 6.1 d)).
Occasionally, there are misunderstandings when Apostille is required even for private documents (as it is
not possible to issue an Apostille for a private document, applicants sometimes submit certified copies of a
private document - usually established by a notary. The certified copy may be apostillised, however, in this
case the Apostille refers only to the notarial certification).
We also encountered problems with copies of ID cards and passports. Under the Czech law it is not possible
to make certified copies of ID cards or passports and for a simple copy Apostille cannot be issued. However,
some states require copies of ID cards or passports with Apostille.
Greece (MoI): Following comunication with authorities responsible for Apostille, we realize that there are
problems on a daily basis concerning the application of the Convention in some categories of documents, as
well as concerning the limitation of necessary ratifications of a document, in order that Apostille could be
granted. These problems concern the search of procedures in the framework of tha national law and order.
Guidelines given by the competent Committee could help authorities responsible for Apostille.
A Manual, the Conclusions and the Recommendations would be useful only if it possible to be recognized
and be accepted by the official authorities of each member state. Therefore, it would be appropriate that
any kind of initiatives and suggestions of the Committee would be included in official documents too which
would be distributed to authorities responsible for the Apostille, of all states member of The Hague
Convention of 5 October 1961 in a way to be informed and to adopt common guidelines and procedures
concerning the application of the Apostille.
Belgium, Colombia, Costa
Rica, Czech Republic, Greece
(MoI), Monaco, Peru,
Romania, Slovakia, Spain,
Ukraine, United Kingdom,
United States of America.
[13]
15
Moreover, we consider that a new field should be added, concerning the name of the country which
receives a document. Only in that case we can be certain of where documents with Apostille go.
Monaco: Les difficultés rencontrées relèvent principalement de la pratique d’Etats destinataires qui exigent
des formalités qui ne sont pas visées dans la Convention.
Certaines difficultés proviennent également du format de certains documents à apostiller sur lesquels ne
peuvent être apposer l’apostille ou une allonge et du refus dans ces cas de certains Etats destinataires
d’accepter des copies certifiées conformes.
Ces derniers temps, il a été remarqué que des personnes demandent l'apposition de l'apostille sur un
document non destiné à un Etat partie à la Convention. Lorsque l'Autorité centrale émet un refus en
expliquant les motifs, la même demande est présentée mais avec un autre Etat de destination Partie à la
Convention. Il est donc difficile de vérifier l'Etat de destination.
Peru: The verification of foreign certification.
Romania: The clarification of the notions of "actes publics" (French) or "public documents" (English) found
in the Convention.
Spain: With Russian Federation and the e-APP system for example. Spain has developed uncillary remedies
to avoid problems to citizens and works hard to solve the problems raised by this Country.
Ukraine: In some cases it is completely impossible to establish the position and (or) name of officer who
signed the document taking into account for example the loss of archives. In this case the document could
be returned without the Apostille.
United Kingdom: Only in relation to internal IT issues affecting the completion of the Apostille and ensuring
consistency on how UK public documents are presented to us for legalisation. Former now resolved and
currently working on latter.
United States of America: Most of the States responding experienced problems with acceptance with
Apostilles based on format requirements by receiving authorities that have been addressed by the Special
Commission.
No
Argentina: Our challenge is the e-Apostille.
Mexico: We need more specific guidelines for the Apostille.
Switzerland: Difficultés isolées:
- Dans certains cas, des documents ont été refusés par l'Etat de destination en raison de la langue (p.ex.
un pays anglophone a refusé une apostille suisse rédigée en langue anglaise, avec la justification qu'il ne
s'agit pas de la langue officielle de l'Etat d'émission);
- Dans certains rares cas, le nom et le prénom du signataire de l'apostille ont été demandés en
confirmation.
Argentina, Australia, Austria,
Azerbaijan, Croatia, Cyprus,
Denmark, Finland, Germany,
Greece (MoJ), Hong Kong,
Hungary, Israel, Japan,
Latvia, Macao, Malta,
Mexico, Namibia, New
Zealand, Poland, Portugal,
Republic of Moldova,
Slovenia, Swaziland,
Switzerland. [26]
Unknown
Bosnia and Herzegovina,
Bulgaria, Georgia. [3]
16
4.2 Statistics on issued Apostilles
a) Number of Apostilles issued in the past 4 years?
2008
2009
2010
2011
N/A
N/A
N/A
150,000
Argentina. [1]
14,000*
28,872*
29,633*
28,371*
Austria. [1]
N/A
N/A
8,256*
9,594*
Azerbaijan. [1]
49,137
46,955
44,693
45,999
Belgium. [1]
N/A
N/A
N/A
N/A
Bosnia and Herzegovina. [1]
23,630
20,115
20,135
22,911
Bulgaria. [1]
719,039
1,020,986
1,123,805
985,002
Colombia. [1]
N/A
N/A
N/A
22,861
Costa Rica. [1]
419,972
357,871
392,575
426,810
Cyprus. [1]
19,845*
19,220*
21,076*
23,731*
Czech Republic. [1]
48,985
48,208
45,670
46,414
Denmark. [1]
36,000
38,000
39,990
40,019
Finland. [1]
N/A
9,393**
24,697
28,773
Georgia. [1]
221,555
222,908
250,242
261,340
Germany. [1]
20,657
19,174
21,570
23,757
Hong Kong. [1]
6,906*
11,767*
12,700*
14,655*
Hungary. [1]
N/A
139,380
138,980
141,663
Israel.[1]
53,255
54,923
61,068
60,913
Japan. [1]
11,175
11,544
11,548
11,601
Latvia. [1]
488
472
711
930
Macao. [1]
18,388
15,865
16,675
19,209
Malta. [1]
16,703
17,662
23,184
24,800
Mexico. [1]
N/A
3,316
3,534
3,055
Monaco. [1]
402
360
407
520
Namibia. [1]
10,015
10,078
11,264
12,629
New Zealand. [1]
N/A
N/A
70,093
305,306
Peru. [1]
24,044
25,012
27,286
31,045
Poland. [1]
N/A
19,856
32,552
33,846
Portugal. [1]
183,748
169,214
135,999
116,892
Republic of Moldova. [1]
241,428*
168,602*
141,015*
200,520*
Romania. [1]
16,587*
15,804*
17,349*
19,800*
Slovakia. [1]
14,516
14,307
16,078
16,338
Slovenia. [1]
17
39,818
59,134
76,528
93,279
Spain. [1]
10
9
15
15
Swaziland. [1]
91,500
89,600
95,600
108,000
Switzerland. [1]
113,793
118,827
125,114
147,150
Ukraine. [1]
382,073
343,274
368,342
385,194
United Kingdom. [1]
266,793
262,395
274,090
308,616*ª
United States of America. [1]
3,064,462. [29]
3,383,103. [33]
3,682,474. [35]
4,171,558. [37]
TOTAL
*For a breakdown of these figures, see the response of the respective State.
** This figure only reflects information available from 15 July 2009.
ª
This figure includes Apostilles issued by U.S. District Courts.
Comments:
Australia: DFAT performs a range of notarial services including Apostilles and authentications. Data
collected does not distinguish between the type of service provided. We provide on average 80-90,000
notarial acts domestically per year, of which we estimate about 40 per cent are apostilles.
Austria: 16 regional courts are competent for the issuance of apostilles with regard to judicial and notarial
documents; Administrative documents are certified by the provincial Govenor or provincial Government in
each of the 9 provinces of Austria; The Austrian Foreign Ministry is competent for the issuance of apostilles
with regard to documents f.e. by the President, the President of the National Assembly, the Federal
Government, a Federal Ministry or the Supreme Court. Approximaltly 5.500 - 6.000 Apostilles are issued
each year by the Austrian Foreign Ministry (1/3 of the total numbers mentioned above).
Colombia: Colombia started issuing e-Apostille and broadcasting since October 2007.
Greece (MoJ): Not available.
Portugal: Nous avons une application informatique pour le registre national d'Apostilles seulement depuis
2009.
Romania: After the entry into force of Law no. 202/2010, the courts were relieved of a very large number
of requests. The number of apostilles applied on the notarial acts in 2010 corresponds to the period of 26 of
November - 31 of December 2010, when the Notaries Public Chambers undertook the competence to apply
the apostille on the notarial acts.
Spain: This data only concerns the Legalisation Service and the Territorial Offices of the Ministry of Justice.
The Territorials Offices began to issue apostilles in 2009.
Switzerland: Pas tous les cantons ont participé à la réponse; il est probable qu'il y a eu environ 10'000
apostilles de plus par année.
United States of America: Numbers are based on responses from 10 U.S. competent authorities and are
therefore not complete.
b) Can any trend(s) be discerned from these statistics?
Yes
Argentina: There is an increase in the number of Apostilles issued. The reason could be the accession of
new countries to the Convention.
Colombia: Exchange with Venezuela (residence card) / Spain (seasonal work) / Argentina (higher
Argentina, Colombia, Costa
Rica, Czech Republic,
Finland, Georgia, Germany,
Hong Kong, Israel, Japan,
18
education).
Costa Rica: The low cost of Apostilles and the fact that users no longer must pay any amount to the
consulates in Costa Rica has generated a lot of work.
Czech Republic: Increasing number of issued Apostilles, influenced probably by the development of
international commerce and increasing migration.
Finland: The number of Apostilles issued is increasing.
Georgia: The number of Apostilles issued is increasing mainly because of the increase of request to certify
by Apostille the translations.
Germany: Tendance croissante chaque année.
Hong Kong: A general trend of increase.
Israel: Increase in filling Apostille due to many citizenships in Israel and according to various documents.
Japan: Issued Apostilles are on the increase.
Latvia: Due to the free movement of persons and employment possibilities abroad the number of legalised
documents increases every year.
Monaco: On peut remarquer que le nombre est relativement stable avec une augmentation en 2010 et une
baisse en 2011.
Namibia: applications for Apostilles are on the increase. The reason might be because of increased
movement of people across States.
New Zealand: There has been an increase in the number of Apostilles issued. Part of the increase can be
attributed to the Republic of Korea, which since 2010 has requested Apostilles on documents used by New
Zealanders teaching English in Korea. 17% of Apostilles we issue are destined for Korea.
Peru: The apostilles order is on the rise.
Poland: Continuous growth of apostilled documents. Result of free movement of workers, goods and
services within the EU.
Portugal: L'internationalization de l’économie, l'émigration, l'imigration et la croissance de la mobilité des
étudiants.
Romania: There is ascertained a trend of 10% increase for the notarial acts, the compared period being
December 2010 - February 2011 with December 2011 - February 2012.
Slovakia: Le nombre des Apostilles augmente.
Slovenia: The number of issued Apostilles has increased from 2008 to 2011 for 12%. Possible reasons could
increase migration of people for the purposes of education and working abroad.
Spain: An important increase is taking place as a consequence of three factors: the increase in international
legal transactions, the increase of the number of signatory countries to the convention and the
demographic changes relating to a migration increase.
Swaziland: The demand for requests for assistance is high.
Switzerland: Le nombre d'Apostilles monte chaque année.
Ukraine: The number of the issued Apostilles increases permanently.
United Kingdom: The economic downturn and possibly our office move from a Central London location to
Central Milton Keynes resulted in a significant reduction of legalisation volumes in 2009. However, demand
for legalisation has increased from 2010 and now exceeds 2008 volumes.
Latvia, Monaco, Namibia,
New Zealand, Peru, Poland,
Portugal, Romania, Slovakia,
Slovenia, Spain, Swaziland,
Switzerland, Ukraine, United
Kingom, United States of
America. [26]
19
United States of America: The reasons vary and reflect the increase for the need to authenticate US
documents for use overseas.
No/unknown
Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Croatia, Cyprus, Denmark,
Greece (MoJ), Hungary,
Macao, Malta, Mexico,
Republic of Moldova. [15]
c) Principal States of destination for Apostilles issued in each State
Spain.
Argentina. [1]
We are unable to provide this information.
Australia. [1]
At Landesgericht für Zivilrechtssachen Wien: Russia, Ukraine (mainly business papers concerning the
formation of companies).
Austria. [1]
EU states (except from Germany), US, Turkey, China, Australia.
Azerbaijan. [1]
PRC China, United Arab Emirates, Kuwait, Canada, etc.
Bosnia and Herzegovina. [1]
Greece, England, Austria, Germany, Turkey, Spain.
Bulgaria. [1]
Venezuela, Spain, Argentina, Ecuador, US.
Colombia. [1]
U.S., Mexico, Spain, Colombia, Honduras, El Salvador, France, England, Germany, Argentina, Venezuela,
Panama, India, Holland, Italy, Portugal, etc.
Costa Rica. [1]
Russian Federation, Spain, Germany.
Czech Republic. [1]
Arabic countries, East European countries and South America.
Denmark. [1]
The Russian Federation, the Baltic States and Spain.
Finland. [1]
Spain, Germany, Turkey, Italy, USA, Israel.
Georgia. [1]
La Russie, l’Ukraine, la Turquie.
Germany. [1]
Unknown.
Hong Kong. [1]
Germany, Netherlands, Italy, Spain, Poland, Belgium, Russia.
Hungary. [1]
Europe, North and South America.
Israel. [1]
United States of America.
Japan. [1]
EU countries, Russia.
Latvia. [1]
N/A
Macao. [1]
Russia and Greece.
Malta. [1]
Spain and USA.
Mexico. [1]
Italie, Royaume-Uni de Grande-Bretagne, Fédération de Russie, Suisse.
Monaco. [1]
South Africa, Germany, Austria, Russia, the States are so many nowadays. Our students go to study abroad
and they oftent need Apostilles on their academic records, etc.
Namibia. [1]
20
Republic of Korea, the Netherlands, Russian Federation, Germany, Italy, Switzerland.
New Zealand. [1]
Spain, Argentina, Venezuela, United states of America.
Peru. [1]
Ireland, Norway, Russia, Greece, UK, Belgium.
Poland. [1]
Espagne, Venezuela, Roumanie.
Portugal. [1]
Italy, Spain, Portugal, Bulgaria, United Kingdom of Great Britain and Northern Ireland, United States of
America, France, Turkey, Belgium.
Republic of Moldova. [1]
Italy, Spain, France, England, Greece, Germany, Portugal, Netherlands, Belgium, USA.
Romania. [1]
Italie, Allemagne, Espagne, Fédération de Russie, Suisse, Autriche.
Slovakia. [1]
Russian federation, Serbia, Italy, Bosnia and Hercegovina, Ukraine.
Slovenia. [1]
Mainly the countries from the European Union and Latin America, including Germany, United Kingdom,
Ecuador and Colombia.
Spain. [1]
Russia and the Republic of South Africa’.
Swaziland.[1]
’Allemagne, Amérique du Sud, Europe de l'Est, Europe de l'Ouest, Russie, USA.
Switzerland. [1]
Spain, Italy, Portugal, Germany, USA, Austria, Poland.
Ukraine. [1]
Hague Countries: Spain, Russia, Greece, Italy.
Non-Hague: UAE, China, Saudi Arabia.
United Kingdom. [1]
Mexico and Russia.
United States of America. [1]
Only for States that issue e-Apostilles
d) How many e-Apostilles were issue– in the past 4 years?
2008
2009
2010
2011
719,039
1,020,986
1,123,805
985,000
Colombia. [1]
0
From May - 221
479
437
New Zealand. [1]
102,367
Spain. [1]
719,039. [1]
1,021,207. [2]
1,124,284. [2]
1,087,804. [3]
TOTAL
[Note: Most States that issue e-Apostilles have not yet responded to the Apostille Questionnaire]
Comments:
Colombia: Colombia started issuing e-Apostille and broadcasting since October 2007.
United States of America: While the United States and State competent authorities have explored and are
exploring e-Apostilles, none have reported a demand for e-Apostilles.
Only for States that issue e-Apostilles
e) Principal States of destination for e-Apostilles issued in each State
Latvia, Panama, Portugal, Switzerland, Italy, Russian Federation, Republic of Korea.
New Zealand. [1]
Venezuela, Spain, Argentina, Ecuador, US.
Colombia. [1]
f) Categories of public document most frequently apostillised
21
Civil status docs
Other administrative
documents
Extracts from commercial
(or others) registers
Notarial authentifications
of signature
Other notarial acts
Diplomas and other
education documents
Court documents,
including judgments
Parents or other docs
intellectual property
rights
Documents relating to
adoptions
Translations
Medical or health
certificates
Criminal records
Import or export licenses
Certificates of origin
Certificate of conformity
Other documents:
1
2
4
5
3
6
Argentina. [1]
2
8
3
1
4
5
7
Police Criminal
records/ checks (6)
Australia. [1]
Azerbaijan. [1]
Bosnia and Herzegovina.
[1]
1
2
Bulgaria. [1]
2
3
4
5
8
9
7
6
certificates of
residence (1),
baptism certificates
(10), certificates of
Attorney (11)
Colombia. [1]
1
13
9
2
15
4
14
12
11
5
6
3
7
8
10
Costa Rica. [1]
4
6
2
1
3
5
7
9
8
Cyprus. [1]
1
MF
3 MF
2 MF
4 MF
Czech Republic. [1]
MF: Ministry of Foreign
Affairs
MJ: Ministry of Justice
2 MJ
1
MJ
3
MJ
5
MJ
4
MJ
2
3
1
8
7
6
5
4
9
Finland. [1]
1
7
9
6
5
4
10
2
8
3
Georgia. [1]
1
6
2
7
4
3
14
5
8
11
13
9
10
12
Certificats de
résidence,
certificats de
domicile,
avis d’imposition,
certificats pour
produits
pharmaceutiques
Germany. [1]
1
2
1
4
2
3
3
Greece (MoI). [1]
4
2
1
5
6
7
Declarations signed
by the
Commissioner for
Oaths (3)
Hong Kong. [1]
22
Israel. [1]
1
Japan. [1]
Latvia. [1]
Macao. [1]
1
2
3
4
7
9
5
6
10
8
11
Malta. [1]
5
1
6
3
7
2
4
Mexico. [1]
3
2
5
1
4
7
6
8
9
10
10
6
Monaco. [1]
1
9
10
2
6
3
4
15
7
8
5
11
12
13
14
Namibia. [1]
1
13
3
4
2
5
9
10
7
12
11
6
8
New Zealand. [1]
1
2
4
3
Peru. [1]
1
6
7
6
5
2
4
8
3
9
Poland. [1]
1
2
4
3
5
Portugal. [1]
1
9
2
8
3
7
12
5
6
4
10
11
Republic of Moldova. [1]
1
4
2
5
3
3
1
1
5
2
Documents drawn
up and issued by
the Baillifs Offices
(3) and Legalised
copies (2)
Romania. [1]
1
8
4
2
3
5
7
6
9
Slovakia. [1]
2
10
7
1
5
6
9
8
3
4
12
11
Slovenia. [1]
3
2
1
Spain. [1]
3
5
5
5
5
1
5
5
5
5
5
3
4
5
5
Swaziland. [1]
2
10
3
1
5
8
6
9
7
11
4
Attestations des
caisses de
compensation (12)
et empreintes
digitales (13)
Switzerland. [1]
1
6
2
3
4
7
5
United Kingdom. [1]
2
1
3
4
United States of America.
[1]
The categories of public documents for which Apostilles are most frequently requested are (in order): civil status documents, notarial
authentications of signature and diplomas and other education documents.
Comments:
Romania: After the entry into force of Law no. 202/2010 the courts have been relieved of a large number of requests. Thus, in November
2011, the law courts apply apostilles only to court documents, excerpted from the Trade Register.
Ukraine: Taking into account that in Ukraine there are four competent authorities which issue Apostille and absence of one register of all
issued Apostilles it is problematic to numerate the frequency of issuance of Apostille in Ukraine for specific categories of documents.
23
4.3 Legalisations
a) Relation between number of Apostilles and number of legalisations in your State
The number of Apostilles exceeds the number of legalisations issued.
Colombia, Costa Rica,
Cyprus, Czech Republic,
Denmark, Finland, Georgia,
Germany, Greece (MoI),
Hungary, Latvia, Malta,
Namibia, New Zealand, Peru,
Poland, Republic of Moldova,
Romania, Slovakia, Slovenia,
Spain, Ukraine, United
Kingdom, United States of
America. [24]
The number of legalisations exceeds the number of Apostilles issued.
Azerbaijan, Belgium, Japan,
Mexico. [4]
There is approximately an equal number of legalisations and Apostilles issued.
Argentina, Bosnia and
Herzegovina, Bulgaria. [3]
Only a few legalisations are issued per year.
Austria, Namibia. [2]
Unknown
Australia, Croatia, Greece
(MoJ), Hong Kong, Israel,
Macao, Monaco, Portugal,
Swaziland. [9]
4.4 Public information
a) Is practical information made available to Apostille users?
Yes
The practical information provided by States has been included in the Apostille Section of the Hague
Conference website.
Australia, Austria,
Azerbaijan, Bosnia and
Herzegovina, Bulgaria,
Colombia, Costa Rica,
Croatia, Cyprus, Czech
Republic, Denmark, Finland,
Georgia, Germany, Greece
(MoI), Hong Kong, Hungary,
Israel, Japan, Latvia, Macao,
24
Malta, Mexico, Monaco, New
Zealand, Peru, Poland,
Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Spain, Switzerland,
Ukraine, United Kingdom,
United States of America.
[37]
No
Argentina, Belgium, Greece
(MoI), Greece (MoJ),
Namibia, Swaziland. [6]
4.5 Published works and court decisions on the Apostille Convention
a) References to articles or books
Yes
For more detailed information, see the individual response of each State.
Australia, Greece (MoJ),
Hungary, Israel, Mexico,
Poland, Romania, Slovenia,
Spain, Switzerland, Ukraine,
United States of America.
[12]
No
Argentina, Azerbaijan,
Belgium, Croatia, Czech
Republic, Finland, Hong
Kong, Israel, Macao, Malta,
Monaco, Namibia, New
Zealand, Republic of
Moldova, Swaziland, United
Kingdom. [16]
Unknown
Austria, Bosnia and
Herzegovina, Bulgaria,
Colombia, Costa Rica,
Cyprus, Denmark, Georgia,
Germany, Greece (MoI),
Hong Kong, Japan, Latvia,
Macao, Peru, Portugal,
Slovakia, Ukraine. [18]
25
b) Any decisions rendered?
Yes
For more detailed information, see the individual response of each State.
Australia, Austria, Greece
(MoJ), Hong Kong, Poland,
Romania, United States of
America. [7]
No
For more detailed information, see the individual response of each State.
Argentina, Azerbaijan,
Belgium, Colombia, Croatia,
Cyprus, Finland, Greece
(MoI), Israel, Latvia, Malta,
Mexico, Monaco, Namibia,
New Zealand, Republic of
Moldova, Slovakia,
Switzerland, United
Kingdom. [19]
Unknown
For more detailed information, see the individual response of each State.
Bosnia and Herzegovina,
Bulgaria, Costa Rica, Czech
Republic, Denmark, Georgia,
Germany, Hungary, Japan,
Macao, Peru, Portugal,
Slovenia, Spain, Swaziland,
Ukraine. [16]
4.6 Intergovernmental organisations
a) Would your State be in favour of allowing the use of Apostilles in relation to documents executed by intergovernmental
organisations?
Yes
Argentina: We are in favour of allowing the use of Apostilles regarding documents issued by
intergovernmental organisations.
As a practical solution, it would be necessary to have a database of official’s signatures corresponding to
each agency in order to apply the Convention to documents issued by them.
Cyprus: Provided that they adhere to the provisions and restrictions of the Apostille convention. Each case
should be examined on its own facts.
Finland: At the moment it appears that there are no special problems in relation to this matter.
However, practical solutions require further study.
Namibia: This will ease the burden on such organisations to use documents across States and effectively
dealing with each other's organisations.
New Zealand: We consider there to be no problem with verifying such documents as long as the
intergovernmental organisation is receptive to confirming their signature and seal on a document.
Argentina, Azerbaijan,
Belgium, Cyprus, Finland,
Hungary, Namibia, New
Zealand, Slovakia, Spain,
Swaziland, United Kingdom,
United States of America.
[13]
26
Slovakia: Nous n'aurons pas d'objection dans l'hypothèse où des arguments supplémentaires nous
persuadent de la vraie nécessité d'un tel traitement des documents établis par des organisations
internationales. Actuellement, nous ne sommes pas convaincus qu'une telle mesure soit indispensable.
Spain: For example EU documents could be apostellised by the Member State in which resides the
institution that produced the document.
United Kingdom: We believe that the Apostille should be issued by the competent authority within the
country where the document was issued. The UK is therefore unlikely to have an objection to issuing an
Apostille on a document produced by an official of an Intergovernmental organisation based within the UK.
However, we believe that allowing Intergovernmental organisations to seek apostilles on documents not
produced in the UK requires further study.
No
Bosnia and Herzegovina: This question should be studied further.
Colombia: In Colombia, this documents are exempt from the apostille.
Hong Kong: Further study on this would be required.
Switzerland: Des documents établis par des organisations intergouvernementales ne sont pas des "actes
publics" au sens de la Convention Apostille. Tout au plus, il serait possible d'apostiller une légalisation
intermédiaire effectuée par un notaire cantonal sur un document établi par une telle organisation.
Bosnia and Herzegovina,
Colombia, Croatia, Georgia,
Germany, Greece (MoJ),
Hong Kong, Israel, Latvia,
Macao, Peru, Romania,
Slovenia, Switzerland. [14]
Comments:
Australia: We have not considered this question in any detail. Before offering a view on this issue, we would
need to conduct consultations with relevant stakeholders.
Costa Rica: As the accession of Costa Rica is very recent, we have no such information.
Malta: Unknown.
Japan: No specific comments.
Poland: Question whether and how to bring documents issued by Intergovernmental Organisations,
including Regional Economic Integration Organisations, into the scope of the Convention, needs further
study.
Section 5 – Competent Authorities
5.1 Contact details
See the full replies to the Questionnaire and / or the contact details provided in the “Competent Authorities” link available in the “Apostille
Section” of the Hague Conference website.
5.2 Training and support
27
a) Desk instructions (or similar)
Yes
Australia, Azerbaijan,
Belgium, Bosnia and
Herzegovina, Bulgaria, Costa
Rica, Croatia, Denmark,
Finland, Georgia, Germany,
Greece (MoJ), Mexico,
Namibia, New Zealand, Peru,
Portugal, Republic of
Moldova, Romania, Slovenia,
Swaziland, Ukraine, United
Kingdom, United States of
America. [24]
No
Austria, Argentina, Bosnia
and Herzegovina, Bulgaria,
Colombia, Cyprus, Czech
Republic, Finland, Germany,
Greece (MoI), Hong Kong,
Hungary, Israel, Japan,
Latvia, Macao, Malta,
Monaco, Peru, Poland,
Slovenia, Switzerland. [22]
b) Is training provided?
Yes
Australia: Ad Hoc on the job training.
Costa Rica: Costa Rica has participated in several international conferences- We have also kept contact with
competent authorities from Argentina, Mexico, Honduras and El Salvador.
Cyprus: On the job one-to-one training, on regular intervals and especially at times of structural changes.
Czech Republic: Regular meetings with the staff; specific practical problems are consulted ad hoc in oral or
written form.
Georgia: Training is provided to the new employees as well as to the permament staff in case of changes in
the legislation, practical operation or procedures. Organizing trainigs as often as necessary.
Hong Kong: On-the-job training is provided to staff and they can seek direction from the Registrar, High
Court whenever they have doubts.
Hungary: Part of the training of consular officials focuses on legalisation issues in general, in this framework
they are also informed about the Apostille Convention.
Israel: Internal training, Professional seminar once a year, Also invited representatives from other
ministries relevant.
Australia, Austria, Belgium,
Costa Rica, Cyprus, Czech
Republic, Denmark, Finland,
Georgia, Hong Kong,
Hungary, Israel, Latvia,
Namibia, New Zealand, Peru,
Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Switzerland, United
Kingdom, United States of
America. [24]
28
Latvia: The consular trainings are organized by the Consular Department of the Ministry of Foreign Affairs
twice a year.
Within the framework of the planned abolishment of the legalisation requirement for the documents issued
in the countries of the European Union, the European Economic Zone and the Swiss Confederation,
presentations and briefings were organized by the Consular Department of the Ministry of Foreign Affairs
for the governmental institutions of Latvia (presentation is available only in Latvian).
Namibia: In-house training sessions are provided regularly for the Directorate: International Cooperation’s
which is responsible for the preparation of Apostilles.
New Zealand: One-on-one staff training is provided to staff when they start the job. Further training is
provided as required. All staff have attended a fraudulent document examination course with the New
Zealand Police.
Peru: in Peru is the Minister of Foreing Affairs the only authority and the staff is training periodically.
Republic of Moldova: The Government of Republic of Moldova organises seminars on professional
development for public servant. The personnel take part to them once or twice per year.
Romania: For the servants of the Prefect's Institutions there are special training sessions organized once in
2/3 years and a permanent methodological guidance.
Slovakia: Environ tous les quatre ans et le personnel reçoit toujour les documents mis à jour sous forme
écrite. Le nouveau personnel reçoit la formation immédiatement après l´embauche du fonctionnaire.
Slovenia: Seminar once or twice per year, organised by Slovenian courts.
Switzerland: Formation interne.
United Kingdom: On the job one-to-one training on arrival and regular update and reviews of policy and
procedures.
United States of America: Initial training and refreshers as needed.
No
Croatia: The Ministry of Justice of the Republic of Croatia wrote internal directions for the competent
municipal courts.
Poland: There are only two officers responsible for issuing Apostille, who were trained at the begining of
their assignment.
Romania: Is very necessary and is to be organized by the National Union of Notaries Public of Romania in
collaboration with other authorities.
Switzerland: Certain cantons prévoient une formation interne spécifique, d'autres non.
Argentina, Azerbaijan,
Bosnia and Herzegovina,
Bulgaria, Colombia, Croatia,
Denmark, Germany, Greece
(MoI), Greece (MoJ), Japan,
Macao, Malta, Mexico,
Monaco, Poland, Romania,
Swaziland, Switzerland,
Ukraine. [20]
Section 6 – Substantive scope of the Apostille Convention
6.1 Definition of “public document”
a) Is a “public document” defined in domestic law?
29
Yes
Argentina: Código Civil de la Nación Argentina Art. 979 al 996 [Argentine Civil Code Art. 979 to 996].
Austria: § 292 Zivilprozessordnung § 47 Allgemeines Verwaltungsverfahrensgesetz 1991.
Bosnia and Herzegovina: Law on relevance of Public Documents of B&H.
Colombia: http://www.secretariasenado.gov.co/senado/basedoc/codigo/
codigo_procedimiento_civil_pr008.html
Costa Rica: In Costa Rica the concept of public document is clearly defined, and it is available at:
http://www.archivonacional.go.cr/pdf/valor_legal_probatorio_doc.pdf.
Croatia: Civil Procedure Act - Art. 230.
Czech Republic: There is not one complex definition, slightly different definitions may be found in different
laws (e.g. Civil Procedure Code, Administrative Code, Law on register offices). In general, according to the
Czech law public documents are documents issued by courts or other public authorities, as well as local
government bodies, within their powers and also documents declared public by special regulations (e.g.
diplomas and other certificates of education, notarial acts, military acts, civil status documents, etc.).
Georgia: By the Decree of the President of Georgia N404 of 14 July 2009 on Approval of the Regulations of
Document Apostillisation the categories of documents subject to apostilization are defined.
Germany: Les actes publics sont des certifications émises par des autorités ou des personnes publiquement
désignées à cet effet (notaires) relatives à des déclarations de tiers (article 415 Code de procédure civile),
des déclarations et décisions provenant des autorités (article 417 Code de procédure civile) et des
observations (article 418 Code de procédure civile).
Greece (MoI): 2690/1999 a. 5 of Administrative Procedure Dode.
Greece (MoJ): According to article 1 of the law 1497/1984 public documents are: a) documents emanating
from an Authority or a competent public official or a prosecution autority, or a clerk of the court or a bailiff,
b) admjnistrative documents, c) notarial documentns and d) official certificates such as certificates
recording the registration of a document or the fact that it was in existence on a certain day and
authentications of signature on private writings.
Hungary: Law no. III of 1952 on the Code of civil procedure.
Israel: Evidence Ordinance-1971.
Latvia: Document Legalisation Law refers to the definition of public documents given in the Convention (can
be accessed at: http://www.vvc.gov.lv/export/sites/default/docs
/LRTA/Likumi/Document_Legalisation_Law.doc).
Macao: There are three types of written documents: authentic (public), authenticated and private
documents, each with different legal value.
The Civil Code of Macao sets up the criteria to determine the types of documents and their legal value. It is
complemented by some provisions of the Codes of Notary, Civil Register, Real Estate Register, and of
Commercial Register, as well as by the law on the framework applicable to electronic documents and digital
signatures (Law No. 5/2005, of 8 August).
More specifically, in what refers the criteria to determine whether a written document is a document falling
within the scope of the Convention, the main relevant provision of the Civil Code reads as follows (non-
official translation):
Argentina, Austria, Belgium,
Bosnia and Herzegovina,
Bulgaria, Colombia, Costa
Rica, Croatia, Czech
Republic, Denmark, Georgia,
Germany, Greece (MoI),
Greece (MoJ), Hungary,
Israel, Latvia, Macao,
Mexico, New Zealand, Peru,
Romania, Slovakia, Slovenia,
Spain, Ukraine, United
States of America. [27]
30
Article 356
(Types of written documents)
1.The written documents can either be authentic or private.
2.The authentic documents are those issued in accordance with legal formalities by a public authority within
the limits of its competence or within its scope of activity, by a notary or a public official that by law has the
power to ensure the authenticity of the document*; all other documents are private.
3.The private documents shall be authenticated documents when confirmed by the parties in the presence
of a notary under the terms prescribed by notarial law.
(*The expression used in the letter of the law is “dotado de fé pública”, which is difficult to translate into
English - literally: public faith).
Mexico: By the Civil law.
New Zealand: Section 145 of the Evidence Act 2006 defines "public document". The definition sets out an
inclusive list of documents that are "public documents". The list is not exhaustive and leaves scope of other
documents to be considered "public documents".
Peru: Law. Nº 27444.- law of administrative procedures, article 43 number 43.1: are considered public
documents those validly issued by the public entities.
Romania: In Law no. 36/1995 of notaries public and notarial activity, republished in Monitorul Oficial al
Romaniei, Part I, no. 732/18.10.2011, Article 4 stipulates that "the act made by the notary public, bearing
his stamp and signature, is of public authority and has evidential power stipulated by law."
Slovakia: Art. 134 du Code de procédure civile.
Slovenia: Article 224 of the Civil procedural law stipulates that a document in physical and electronic form
issued by a government body in the prescribed form and within the limits of its powers, or a document
issued by a local government body or other statutory authority in the said form and manner (public
document) shall prove the truth of what is certified or determined therein.
Spain: You can find out references under Art 1216 Spanish Civil Code, arts. 317 to 319 Spanish Civil
Procedure Law and under article 46 Act 30/1992.
Ukraine: According to the Rules of Consular Legalisation, adopted by the Order of the Ministry of Foreign
Affairs from the 4th of June, 2002, № 113 the official document is determined as a written confirmation of
facts and events with legal significance, or which legislation binds the origin, modification or termination of
rights and obligations of natural or legal persons.
United States of America: California - CACode section 6252(3); Delaware - Title 29 Chapter 5, Subsection
502; Nebraska - NE Statute 84-712 through 84-712.9; Oregon - ORS Ch. 194; Washington St. - RCW
42.56.010.
31
No
Australia: There is no definition of 'public instrument' under domestic law for the purpose of the Apostille
Convention. In the past, there have been difficulties determining what is and is not a ‘public document’.
Australia generally resolves these issues by consulting with legal experts, however this impacts negatively
on the timely delivery of services.
Azerbaijan: There is no concept of "public document" defined in the internal law. But in practice all
documents signed and stamped by the state agencies and registered organisations are deemed as "public
documents". In accordance with the Article 148 (II) of the Constitution of the Republic of Azerbaijan
international conventions to which the Azerbaijan Republic is a Party, are integral part of the legislative
system of the Republic of Azerbaijan. Therefore all documents listed in the Article 1 of the Apostille
Convention are deemed to be "public documents".
Cyprus: For the purpose of the convention, Cyprus is guided by the categories listed in Art. 1.
Hong Kong: There is no internal law expressly governing the legalisation of documents or defining a "public
document".
Japan: There are no internal laws which define the concept of a "public document" in relation to the
application of the Apostille Convention.
Namibia: No domestic legislation is yet in place to give practical effect to the provisions of the Convention
and at this stage Namibia follows only the list provided in the Convention.
Switzerland: L'interprétation des textes légaux, y compris des Conventions internationales, est le domaine
de compétence des tribunaux.
L'ordonnance du 23 septembre 2011 sur l’acte authentique électronique (OAAE), RS 943.033, définit l'acte
public comme suit (art. 2): "Un acte authentique est un document dans lequel une personne habilitée à le
dresser, compétente à raison du lieu et de la matière, consigne des déclarations constitutives d’un acte
juridique ou d’une procédure, ou encore constate des faits ayant une portée juridique, dans une forme et
selon une procédure prédéfinies."
United Kingdom: For the purpose of the Convention, the UK is guided by the categories listed in Article 1.
We are in the process reviewing the categories of 'public documents' we currently accept for legalisation.
Australia, Azerbaijan,
Cyprus, Finland, Japan, Hong
Kong, Latvia, Malta, Monaco,
Namibia, Poland, Republic of
Moldova, Slovenia,
Swaziland, Switzerland,
United Kingdom. [16]
b) Can public documents be executed without being signed?
Yes
Georgia: According to the Georgian legislation a document may be executed without being signed or
sealed/stamped but bearing special bar code. If so an authorized person of a relevant competent authority
is requested to sign such document and afterwards his/her signature will be apostillised.
Hungary: Certain court documents are not signed by the judge, however court documents need to be
signed by the president or deputy president of the court before issuing Apostille on them therefore this
latter signature is the one which is authenticated.
Japan: Note: Although there are no internal laws, an Apostille may be issued for an unsigned public
document in our practice.
New Zealand: New Zealand birth and marriage certificates are examples of public documents that are
executed without a signature. Apostilles are issued for these documents.
Georgia, Hungary, Israel,
Japan, New Zealand, Peru,
Portugal, United Kingdom,
United States of America. [9]
32
Peru: Civil Code Congres Decree Nº 295.
United Kingdom: Some court documents and civil documents issued centrally by the General Register Office
may contain a seal only which we legalise. The UK notes that Article 7 of the Convention appears to
acknowledge that some documents may be unsigned (Ref Article 7b) which states 'the name of the person
signing the public document and the capacity in which he has acted, or in the case of unsigned documents,
the name of the authority which has affixed the seal or stamp.'
No
Colombia: http://www.secretariasenado.gov.co/senado/basedoc/decreto/1995/
decreto_2150_1995.html
Germany: En général non ; exception : par exemple extraits du casier judiciaire.
Namibia: No domestic law yet.
Romania: This situation is not met in the case of the notarial acts, but there are adminsitrative-fiscal
documents which are drawn up in this way (fiscal registraion certificates and VAT registration certificates
issued by the Ministry of Public Finances - National Agency for Fiscal Administration, whose model an
content are regulated by Order no. 262/2007 for the approval of the taxpayers' fiscal registration forms,
published in Monitorul Oficial al Romaniei, Part I, no. 175 of 13.03.2007, as subsequently amended and
completed.
Slovakia: L’Apostille atteste la véracité de la signature, la qualité en laquelle le signataire de l'acte a agi et
l'identité du sceau ou timbre dont cet acte est revêtu.
Switzerland: Un canton a répondu que - à condition de disposer d'un spécimen - l'Apostille serait quand
même émise mais avec l'annotation que la signature doit encore être posée.
Ukraine: The public document must be signed and stamped or sealed.
Argentina, Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Colombia, Costa Rica,
Croatia, Czech Republic,
Cyprus, Denmark, Germany,
Greece (MoI), Greece (MoJ),
Hong Kong, Latvia, Macao,
Malta, Mexico, Monaco,
Namibia, Poland, Republic of
Moldova, Romania, Slovakia,
Slovenia, Swaziland,
Switzerland, Ukraine. [31]
Comments:
Finland: We do not have a concept of a public document. We do have documents which can be executed
without being signed. We cannot give an Apostille if the underlying document is not signed.
c) Can public documents be executed without being stamped or sealed?
Yes
Georgia: Aposistille certifies only the signature.
Hong Kong: For documents signed by appointed public officers, they may only bear the signatures, not the
seal; for notarised documents, they must bear the signature and seal of the notary.
New Zealand: Official letters setting out a person's criminal convictions or an extract from the Companies
Register are examples of public documents that are issued without a seal/stamp. Apostilles are issued for
these documents.
United Kingdom: Yes, except for notarial acts produced by notaries of England and Wales.
Colombia, Georgia, Hong
Kong, Latvia, New Zealand,
Portugal, United Kingdom,
United States of America. [8]
No
Japan: Note: Although there are no internal laws, an Apostille may not be issued for an unstamped /
unsealed document in our practice.
Peru: The stamps are always required.
Argentina, Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Costa Rica, Croatia, Cyprus,
33
Romania: As for the category of notarial acts, they cannot be issued without the notary public seal/stamp
and signature.
Switzerland: Dans quelques cantons, l'Apostille serait quand même émise, mais à condition de disposer
d'un spécimen ou (dans d'autres cantons) avec l'annotation que le sceau doit encore être apposé.
Ukraine: The public document must be signed and stamped or sealed.
Czech Republic, Denmark,
Germany, Greece (MoI),
Greece (MoJ), Hungary,
Israel, Japan, Latvia, Macao,
Malta, Mexico, Monaco,
Namibia, Peru, Poland,
Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Swaziland,
Switzerland, Ukraine. [34]
Comments:
Finland: We do not have a concept of a public document. We do have documents which can be executed
without being stamped / signed. We cannot give an Apostille if the underlying document is not signed.
d) Difficulties encountered in characterising a document as a “public document”.
Yes
Australia: We note that in response to Q.19 of the 2008 Questionnaire, Australia replied: "The main
difficulty that Australia has encountered with the operation of the Apostille Convention has been
determining what is and is not a ‘public document’. Australia generally resolves these issues by consulting
with legal experts, however this impacts negatively on the timely delivery of services."
Czech Republic: Translations of public documents established by sworn translators are not public
documents pursuant to the Czech law, however, we were repeatedly asked to apostillise them. Therefore,
pursuant to a new practice, we apostillse translations made by sworn translators under the condition they
are attached to a public document and the translation was previously certified by a Czech regional court
(certifying that the sworn translator is duly recorded in the official list of Czech sworn translators). The
Apostille then refers only to the court certification, not to the translator’s certification.
Greece (MoI): The majority of "problematic" cases concern the granting of the Apostille to private
documents and not to public ones, given that authentication of the signature validity has preceded. In
many cases, individuals, acting as natural persons or as representatives of legal entities, elaborate and sign
private documents confirming acts or actions which, according to the internal law and order of our country,
are confirmed officially by the competent authorities using their own documents, i.e. certificates of
registration. Citizens very often avoid the official way and certify all actions with private documents. In
other cases, they bind with their signature legal entities which have their seat in other countries. In those
cases the authorities responsible for the Apostille do not procede with the Apostille and this causes
problems and conflicts. They try to solve their problems with questions to the legal councellors in order to
have an official information and a common procedure to deal with those cases. However, in the majority of
the cases, answers are not clear or justified.
Monaco: Les certificats d’immatriculation de véhicules pour une vente de ces véhicules ou de permis de
conduire pour l’achat de véhicules à l’ étranger. Les Etats de destination exigent que ces documents soient
apostillés. Il peut être considéré que ces documents administratifs n’ont pas directement trait à une
Australia, Czech Republic,
Finland, Greece (MoI),
Monaco, Namibia, New
Zealand, Peru, Romania,
Spain, Switzerland, United
Kingdom. [12]
34
opération commerciale mais l’autorité centrale monégasque s’est souvent interrogée à ce sujet.
Namibia: Documents issued by the University of Cambridge for Grades 10 & 12 exams are issued under the
signature of the Chancellor of the University but in Namibia it is issued by the Ministry of Education. Some
documents do not bear the coat of arms of Namibia although issued by the Government authorities. We
have issued the Apostilles if this office was satisfied with the origin of the document. We are however still
experiencing some difficulties.
New Zealand: We have experienced some difficulties with educational documents.
We will issue an Apostille for documents issued by the Ministry of Education and the New Zealand
Qualifications Authority, as these documents are issued by the NZ Government.
Some countries require an Apostille on an original school or university document. However, we require
documents issued by schools or universities to be notarised by a Notary Public before we issue an Apostille.
This can cause difficulties for people who are asked for an Apostille.
Peru: The comercial documents.
Romania:
- study documents issued by the private education units;
- trade companies documents;
- bank documents etc.
Provided by Article 5 of the Convention.
Spain: Documents from Authorities of Professional Associations (Corporate Administration).
Switzerland: copies qui ne sont pas certifiées conformes (copies simples);
- documents établis par des organismes privés qui travaillent sur mandat d'un canton ou d'une commune
(p.ex. bureau d'adoption, institut scolaire) - Concerne très peu de cantons.
United Kingdom: As mentioned above, we are currently conducting a review of the types of 'public'
document we accept for legalisation (including commercial documents - see below) whilst bearing in mind
the suggestion of the 2009 Special Commission that we should give a broad interpretation to the category
of public documents.
No
Austria: Issuance of apostilles on certified copies of (public and private) documents - see also 4.5.b).
Costa Rica: Since the concept of public document is clearly defined, there has not been any problem to
classify it.
Argentina, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Colombia, Costa Rica,
Croatia, Cyprus, Denmark,
Georgia, Germany, Greece
(MoJ), Hong Kong, Hungary,
Israel, Japan, Latvia, Macao,
Malta, Mexico, Poland,
Portugal, Republic of
Moldova, Slovakia, Slovenia,
Swaziland, Ukraine, United
States of America. [30]
35
6.2 Exclusion of documents executed by diplomatic or consular agents
a) Difficulties encountered with the exclusion of “documents executed by diplomatic or consular agents” from the scope of
the Convention.
Yes
[0]
No
Azerbaijan: Documents executed by diplomatic or consular agents can only be legalized.
New Zealand: We will attach Apostilles to certified copies of original documents that have been made by NZ
consular agents overseas. This saves the applicant from having to return their original document to NZ.
Argentina, Australia,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Colombia, Costa Rica,
Croatia, Cyprus, Czech
Republic, Denmark, Finland,
Georgia, Germany, Greece
(MoI), Greece (MoJ), Hong
Kong, Hungary, Israel,
Japan, Latvia, Macao, Malta,
Mexico, Monaco, Namibia,
New Zealand, Peru, Poland,
Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Spain, Swaziland,
Switzerland, Ukraine, United
Kingdom, United States of
America. [41]
b) To which of the following documents (if any) does the Apostille Convention apply?
Documents handled by consular or diplomatic agents but executed by another authority in the State that
the consular or diplomatic agent represents
Azerbaijan: These documents are sent to the Ministry of Foreign Affairs by Verbal Note and send back after
apostillasition.
Namibia: We would issue the Apostille here in Namibia and transmit to the diplomatic agent in the foreign
State for use in that State.
Portugal: L'agent diplomatique de n'importe quel pays solicite l'apostille d'un acte civil du Portugal.
Azerbaijan, Bosnia and
Herzegovina, Bulgaria,
Georgia, Germany, Latvia,
Namibia, Peru, Poland,
Portugal, Slovakia, United
States of America. [12]
Documents executed by consular or diplomatic agents that are not of a diplomatic or consular nature
New Zealand: Where an overseas person needs us to issue an Apostille for a notarised copy of a document
or a notarised statement etc, we suggest they have a NZ consular agent provide the certification (this is the
easiest option for the customer).
Argentina, Costa Rica,
Germany, Israel, Monaco,
New Zealand, Poland,
Romania, Spain, Swaziland,
United Kingdom. [11]
36
The signatures and seals of overseas consular staff are kept on file. We can verify their certifications as we
would any other government agent.
Spain: The procedure requires the formality of authentication of signature by the Ministry of Foreign Affairs
and Cooperation to be further apotillised by the Legalisation Service from the Ministry of Justice.
United Kingdom: The UK would not directly legalise/apostillise any of these documents. If necessary, we
will confirm the signature of the Consular Officer overseas by using an 'overstamp'. The UK Competent
authority then attaches an apostille on the document that confirms the signature of the Legalisation Officer
that conducted the overstamp.
Comments:
Colombia: Not subject to apostille.
Hong Kong: It should be considered on a case by case basis.
Japan: N/A.
Mexico: Only with the certification of Secretaría de Relaciones Exteriores.
Switzerland: Dans le champ d'application de la Convention européenne du 7 juin 1968 relative à la
suppression de la légalisation des actes établis par les agents diplomatiques ou consulaires, la Convention
Apostille ne s'applique pas concernant des déclarations officielles, telles que mentions d’enregistrement,
visas pour date certaine et certifications de signature, apposés par les agents diplomatiques ou consulaires
(art. 2 al. 2).
La plupart des cantons ont répondu qu'ils n'apostilleraient aucun de ces documents.
Certains cantons ont répondu qu'ils apostilleraient de tels documents s'il s'agit d'autorités suisses, si le
sceau et la signature du représentant étranger sont connus et conformes, ou si de tels documents ont été
légalisés par un notaire cantonal.
Cf. également l'art. 8 de l'Ordonnance du 29 octobre 2008 sur l’organisation de la Chancellerie fédérale, RS
172.210.10, qui évoque ces situations en dehors de la Convention Apostille, ce qui indique que la
Convention Apostille ne s'appliquerait pas: « Sont du ressort de la Chancellerie fédérale: a) la légalisation
des signatures définitives apposées sur un document […] par les consulats et missions diplomatiques
étrangers en Suisse; b) l’établissement des apostilles conformément à l’art. 2 de la convention
internationale de La Haye. »
6.3 Exclusion of administrative documents dealing directly with commercial or customs operations
a) Difficulties encountered with the exclusion of “administrative documents dealing directly with commercial or customs
operations” from the scope of the Convention.
Yes
Belgium: L'Inde exige des apostilles sur les documents commerciaux (factures, certificats d'origine).
Le Pérou n'acceptait pas nos apostilles sur des documents que la Belgique considère comme acte public
mais que le Pérou considère comme document lié à une opération commerciale. Le problème a été résolu
rapidement après que la Belgique ait donné sa définition d'acte public.
Belgium, Colombia, Costa
Rica, Czech Republic,
Georgia, Germany, Monaco,
Peru, Romania. [9]
37
Colombia: Credentials, including commercial or customs information, are not accepted by some countries.
Costa Rica: That exception has caused that some documents, which have the apostille issued by Costa
Rica, have not been received by some member states because these states consider that commercial and
customs documents are considered an exception.
Czech Republic: All these documents are provided with legalization clause, which causes delay for
companies because they must have the appropriate documents superlegalised by the Embassy of the
country of their destination.
Georgia: Difficulties arise because of diverse approach of countries. We are interpreting exceptions
narrowly.
Germany:
-1 certificat de dédouanement pour l’exportation d’une urne, l’apostille a été apposée sur une copie du
certificat de dédouanement.
-Pour les licences d’exportations (autorisations de mise sur le marché), certificats d’enregistrement de
produits et certificats médicaux de nombreux États demandent une apostille qui sera émise en Allemagne,
si une autorité a procédé auparavant à la certification.
-Souvent il est demandé aux partenaires commerciaux russes d’assortir d’une apostille les actes publics
(certificats d’origine) émis par la chambre d’industrie et de commerce (IHK) de Dresde et se référant aux
échanges commerciaux ou à la procédure douanière.
-Sur demande expresse une apostille sous forme habituelle est émise pour des certificats d’exportation et
en nombre réduit pour les certificats de santé et déclarations de conformité. Il n’y a eu aucune réclamation
dans lesdits cas après un refus par les services étrangers.
Monaco: Les certificats d’immatriculation de véhicules pour une vente de ces véhicules ou de permis de
conduire pour l’achat de véhicules à l’ étranger. Les Etats de destination exigent que ces documents soient
apostillés. Il peut être considéré que ces documents administratifs n’ont pas directement trait à une
opération commerciale mais l’autorité centrale monégasque s’est souvent interrogée à ce sujet.
Peru: Some states apostillise commercial documents like, commercial invoces, certificates of counter,
certificates of origin.
Romania: There are frequent requests concenring the apostilles on legalized copies and/or translations of
the commercial invoices, import/export licences, waybills, sales journal, scale tickets etc.
No
Australia: In Australia, there is a requirement that all business documents be notarised or certified by the
relevant chamber of commerce/industry, or notarised by an Australian Notary Public before an apostille can
be applied.
New Zealand: Apostilles for such documents are regularly requested by foreign authorities. We issue these
Apostilles when requested.
Romania: In order to apply the Convention, a copie must be certified by a notary public and, in the case of
court documents, they must legalized by the competent court. The simple copy of a public document is not
susceptible to be apostilled as is does not represent a public document.
Switzerland: Selon une autorité, il est néanmoins arrivé qu'une apostille a été émise pour un tel document.
Argentina, Australia,
Azerbaijan, Bulgaria, Cyprus,
Denmark, Finland, Greece
(MoJ), Hong Kong, Hungary,
Israel, Japan, Latvia, Macao,
Malta, Mexico, Namibia, New
Zealand, Poland, Portugal,
Republic of Moldova,
Romania, Slovakia, Slovenia,
Spain, Swaziland,
Switzerland, Ukraine, United
38
States of America. [29]
Comments:
Colombia: Colombian companies are seriously in disadvantaged by not being able to apostille documents
relating to commercial transactions or customs, bilateral trade is negatively affected and increases costs to
be incurred by the trade.
United Kingdom: These documents tend to be received under cover of a notarial coversheet or are issued
by a relevant government body (eg Department of Health, DEFRA, the Department of Business Innovation
and Skills and Chambers of Commerce) so we legalise the signature of the NP or official that signed the
coversheet. However, see answer to 6.3b regarding our review of the issue of Apostilles on these
documents.
b) Does your State issue Apostilles for any of the following documents?
Certificates of origin
Bulgaria, Costa Rica,
Georgia, Germany, Latvia,
Macao, Malta, New Zealand,
Slovenia, Switzerland, United
Kingdom, United States of
America. [12]
Export licenses
Belgium, Costa Rica,
Denmark, Germany, Israel,
Latvia, Macao, Mexico,
Slovakia, Slovenia,
Switzerland, United
Kingdom, United States of
America. [13]
Import licenses
Belgium, Bulgaria, Costa
Rica, Denmark, Germany,
Israel, Latvia, Macao,
Slovakia, Slovenia,
Switzerland, United States of
America. [12]
Health and safety certificates issued by the relevant government authorities or agencies
Argentina, Australia,
Belgium, Colombia, Costa
Rica, Croatia, Finland,
Georgia, Germany, Greece
(MoI), Hong Kong, Israel,
Latvia, Macao, Mexico,
Namibia, New Zealand,
39
Slovenia, Spain, Switzerland,
United Kingdom, United
States of America. [22]
Certificates of product registration
Argentina, Belgium, Bulgaria,
Colombia, Costa Rica,
Georgia, Germany, Greece
(MoI), Latvia, Macao,
Mexico, Peru, Slovenia,
Spain, Switzerland, United
Kingdom, United States of
America. [17]
Certificates of conformity
Argentina, Belgium, Bulgaria,
Colombia, Costa Rica,
Denmark, Georgia,
Germany, Latvia, Macao,
Malta, Slovakia, Slovenia,
Switzerland, United
Kingdom, United States of
America. [16]
End user certificates
Costa Rica, Denmark,
Georgia, Macao, Peru,
Switzerland, United
Kingdom, United States of
America. [8]
Commercial invoices
Bulgaria, Costa Rica, Latvia,
Malta, Monaco, New
Zealand, Peru, Switzerland.
[8]
Comments:
Australia: For the specific categories of documents listed above, Australia would generally consider health
and safety ceritifcates as public documents as they are issued by an administrative agency or authority of
the Commonwealth. All other documents listed above would be regarded as "commercial documents".
However, in Australia an apostille may be issued on a Notary Public's certificate appearing on any of the
documents listed above.
Colombia: The documents mentioned in the question are in the exceptions that are found within the scope
of convention.
Costa Rica: That exception has caused some documents are not being received in some countries as some
if not exclude other; however, in most cases, the apostilles always are addressed to a Member State of the
Convention.
Cyprus: The Republic of Cyprus issues Apostilles for all certificates issued by government authorities.
40
Czech Republic: Apostilles are not issued for these documents.
Georgia: As far as the number of countries request certification by Apostille of these kinds of documents,
based on the interests of citizens such cases are interpreted narrowly.
Hong Kong: If the certificate is issued by an appointed government officer, we will issue appostille.
Otherwise, we will only apostillise a notarial certificate attached to these other documents.
Japan: Regardless of the categories above, Apostilles are issued for the documents executed by public
authorities or authenticated by notaries public.
Malta: These documents need to be certified by the Maltese Chamber of Commerce before they are
apostilled.
Monaco: Il y a un nombre important de demandes d'apostilles pour des factures commerciales qui sont
utilisées en tant que justificatifs de domicile, par exemple lors de procédures administratives ou judiciaires
à l'étranger.
Il arrive qu'une apostille puisse être apposée sur ce type de documents si il est revêtu par la signature d'un
notaire.
Ainsi, seule la signature du notaire est attestée.
New Zealand: Apostilles and legalisation are requested for these documents for both Convention and non-
Convention countries.
Poland: We do not issue Apostille for this type of documents.
Slovenia: Slovenian courts issue Apostilles for the above mentioned documents when they are signed by a
notary.
Spain: Some of these documents bear an Apostille, although the benefit of apostilling every document is
not clear.
Swaziland: Most often requests are made for public documents.
Switzerland: Les réponses des autorités cantonales divergent.
- La plupart des autorités cantonales émettraient des apostilles pour tous ces documents, à condition que
ces documents ont été émis ou légalisés par un fonctionnaire ou notaire du canton concerné.
- Certains cantons ont répondu qu'ils n'émettraient pas d'apostilles.
Ukraine: There is no information in this regard.
United Kingdom: We will legalise either originals or photocopies of these documents if they are presented
under a notarial coversheet or have been directly certified by a solicitor or notary public. However, we also
directly legalise original and photocopies of these documents if they bear the original signature of an official
from the issuing authority (see list of organisations at (a) above). As mentioned previously, we are
currently reviewing why we legalise in the latter circumstances and will be seeking guidance from the
Secretariat in due course, particularly as the 2009 Special Commission stated that administrative
documents for commercial use should be interpreted narrowly.
c) Does your State accept Apostilles issued for any of the following documents?
Certificates of origin
Colombia, Costa Rica,
Georgia, Latvia, Macao,
Malta, Mexico, Swaziland,
41
Switzerland, United
Kingdom, United States of
America. [11]
Export licenses
Belgium, Colombia, Costa
Rica, Georgia, Latvia, Macao,
Swaziland, Switzerland,
United Kingdom, United
States of America. [10]
Import licenses
Belgium, Colombia, Costa
Rica, Denmark, Georgia,
Latvia, Macao, Swaziland,
Switzerland, United States of
America. [10]
Health and safety certificates issued by the relevant government authorities or agencies
Argentina, Belgium,
Colombia, Costa Rica,
Croatia, Finland, Georgia,
Latvia, Macao, Mexico,
Swaziland, Switzerland,
United Kingdom, United
States of America. [14]
Certificates of products registration
Argentina, Belgium,
Colombia, Costa Rica,
Denmark, Georgia, Latvia,
Macao, Swaziland,
Switzerland, United
Kingdom, United States of
America. [12]
Certificates of conformity
Argentina, Belgium,
Colombia, Costa Rica,
Denmark, Georgia, Macao,
Malta, Swaziland,
Switzerland, United
Kingdom, United States of
America. [12]
End user certificates
Bulgaria, Colombia, Costa
Rica, Denmark, Georgia,
Macao, Swaziland,
Switzerland, United
Kingdom, United States of
America. [10]
42
Commercial invoices
Colombia, Costa Rica,
Georgia, Malta, Swaziland,
Switzerland, United States of
America. [7]
Comments:
Australia: Not known.
Czech Republic: In most cases the documents provided with Apostille are recognized.
Georgia: The existence of Apostille certificate is not subject to refusal of accepting such documents.
Germany: Pas de reconnaissances.
Hong Kong: It should be considered on a case by case basis.
Japan: It is up to each individual authority to decide whether or not accept Apostilles issued for any of the
documents above; thus no integrated information is available.
Namibia: We have not had any of these challenged and are not aware of any of these received.
New Zealand: We have no information on how Apostilles issued overseas are used in New Zealand.
Peru: We dont take stadistics about these documents.
Poland: Their acceptance depends on Polish institutions other than MFA. We do not have knowledge on
that.
Republic of Moldova: Unknown.
Slovakia: Si l’Apostille avait déjà été délivrée, nous accepterions les documents.
Slovenia: We do not have information about incoming documents of such nature.
Switzerland: En règle générale, si une Apostille a été émise pour les documents cités au chiffre 6.3.c, elle
sera acceptée, sans égard à la question pourquoi elle a été émise.
Cependant, quelques cantons ont émis l'avis contraire.
Ukraine: There is no information in this regard.
United Kingdom: The UK does not require foreign documents to be legalised for use in the UK.
d) Is the exclusion of “administrative documents dealing directly with commercial or customs operations” appropriate? Is
there a need to develop a more harmonized practice?
There is no problem as long as the State of destination required the exclusion of such documents.
We think that the current practice is appropriate and positive.
Argentina. [1]
Australia supports the position that the Convention should be interpreted as broadly as possible, where
practical.
Australia. [1]
Non. La procédure devrait être simplifiée par des accords.
Belgium. [1]
Appropriate.
Bulgaria. [1]
According to business needs and interests of each country may or may not be appropriate.
Colombia. [1]
We consider that the fact of not giving apostilles to these documents is not adequate. It is important to
harmonize the processes because we process all the documents without any exception.
Costa Rica. [1]
We are not indifferent in developing a more harmonised practice.
Cyprus. [1]
43
Yes, we feel that some harmonisation of the practice might be helpful. It might be a topic for discussion at
the Special Commission.
Czech Republic. [1]
Exclusion is considered to be appropriate.
Finland. [1]
Yes.
Georgia. [1]
Pas de reconnaissances.
Germany. [1]
We consider it useful to develop a harmonised practice towards to the one or the other direction.
Greece (MoJ). [1]
Further study is required.
Hong Kong. [1]
No specific comments.
Japan. [1]
Latvia would welcome application of the Convention to these documents.
Latvia. [1]
To enlarge the scope of the Convention as to include all public documents, in particular those until now
excluded under Article 1(3) b), does not seem to raise any practical problems.
However, attention should be paid to the following:
Such an inclusion will require a formal amendment to the text of the Convention – a
Recommendation of the Special Commission will not be sufficient;
Under other international treaties/instruments special ‘model forms’ have been established, which do
not – and should not - need to be legalised; therefore, the main reason provided for the exclusion at
the time of the negotiation of the Convention, i.e., “that the Convention should not impose a (new)
formality where no formality existed before” is still very much valid.
Macao. [1]
Unknown.
Malta. [1]
Yes, but you must be very clearly which documents will have that exceptions.
Mexico. [1]
We suggest the Convention to be applicable to these documents as well in order to promote conformity and
harmony.
Namibia. [1]
We see no reason to exclude these documents from the Convention.
A person may be submitting identical copies of these documents relating to one product to a number of
countries, some of which require legalisation and others require Apostilles. The end users in Apostille
Convention countries have requested Apostilles.
New Zealand. [1]
Yes, could be right.
Peru. [1]
We consider the exclusion of administrative documents dealing directly with commercial or customs
operations not to be appropriate. We see a merit in trying to develop a more harmonised practice in
applying the Convention to these documents.
Poland. [1]
Harmonisation of the practice would be helpful.
Republic of Moldova. [1]
We could support further debate regarding application of the Convention to these documents.
Slovenia. [1]
Yes, the harmonisation of criteria and a wide interpretation of this Convention are regarded as positive
contribution together with a more efficient service to citizens and companies
Spain. [1]
Yes there is merit in extending application of the Convention to commercial or customs operations.
Swaziland. [1]
Certains cantons trouvent que cette exclusion est justifiée, d'autres trouvent que non. La plupart des
Switzerland. [1]
44
autorités cantonales seraient favorables à une simplification.
We are unaware of the background to the exclusion but if the Apostille is used more widely for commercial
documents (and without notarial coversheets), it may increase the risk of misinterpretation of the effect of
the Apostille (our comments at 4.1(a) refer). We are currently reviewing our issue of Apostilles on some of
these documents (see 6.3(b)) on this basis.
United Kingdom. [1]
If the document did not previously require legalization it would fall outside the scope of the Convention.
United States of America. [1]
6.4 Copies
a) Is the Convention applicable to a simple copy of a public document?
Yes
Colombia: Provided there is a signature of a public official document may be subject to apostille.
Greece (MoI): According to the legislation of the country, each public service can grant its original
documents, as well as certified copies of them, which is also regarded as originals. For that reason,
authorities responsible for Apostille put on thgose documents the Apostille. They don’t grant it when the
copy is issued by any authority other than the one that issued the original, as in that way it cannot be
regarded as an original, just an official copy. There are cases, like certificates of marriage or family status,
where documents issued as certified copies have limited validity due to a possibility of future modifications
in essential fields of the documents.
Colombia, Denmark, Greece
(MoI). [3]
No
Argentina: It must be accomplished prior the chain of authentication on the original document. However, if
the copy is authenticated by the agency who issued the original document, it could be considered a public
document.
Australia: Australian practice is to only issue an Apostille if a copy has been certifed as being a true copy of
the orginal document by one of three authorties:
- a Justice of the Peace working at a Court House (and bearing the stamp or seal of the Court);
- a Clerk or Registrar of the Court;
- a Notary public;
or an appropriate certifying officer of the government authority that issued the document.
The photocopied document must bear an original signature of one of these certifying officials.
Azerbaijan: Only originals of the documents can be apostillised.
Cyprus: A copy can only be regarded as a "public document" under the convention, provided that it bears
an original signature.
Finland: A copy has to be certified in order to be certified by an Apostille.
Georgia: If the copy of the document is certified by notary, the Apostille relates to the copied document;
In case if the copy of the document is certified by the same authority that issued the original document, the
Apostille might relate to the copied document as well as to the (administrative) certificate.
Germany: Il ne s’agit pas d’un acte public.
Greece (MoJ): It is necessary to be a prototype document or a certified copy.
Argentina, Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Costa Rica, Croatia, Cyprus,
Czech Republic, Finland,
Georgia, Germany, Greece
(MoJ), Hong Kong, Hungary,
Israel, Japan, Latvia, Macao,
Malta, Mexico, Monaco,
Namibia, New Zealand, Peru,
Poland, Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Spain, Swaziland,
Switzerland, Ukraine, United
Kingdom, United States of
America. [39]
45
Hong Kong: we have no means and no duty to verify the genuineness of a copy document.
For Macao SAR, a simple copy of a public document is considered as a private document, not falling within
the scope of the Convention.
Please refer to the response to question 6.1a), regarding the criteria to determine the types of written
documents and their legal value.
Latvia: Only a translation of a document certified by a notary can be certified.
Macao: A simple copy of a public document is considered as a private document, not falling within the
scope of the Convention.
Please refer to the response to question 6.1a), regarding the criteria to determine the types of written
documents and their legal value.
Mexico: Because in our legislation, copies have no legal value.
Namibia: Although we do not have any domestic legislation on the matter, we do not accept simple copies
of documents. If at all we have to proceed on a copy, it must be a certified copy.
New Zealand: Photocopies without an original seal or signature are not accepted. They are not original
documents, there is no signature or seal on them to verify, and there is a high risk that such documents
could be fraudulent.
Peru: Single copy is valid if its authenticity certified.
Portugal: Elle nécéssite d'être certifiée.
Republic of Moldova: An apostille can be issued to a copy of a public document certified by a notary if an
apostille was issued to the original public document.
Apostille can be issued to a certified copy of a public document if the copy was issued by the same
authority that issued the original public document.
Romania: In order to apply the Convention, a copie must be certified by a notary public and, in the case of
court documents, they must been legalized by the competent court. The simple copy of a public document
is not susceptible to be apostilled as is does not represent a public document.
Slovakia: Une simple copie n´est pas considerée comme un acte public, donc alors la Convention ne
s´applique pas.
Slovenia: In Slovenia Apostilles are issued only on public documents and their certified copies. In
accordance with Article 60 and 61 of Notarial Act certified copies, made by the notary according to the
procedure, prescribed by the law, are public documents.
Swaziland: Document has to be original.
Switzerland: Les exceptions suivantes sont possibles et une Apostille pourrait être apposée sur la copie
simple, mais pas dans tous les cantons:
- la copie a été faite par un notaire (ou fonctionnaire cantonal ou communale) qui l'a signé;
- la copie accompagne l'original et a été signée par le notaire (ou fonctionnaire cantonal ou communale) qui
a émis l'original;
- la copie accompagne l'acte public et l'autorité qui appose l'Apostille vérifie elle-même par comparaison
directe que la copie correspond à l'original;
- copie de documents officiels très vieux dont l'original n'est plus disponible (p.ex. décret gouvernemental,
décision judiciaire):l’Apostille pourrait être émise à condition que la source de la copie est connue, p.ex.
46
archive cantonal.
Ukraine: Apostille could be issued only for originals of the public documents or cerified copies of the public
documents.
United Kingdom: The UK will only attach an Apostille to a document with an original signature.
United States of America: Copies must be certified or notarized.
b) Is the Convention applicable to a certified copy of a public document?
Yes – But an Apostille may be used for the certification only, not the copied document
Australia: See above.
Cyprus: (Please see explanation to 6.4 (a) above).
Czech Republic: The certification states that the certified document is a "true copy of the original". A
certified copy may be made also from another certified copy or even from a private document.
Germany: La pratique varie dans les différents Länder fédéraux.
Macao: in such case, the Apostille is merely a declaration that the authority responsible for the issuance of
the certified copy is competent under the internal law of the relevant State to issue such a certification (i.e.,
that the relevant document is a “true copy of the original”), and that the signature of that person(s) is
authentic as well as he/she acted in his/her public capacity.
An Apostille does not relate to the contents of the document and cannot affect its legal nature.
Republic of Moldova: See comment to 6.4 a).
Ukraine: Court decisions are specific documents and cannot be granted in original because the original
document is always kept in the case. Thus, Apostille is issued only for copies of the court decisions, certified
by a judge.
Paragraph 4 of the Rules of issuing Apostille, intended to use on territories of other States, and prohibits to
issue in Ukraine the Apostille on original of the public documents, issued by authorities of the former
Republics of the USSR. Thus, Apostille may be issued only for the copies of such documents, certified by
the notary.
The State Registration Service issues apostille for the certified copies of documents, issued by authorities of
registration of acts of civil status after 1991 (birth certificate, marriage certificate, death certificate etc.),
intended to use on territories of other States, only after verifying these documents by authorities of
registration of acts of civil status of the Main Department of Justice in the Autonomous Republic of Crimea,
Main Department of Justice in regions and Main Department of Justice in Kyiv and Sevastopol.
The Ministry of Education, Science, Youth and Sport issues Apostille only for original of the documents.
United Kingdom: A copy must be signed and certified in the UK by a practicing solicitor or Notary Public. We
then confirm the signature of the Notary Public or solicitor that conducts the certification. Currently, some
certifications are placed directly on the copy of the document but we are in the process of reviewing our
policy. We are considering that certified copies of documents be placed under cover of a notarial act or
official certificate so we can then attach the Apostille directly to the certificate.
Australia, Austria, Bulgaria,
Costa Rica, Cyprus, Czech
Republic, Denmark,
Germany, Greece (MoI),
Greece (MoJ), Hong Kong,
Hungary, Israel, Latvia,
Macao, Peru, Poland,
Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Spain, Swaziland,
Switzerland, Ukraine, United
Kingdom, United States of
America. [28]
Yes – An Apostille may be issued either for the certification or for the copied public document
Colombia: Provided there is a signature of a public official document may be subject to apostille.
Belgium, Bosnia and
Herzegovina, Colombia,
Croatia, Finland, Georgia,
47
Croatia: Simple copy cannot be considered as a public document. Therefore, the Apostille is issued only for
the notarial or other certificate stating that the relevant document is a certified copy of a public document.
(According to Article 74 of the Public notary Act).
Georgia: If the copy of the document is certified by notary, the Apostille relates to the copied document;
In case if the copy of the document is certified by the same authority that issued the original document, the
Apostille might relate to the copied document as well as to the (administrative) certificate.
Monaco: Dans le premier cas, l’apostille visera le signataire de l’acte s’il s’agit bien d’un acte public. Dans
l’autre cas, l’apostille portera sur l’autorité qui a certifié conforme l’acte.
Namibia: In some instances the applicant cannot submit the original document, i.e. an identity document,
and a copy will be used.
New Zealand: Our position depends on who has certified the document. If it has been certified by the
issuing authority then we can issue an Apostille for the copied document itself.
If it has been notarized by a Notary Public or other non- issuing authority then we would issue an Apostille
verifying the notarial/other seal and signature only.
United States of America: The US state of Georgia - If certification is from a government entity.
Monaco, Namibia, New
Zealand, United States of
America. [10]
No – An Apostille may be issued neither for the certification nor for the copy
Argentina: Exceptions: if the original document was previously Apostilled by us; and if the agency issuing
the original document is the same as the one of the authenticated copy.
Argentina, Azerbaijan,
Germany, Japan, Mexico. [5]
Comments:
United States of America: Application varies among U.S. states.
6.5 Translations
a) Is the Convention applicable to a simple translation of a public document?
Yes
Malta: If the person who signs the translation is recognised as an official translator by the competent
authority.
Israel, Malta, Swaziland,
United States of America. [4]
No
Australia: Apostilles maybe issued on foreign langauge documents provided they have been translated and
signed/stamped by the National Authority for Accredited Translators and Interpreters, or notarised by an
Australian Notary Public. This does not make the foreign language document itself an Australian public
document. It is the signature /stamp and seal of the Notary Public or government translation authority that
the Apostille is placed on that makes a document "public".
Belgium: Seulement aux traductions jurées.
Colombia: the translation must be performed by an official translator
Croatia: The translation made by a court interpreter, which has been nominated as a sworn interpreter by
Argentina, Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Colombia, Costa Rica,
Croatia, Czech Republic,
Cyprus, Denmark, Finland,
Georgia, Germany, Greece
(MoI), Hong Kong, Hungary,
Japan, Latvia, Macao,
48
President of County or Commercial court, after he passes the exam, can be certified as a public document.
Cyprus: Apostille is issued on the public document, before being translated.
Denmark: It should always be a state authorized translator.
Germany: Une traduction ne représente pas encore un acte public au sens de l’article 1 de la Convention. Si
la signature du traducteur est authentifiée, cette authentification peut être assortie d’une apostille.
Latvia: Only a translation of a document certified by a notary can be certified.
Macao: A simple translation of a public document is considered a private document (please refer to the
response to question 6.1a) and, therefore, not falling within the scope of the Convention.
Mexico: Only documents in Spanish.
Namibia: Only a sworn translation is accepted.
New Zealand: We require all documents to be either notarised by a Notary Public or certified by a
government official. There is one government translation agency in New Zealand and only their original
translations are accepted. All others must be notarised.
Republic of Moldova: An Apostille can be issued only to a translation made by an authorized translator and
certified by a notary.
Romania: The translation must be legalized by a notary public. The apostille is applied only to legalized
translations. It is applied only to certified translations, legalized by a notary public.
Slovenia: See comment to 6.5 b).
Switzerland: La traduction peut devenir un acte public lorsque la signature du traducteur a été légalisée
p.ex. par un notaire.
Ukraine: The Appostille can be used only for certified translation of the public document.
United States of America: Some states responded that translation must be notarized as true/accurate
translation and be signed and notarized in person. Washington State stated that it would apostille the
original before translation.
Mexico, Monaco, Namibia,
New Zealand, Peru, Poland,
Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Spain, Switzerland,
Ukraine, United Kingdom,
United States of America.
[38]
b) Is the Convention applicable to a certified translation?
Yes
Argentina: The Apostille on the original document is also required.
Belgium: Si préalablement légalisée par le SPF Justice.
Colombia: The translation must be performed by an official translator.
Croatia: The translation made by a court interpreter, which has been nominated as a sworn interpreter by
President of County or Commercial court, after he passes the exam, can be certified as a public document.
Czech Republic: As we repeatedly encountered problems with apostillisation of translations which was not
allowed under our law (translation is not a public document pursuant to the Czech law), we started to issue
Apostilles for translations but technically the Apostille does not refer to the translation itself - or the
translator’s certification - but only to the certification of a Czech regional court certifying that the translator
is duly recorded in the official list of Czech sworn translators.
Georgia: Under the Georgian legislation the translation made by administrative authority is considered a
“public document” and is subject to apostillisation.
Germany: Cf. 6.5 a).
Argentina, Belgium, Bosnia
and Herzegovina, Bulgaria,
Colombia, Costa Rica,
Croatia, Czech Republic,
Denmark, Finland, Georgia,
Germany, Greece (MoI),
Hungary, Israel, Latvia,
Macao, Malta, Monaco,
Namibia, New Zealand, Peru,
Poland, Portugal, Republic of
Moldova, Slovakia, Slovenia,
Swaziland, Ukraine, United
Kingdom, United States of
America. [31]
49
Macao: In certain cases, translations of documents follow a regime similar to notarial certifications (Articles
182 to 184 of the Code of Notary). The certification of a translation is considered to be a public document.
The translator must be a notary or lawyer from Macao, a secretary from a commercial company (only in
relation to documents pertaining to such a company) or a sworn translator.
Malta: As 6.5a above.
New Zealand: We require all documents to be either notarised by a Notary Public or certified by a
government official. There is one government translation agency in New Zealand and only their original
translations are accepted. All others must be notarised.
Poland: Translator must be a member of a specific accredited body of Polish translators.
Republic of Moldova: See comment to 6.5 a).
Slovakia: Même si une traduction n´est pas considerée comme un acte public en Slovaquie, la Slovaquie a
décidé d'appliquer la Convention aussi aux traductions certifiées, parce qu'elles sont produites par les
traducteurs assermentés, et donc elles portent une signature et l'empreinte d'un cachet d´une personne en
sa capacité formelle.
Slovenia: The translation made by a court interpreter which has been nominated as a sworn interpreter by
the Minister of Justice, after he passed the special exam, can be certified as a public document.
Ukraine: According to the the law the translation must by certified by a notary. A notary may certify the
precision of the translation, in case the translation is done by him/her, or to certify the person and
authenticity of the signature of a translator (Article 79 of the Law of Ukraine "On Notary").
United Kingdom: We will only legalise a translation that has been carried out in the UK and certified and
signed in the UK by a Notary Public or solicitor with a current practising certificate. In these circumstances,
we will legalise the signature (and/or seal) of the NP or solicitor that signed the translation.
United States of America: States that replied yes stated that translation had to be certified or notarized as
a true translation.
Only if the document to which the certified translation relates is a public document
Colombia, Costa Rica, Czech
Republic, Denmark, Georgia,
Hungary, Latvia, Monaco,
Namibia, Peru, Republic of
Moldova, Swaziland. [12]
No
Australia: See above.
Austria: Historical interpretation of Art 1 of the Apostille Convention - annotation regarding government bill
458 of the Annexes of the stenographic protocolls of the national assembly XI GP 24th April 1967
concerning the Apostille Convention: all translations are excluded.
Cyprus: Please see comment to 6.5.(a) above.
Mexico: Only in spanish because is our official language.
Switzerland: Le traducteur assermenté n'est pas connu dans tous les cantons.
La traduction peut devenir un acte public lorsque la signature du traducteur a été légalisée p.ex. par un
notaire.
United States of America: Montana - does not employ certified translators.
Australia, Austria,
Azerbaijan, Cyprus, Hong
Kong, Japan, Mexico,
Romania, Spain,
Switzerland, United States of
America. [11]
50
Comments:
United States of America: Responses vary between U.S. states.
6.6 Electronic documents and signatures
a) Can public documents executed in electronic form be considered “public documents”?
Yes
Czech Republic: Law No 227/2000 Coll., on electronic signature, states that electronic documents of public
authorities signed by a qualified or secure electronic signature (based on a qualified certificate issued by an
accredited certification-service-provider) have the same legal effects as public documents issued by these
authorities.
Greece (MoI): Only if they have beeb ratified by the competent authority that issued it.
Hong Kong: If the e-document bears the signature of an appointed public officer and the e-document has
the same legal effect of the paper document.
Macao: Provided that the requirements of the Law on the Framework Applicable to Electronic Documents
and Digital Signatures (Law No. 5/2005, of 8 August) are fulfilled, public documents executed in electronic
form can be considered "public documents" for the purposes of the issuance of an Apostille.
Namibia: As long as we are satisfied with the authenticity of the document.
New Zealand: The Companies Office of the Ministry of Economic Development issues certain documents
only in electronic form - Company Extracts and Certificates of Incorporation. The Intellectual Property Office
of NZ also issues electronic certificates.
Spain: On the basis of Law 59/2003, of 19th December of electronic signature and of Law 11/2007, of
22nd June, on Electronic Access of Citizens to Public Services.
Switzerland: Quelques rares cantons ont répondu qu'ils accepteraient de tels actes publics.
Les actes authentiques dressés conformément à l'Ordonnance du 23 septembre 2011 sur l’acte authentique
électronique (OAAE, RS 943.033) sont équivalents à ceux dressés sur un support papier.
Un acte public établi sous forme électronique pourrait être considéré comme "acte public" aux fins de
l'émission d'un Apostille, puisqu'en vertu de l'art. 14 al. 2bis du Code des Obligations (RS 220), la signature
électronique qualifiée, basée sur un certificat qualifié émanant d’un fournisseur de services de certification
reconnu au sens de la loi du 19 décembre 2003 sur la signature électronique (Loi sur la signature
électronique, SCSE, RS 943.03) est assimilée à la signature manuscrite.
United Kingdom: However, we currently do not have the ability to issue an e-apostille so would not accept a
public document executed in electronic form at the present time.
Australia, Austria, Colombia,
Costa Rica, Czech Republic,
Finland, Georgia, Germany,
Greece (MoI), Hong Kong,
Israel, Macao, Namibia, New
Zealand, Peru, Romania,
Spain, Switzerland, United
Kingdom, United States of
America. [20]
51
United States of America: States indicated that public documents can be executed electronically but that a
paper Apostille would be affixed to a paper copy.
No
Belgium: Une signature manuscrite est indispensable.
Greece (MoJ): Public documents are not executed in electronic form by the court of first instance.
Malta: The department/institution which issue these documents must get them signed by an approved
official in the same dept/inst.
Mexico: We don´t accept the document.
Portugal: On apostille seulement une copie imprimée après qu'elle soit certifiée.
Romania: There are public documents executed in electronic form.
Swaziland: Not yet in force in the country.
Switzerland: La plupart des cantons ont répondu que, malgré les bases légales mentionnées ci-haut, ils
n'accepteraient pas d'acte public sous forme électronique.
L'Ordonnance sur l’organisation de la Chancellerie fédérale (RS 172.10.10) exige expressément une
signature originale, ce qui exclut prima facie des titres électroniques.
Ukraine: The legislation foresees the possibility of issuing of an Apostille only for the documents executed
on paper.
Belgium, Bosnia and
Herzegovina, Germany,
Greece (MoJ), Hungary,
Japan, Latvia, Malta, Mexico,
Monaco, Poland, Portugal,
Romania, Slovenia,
Swaziland, Switzerland,
Ukraine. [17]
Public documents are never executed in electronic form
Cyprus: This procedure is currently under review.
Argentina, Azerbaijan,
Bulgaria, Croatia, Cyprus,
Denmark, Germany,
Republic of Moldova,
Romania, Slovakia. [10]
Comments:
Germany: La pratique varie dans les différents Länder fédéraux.
b) If a public document is executed in electronic form, how is it apostillised?
An e-Apostille is issued
Colombia, New Zealand,
Spain. [3]
A paper Apostille is attached to the printout of the electronic public document
Australia: If required we seek a notary public to verify a hard copy version of the document.
Czech Republic: A paper Apostille cannot be attached to a simple printout of the electronic public document
but it would be possible to issue an Apostille for a so-called converted document established by a notary.
We have a process of a so-called authorized conversion of documents which is precisely regulated by the
respective legislation (Law No 300/2008 Coll. on electronic acts and authorised conversion of documents).
It enables full transformation of an electronic public document into a document in paper form (or vice-versa
of a document in paper form into an electronic document). It also enables verification of the conformity of
those documents and affixing of a verification clause. The verification clause contains significant information
Australia, Czech Republic,
Georgia, Germany, Greece
(MoI), Hong Kong, Israel,
Macao, Namibia, New
Zealand, Portugal, Romania,
Spain, Switzerland, United
States of America. [15]
52
relating to the document itself (number of pages, information whether the original document contained
some special security elements as e.g. a seal or a watermark), information relating to eSignature and
possible time stamp contained in a digital version of the document and also about the authority which
accomplished the conversion. A converted document has the same legal effects as a certified copy of the
document. The Apostille would refer to the signature and seal of the authority which accomplished the
conversion and attached the verification clause, not to the underlying document. But we do not have much
practical experience yet.
The Czech Republic also envisages the issuance of e-Apostilles but first, we would like to implement the e-
Register and on this basis to start preparatory work on e-Apostilles.
Georgia: Digital signature services are currently under development and will be available in the nearest
future.
Greece (MoI): Ratification by the competent authority that issued it should proceed.
Hong Kong: Further study is required on the possibility of issuance of e-Apostilles.
Namibia: We will have to come up with domestic legislation with regulations on how to implement this. We
would like to issue e-Apostilles, but do not have the necessary mechanism in place yet.
New Zealand: Both are options, depending on what the customer requests. We do consider it is preferable
to issue an e-Apostille for an electronically issued document.
Switzerland: Ce cas ne s'est jamais présenté, mais deux cantons ont répondu qu'ils imprimeraient l'acte.
United States of America: States that responded have not instituted e-Apostille yet.
Other
Costa Rica: In Costa Rica it has not been implemented yet.
Finland: If some authority gives a printout the Competent Authority asks the customer to provide that
authority's signature to the document.
Latvia: The Consular Department requests that the printout of electronic document is certified by notary.
Mexico: We don’t accept the document.
Peru: We have not had any cases yet.
Costa Rica, Finland, Latvia,
Mexico, Peru. [5]
Comments:
Bosnia and Herzegovina: In B&H there is no law that regulates e-public documents.
Swaziland: Not permissible.
Switzerland: Aucun cas ne s'est présenté.
A notre connaissance, aucune autorité centrale cantonale n'émet d'Apostilles pour des actes publics établis
sous forme électronique; une apostille serait refusée dans la quasi-totalité des cantons.
United Kingdom: See above, we do not currently accept public documents executed in electronic form.
c) Can scanned copies of public documents that were executed in paper form be considered “public documents”?
Yes
Colombia: Provided there is a signature of a public official document may be subject to apostille.
Namibia: As long as the origin of the document can be ascertained.
Switzerland: Un seul canton a répondu qu'il accepterait une copie numérisée s'il y a une légalisation
Colombia, Finland, Namibia,
Portugal, Romania, Spain,
Switzerland, United States of
America. [8]
53
électronique.
United States of America: Delaware - Title 8, Chapter 1, subsection 103 and other corresponding codes.
No
Belgium: Une signature manuscrite est indispensable.
Cyprus: Only true copies of public documents bearing an original signature can be certified by apostille.
Greece (MoJ): Only certified copies.
Hong Kong: Apostilles are not issued for simple scanned copies of documents.
Latvia: Orginal signature of a signing official is required.
Mexico: We need the original document.
Monaco: Des originaux sont demandés.
New Zealand: We do not accept simple photocopies or scans of documents as they are not original
documents. There is no original signature or seal to verify and there is a high risk that such documents
could be fraudulent.
Republic of Moldova: See comment to 6.4 a).
Romania: Only if they are legalized according to the original having the same value as the original.
Slovakia: Oui, mais pour le moment seulement dans un sens unilatéral (communication des personnes avec
les authorités). Les authorités publiques ne délivrent pas de documents avec les signatures électorniques,
alors des actes publics ne sont pas signés électroniquement. L´utilisation de la signature électronique est
basée sur la loi 215/2002.
Switzerland: Condition pour qu'une copie numérisée d'actes publics pourrait être considérée comme un
"acte public" aux fins de l'émission d'une Apostille serait une signature électronique qualifiée, basée sur un
certificat qualifié émanant d’un fournisseur de services de certification reconnu au sens de la loi du 19
décembre 2003 sur la signature électronique (Loi sur la signature électronique, SCSE, RS 943.03).
Ukraine: The Apostille could not be issued for the scanned copies of public documents. The Apostille could
be issued only for the certified copies of the public documents.
United Kingdom: We only accept original public documents with original signatures as scanned signatures
can be easily copied/reproduced.
United States of America: Some states stated that signatures on copies must be original.
Argentina, Belgium, Bosnia
and Herzegovina, Bulgaria,
Costa Rica, Cyprus,
Denmark, Germany, Greece
(MoJ), Hong Kong, Hungary,
Japan, Latvia, Macao, Malta,
Mexico, Monaco, New
Zealand, Peru, Poland,
Republic of Moldova,
Romania, Slovakia, Slovenia,
Swaziland, Switzerland,
Ukraine, United Kingdom,
United States of America.
[29]
Comments:
Australia: To our knowledge, this is not undertaken in practice. Australia would be interested in the HCCH's
views on whether the e-app may be extended to apply e-apps to scanned copies of documents.
Greece (MoI): Unknown.
Romania: The apostille is not applied on simple copies. Scanned copies of public documents. executed in
paper form are also simple copies susceptible to be forged. The apostille is applied only on the copies
legalized by the notary public, which bear the notary seal/stamp and signature, in original.
Switzerland: A notre connaissance, aucune autorité centrale cantonale n'émet d'Apostilles pour des copies
numérisées d'actes publics. La quasi-totalité des cantons a répondu qu'ils n'émettraient pas d'apostille.
United States of America: Responses from U.S. states vary.
54
d) Are electronic signatures recognised as functionally equivalent of handwritten signatures?
Yes
Argentina: Law 25506.
Colombia: http://www.secretariasenado.gov.co/senado/basedoc/ley/1999/ley_0527_1999.html.
Czech Republic: But the signature needs to meet certain requirements (see response to question 6.6 a)).
Georgia: Law of Georgia on electronic signature and electronic document.
Germany: Dans certains Länder fédéraux il y a des bases juridiques en vertu de leurs lois relatives aux
procédures administratives (Verwaltungsverfahrensgesetz).
Israel: Electronic Signature Law – 2001.
Hong Kong: If under the legislation, the e-signature is treated as a valid signature.
Hungary: Act XXXV of 2001 on electronic signatures.
Macao: According to article 5, no. 1 of the Law on the Framework Applicable to Electronic Documents and
Digital Signatures (Law No. 5/2005, of 8 August), the apposition of a qualified electronic signature is
functionally equivalent to a handwritten signature.
Mexico: We have a new legislation since March 9th 2012 on electronic procedures.
Namibia: As long as the signature can be verified by the office which issued the document.
New Zealand: Generally, a signature cannot be denied legal effect solely because it is in electronic form.
[Sections 5 and 8 of the Electronic Transactions Act 2002.]
If there is a legal requirement for a signature, that legal requirement is met by means of an electronic
signature if certain criteria are met. There are legal presumptions as to the reliability of an electronic
signature. [Sections 22-24 of the Electronic Transactions Act 2002.]
Peru: There are legally recognized but does not apply yet.
Poland: Law on electronic signature of 2001.
Romania: Law no. 45/2011 on electronic signature.
Slovakia: Oui, mais pour le moment seulement dans un sens unilatéral (communication des personnes avec
les authorités). Les authorités publiques ne délivrent pas de documents avec les signatures électorniques,
alors des actes publics ne sont pas signés électroniquement. L´utilisation de la signature électronique est
basée sur la loi 215/2002.
Spain: On the basis of Law 59/2003, of 19th December of electronic signature and of Law 11/2007, of
22nd June, on Electronic Access of Citizens to Public Services.
Switzerland: En vertu de l'art. 14 al. 2bis du Code des Obligations (RS 220), la signature électronique
qualifiée, basée sur un certificat qualifié émanant d’un fournisseur de services de certification reconnu au
sens de la loi du 19 décembre 2003 sur la signature électronique (Loi sur la signature électronique, SCSE,
RS 943.03) est assimilée à la signature manuscrite.
Ukraine: According to the Law of Ukraine "On Electronic digital signature" the electronic signature for the
electronic documents is recognized in Ukraine.
United Kingdom: We will accept secure electronic signatures in the future eg for the issue of an e-apostille.
Argentina, Belgium,
Colombia, Costa Rica, Czech
Republic, Finland, Georgia,
Germany, Hong Kong,
Hungary, Israel, Macao,
Mexico, Namibia, New
Zealand, Peru, Poland,
Portugal, Romania, Slovakia,
Spain, Switzerland, Ukraine,
United Kingdom, United
States of America. [25]
No
Germany: L’original des signatures et des sceaux est requis.
Bosnia and Herzegovina,
Bulgaria, Cyprus, Denmark,
55
Japan: Note: Electronic signatures are not recognised as functionally equivalent of handwritten signatures
for the purposes of the issuance of an Apostille.
Monaco: La législation interne a été modifiée mais les textes d'application permettant une application
opérationnelle n'ont pas encore tous été édictés.
Germany, Japan, Latvia,
Malta, Monaco, Republic of
Moldova, Slovenia,
Swaziland, United Kingdom.
[13]
Comments:
Australia: DFAT will either seek counter signature by issuing authority or notary public signature in these
incidences.
Monaco: La loi n° 1.383 du 2 août 2011 sur l’économie numérique a été adoptée et l'ordonnance n° 3.413
du 29 août 2011 portant diverses mesures relatives à la relation entre l’Administration et l’administré
contient également des dispositions pertinentes mais des arrêtés minitériels doivent être pris en application
des ces textes pour permettre leur application effective.
Switzerland: Les textes de lois peuvent être consultés sur le site. http://www.admin.ch/ch/f/rs/rs.html en
indiquant le numéro du registre systématique (RS).
United Kingdom: We will accept secure electronic signatures in the future eg for the issue of an e-apostille.
Section 7 – Access to Apostille services
7.1 One-step vs. multi-step process
a) Are there any certifications needed before the issuance of an Apostille?
Certification is not required for any public document
Australia, Austria,
Azerbaijan, Colombia,
Croatia, Denmark, Finland,
Georgia, Germany, Hong
Kong, Macao, Malta, Monaco,
Namibia, New Zealand,
Portugal, Slovakia, Slovenia,
Swaziland. [19]
Certification is required for some categories of public documents
Belgium, Czech Republic,
Germany, Greece (MoI),
Hungary, Japan, Latvia,
Peru, Poland, Republic of
Moldova, Romania, Spain,
Switzerland, Ukraine,
United Kingdom,
United States of America.
56
[16]
Certification is required for all categories of public documents
Argentina, Bulgaria, Costa
Rica, Cyprus, Germany,
Greece (MoJ), Israel, Mexico,
Switzerland.
[9]
Only for States that require certification
b) What certification process is involved?
Category of public document
Number of
certifications
Certifying authority
Type of certification
State
Traduction jurée
1
SPF Justice
Belgium. [1]
Document judiciaire
1
SPF Justice
Extrait du moniteur belge
1
Moniteur belge
Court documents, including judgments
2
Court
Signature and seal
Bulgaria. [1]
Notarial authentications
2
Notary
Signature and seal
Certificate of marital status
2
Civil registry
Civil status
Costa Rica. [1]
Notarial documents
3
National Department of
Notaries
Financial statements of
companies
Criminal records
2
Judiciary Branch
Criminal records
Judgment
3
Judiciary Branch
Divorce
Academic transcripts
5
Ministry of Education
Academic transcripts
Documents issued by various Govermental
Departments
1
Respective Ministries
Certified copy of the original
Cyprus. [1]
Documents emanating from legal persons of
public law
1
Court Registar
Authenticity of the signature
and capacity of the person
Registry office documents
1
Superior authority of the
office which issued the
document
Authorized official verifies the
authenticity of the document
and annexes seal, stamp and
signature
Czech Republic. [1]
Tax documents
1
General Directorate of
Finance
Authorized official verifies the
authenticity of the document
and annexes seal, stamp and
signature
Criminal records
0
-
Apostille is issued directly into
the document
57
School documents
1
Ministry of Education
Authorized official verifies the
authenticity of the document
and annexes seal, stamp and
signature
Medical documents
1
Ministry of Health
Authorized official verifies the
authenticity of the document
and annexes seal, stamp and
signature
Documents et actes des services administratifs
de l’arrondissement (Kreis)
1
Service administratif
compétent de
l’arrondissement (Kreis)
Certification préalable
Germany. [1]
Diplômes des universités et écoles supérieures
1
Université ou école
supérieure d’émission
Certification préalable
Bulletins scolaires
1
Administration scolaire
compétente
Certification préalable
Certificats médicaux
1
Conseil de l'Ordre des
médecins ou Service
d'hygiène et de la santé
publique
Certification préalable
Brevets de maîtrise et certificats de fin
d’apprentissage
1
Chambre d’industrie et de
commerce (IHK)
Certification préalable
Avis d’imposition
1
Trésors publics
Certification préalable
Documents issued by local branches of IKA
(Institution of Social Security)
1
Ministry of Employment
and Social Protection
Greece (MoI). [1]
Documents issued by public hospitals, private
hospitals and private doctors.
1
Ministry of Health and
Social Solidarity for public
hospitals and the Medical
Association of Athens for
private doctors and
private hospitals.
Documents issued by Hellenic Police or needing
ratification by the Hellenic Police.
2
The competent Police
Station and more
specifically the respective
Police Headquarters.
Documents of University Faculties.
1
The central secretariat or
the Directorate of
Education and Research.
Documents emanating from a public
procecutor, a clerk of the court and other
documents of judicial nature
1
The competent secretary
of the court
Only the authenticity of the
signature and the capacity of
the person who signs the
certified copy of a document
Greece (MoJ). [1]
Court documents
1
President or Deputy
President of the court
concerned
Signature of the signing judge
and the used stamp are
certified
Hungary. [1]
Diplomas, other educational certificates
1
Office of Education
Signature and stamp of the
issuing institution
58
Police protocols
1
Ministry of the Interior
Signature and stamp of the
issuing authority
Health certificates
1
Office of Health
Authorization and
Administrative Procedures
Signature and stamp of the
issuing institution /physician
Authenticated copy of the registry
1
Legal Affairs Bureau
Certification with the seal of
the registrar (The seal affixed
on the documents must be
certified by the Director-
General of the Legal Affairs
Bureau to which the registrar
public belongs)
Japan. [1]
Notarized deed
1
Legal Affairs Bureau
Certification with the seal of
the notary public (The seal
affixed on the documents must
be certified by the Director-
General of the Legal Affairs
Bureau to which the notary
public belongs)
Health certificates
Health Certificates must be
certified by the Ministry of
Health of Latvia
Latvia. [1]
Judicial
1
Consejo de la Judicatura
Files
Mexico. [1]
Public corridors
1
Secretaría de Economía
Business papers
Education
1
Secretaría de educación
Pública
All educations papers
Civil status documents
1
National register of
identification and civil
state - reniec-
Signature
Peru. [1]
Court documents
1
Superior court
Signature
Notarial documents o certifications
1
Notarial college
Signature
Studies certificates
1
Minister of educations
Signature
University diplomas
1
Competent Ministry
Seal, signature
Poland. [1]
Notarial and court documents
1
President of the
competent regional court
Seal, signature
Commercial documents
1
Polish Chamber od
Commerce and regional
chambers
Seal, signature
The new Matura (Certificate for Overall Maturity
for Higher Education)
1
Ministry of National
Education
Seal, signature
School certificates
1
competent local board of
education
Seal, signature
Medical certificates
1
Clinical Hospital of the
Ministry of Health
Certification of the document
Republic of Moldova. [1]
59
Documents attesting medical qualification and
work experience in medicine
1
Ministry of Health of
Republic of Moldova
Certification of issuer’s
signature and confirmation of
the document
Medical certificates
1
Specialized Medical Center
for Emigrants and
Immigrants
Certification of issuer’s
signature and confirmation of
the document
Judgments
1
Issuing court
Judgment
legalization/certification
Romania. [1]
Study documents issued by preuniversity
education units
1
School inspectorates
Endorsement - certifying the
authenticity of the study
document and confirming the
observance of the legislation in
force
Study documents issued by high education units
1
National Centre for
Diploma Recognition and
Validation
Endorsement - certifying the
authenticity of the study
document and confirming the
observance of the legislation in
force
Documents attesting the professional
qualification
1
Structures of the Ministry
of Labour. Family and
Social Protection
Verification of the issuer's
signature and endorsement of
the document
Medical or sanitary certificates
1
Structures of the Ministry
of Health
Verification of the issuer's
signature and endorsement of
the document
Documents issued by non-central organs of
State Administration
One
The Competent Ministry
(central organ of the state
general administration)
Signature authetication
Spain. [1]
Dans certains cantons: Actes qui ne sont pas
signés par un notaire cantonal ou par un
fonctionnaire cantonal ou communal du canton
en question (p.ex.: procurations, copies,
traductions, attestations médicales, attestations
de vétérinaires, statuts, diplômes scolaires ou
professionnels délivrés par des établissements
privés).
1
Les actes doivent être
certifiés (selon le canton)
par ex. par un notaire, un
avocat, la commune,
l'autorité de surveillance.
Les diplômes scolaires ou
professionnels délivrés par
des établissements privés
doivent être certifiés par
ex. par un notaire, un
avocat, la commune, le
Département cantonal
responsable de la
formation et de
l’éducation.
Vérification de la signature, du
sceau et / ou du timbre
figurant sur l’acte public
Switzerland. [1]
60
Dans un canton: tous les actes publics
1
Les actes doivent être
certifiés par ex. par un
notaire, un avocat, la
commune, l'autorité de
surveillance. Les diplômes
scolaires ou professionnels
délivrés par des
établissements privés
doivent être certifiés par
ex. par un notaire, un
avocat, la commune, le
Département cantonal
responsable de la
formation et de
l’éducation.
Vérification de la signature, du
sceau et / ou du timbre
figurant sur l’acte public
Dans quelques cantons pour certains actes
signés par un fonctionnaire cantonal ou
communal: p.ex. certificats de domicile, autres
attestations communales, extraits de registre
d'état civil, extraits de registre commercial.
1
Les actes doivent être
certifiés (selon le canton)
par ex. par un notaire, un
avocat, la commune,
l'autorité de surveillance.
Les diplômes scolaires ou
professionnels délivrés par
des établissements privés
doivent être certifiés par
ex. par un notaire, un
avocat, la commune, le
Département cantonal
responsable de la
formation et de
l’éducation.
Vérification de la signature, du
sceau et / ou du timbre
figurant sur l’acte public
Diplômes scolaires ou professionnels délivrés
par des établissements privés
1
La certification est par ex.
faite par un notaire, un
avocat, la commune, le
Département cantonal
responsable de la
formation et de
l’éducation. Une Apostille
est ensuite émise pour ce
certificat.
Vérification de la signature, du
sceau et / ou du timbre
figurant sur l’acte
Medical certificate
1
Regional Departments of
health protection
The signature and stamp of
the relevant regional hospital
is to be certified by the seal
and signature
Ukraine. [1]
61
Documents on registration of the acts on civil
status
1
The regional department
of Justice of the Ministry
of Justice of Ukraine: the
Main Departments of
Justice in oblasts, in the
cities of Kyiv and
Sevastopol and the Main
Department of Justice of
the Ministry of Justice of
Ukraine in the
Autonomous Republic of
Crimea
Affixing the certification label,
which confirms the authenticity
of the signature of the person,
who issued the document
Photocopies of all public documents
1
A practising UK notary
public or solicitor
Certified copy of the original -
Official Certificate or notarial
act
United Kingdom. [1]
Original Public documents containing a scanned
or electronic signature eg Police or disclosure
documents
1
A practising UK notary
public or solicitor
Official Certificate or notarial
act
Vital record (California, Delaware, Oregon)
1 (California,
Delaware)
- (Oregon)
County clerk or county
recorder (California),
State Registrar of vital
records (Delaware),
State Registrar (Oregon)
County clerk or county
recorder certifies to the county
health officer (California),
Signature, and by the
Secretary of State (Delaware),
Issued as a certified record, no
additional steps(Oregon)
United States of America
(Some states only). [1]
County documents signed by county official
other than the county clerk or county recorder
(California)
1
County clerk or county
recorder
County clerk or county
recorder certifies to the county
health officer
City documents signed by city officials
(California)
1
County clerk or county
recorder
County clerk or county
recorder certifies to the city
official
Diplomas & College Transcripts (Delaware)
2
College/University, and
Board of Education of the
state of Delaware
Signature, and by the
Secretary of State
County public and court records (Oregon)
-
County clerk or trial court
administrator
Issued as a certified record, no
additional steps
Comments:
Argentina:
We cannot specify the number of certifications required before the issuance of an Apostille. Generally the
chain of authentication has more than one signature. This varies according to each case.
Greece (MoI):
The competent authorities of the regions of the country put the Apostille on all those categories of
documents.
The reasons for adopting a multiple steps process:
1) This policy was adopted due to the large number of local branches and to the difficulty in gathering the
necessary specimen signature for the Apostille.
2) Likewise, the inability to gather specimen signature by the secretariats of public hospitals. In the case of
62
private doctors and private hospitals, ratification is necessary in order that the document is given a public
character by the competent authority and the Apostille can be put on it.
3) The Hellenic Police has issued a relative circular according to which any police document about to be
used abroad has to bear specific ratifications and signatures only by certain officials.
4) University Faculties and the authority responsible for the Apostille are facilitated by sending and
gathering some specimen signatures of officials designated to ratify relative documents of the regions of
our country.
Only for States that require certification
c) Why is certification required?
Single Competent Authority but the signatures, seals and stamps of local officials and authorities are
subject to a certification by a regional authority, whose certificate is in turn subject to an Apostille
Costa Rica: Apostilles are issued only for signatures authenticating regional authorities.
Peru: Exists diversification of documents.
Argentina, Costa Rica,
Cyprus, Japan, Mexico, Peru,
Poland. [7]
Several Competent Authorities but the signatures, seals and stamps of local officials and authorities are
nonetheless subject to a certification by a regional authority, whose certificate is in turn subject to an
Apostille
Romania: Court documents must be certified in order to ensure the identity with the original of the
document kept by the judicial authority.
Switzerland: Dans certains cantons, aucune apostille peut être délivrée pour l'acte sous-jacent.
D'autres cantons, il est possible d'apostiller l'acte sous-jacent s'il s'agit d'un document cantonal du canton
concerné, si le titre original a été émis par un fonctionnaire cantonal dont la signature est déposée ou
connue, ou si cela est expressément exigé.
Ukraine: For the documents of registration of the acts of civil status is requested the preliminary
certification by the Main Department of Justice of Ukraine in the Autonomous Republic of Crimea or Main
Departments of Justice in regions or Main Departments of Justice in the city of Kyiv and in the city of
Sevastopol. These organs check the authenticity, engrossment and verify documents, issued by
departments of registration of acts of civil status; regional hospitals (stamp and signature), the Ministry of
Health of Ukraine (stamp and signature).
This certification is a subject of issuing Apostille. After the regional authorities affixes the certification label
the Apostille is issued on the original document. The purpose of this act is to avoid submition of false
documents and fraud.
Bulgaria, Czech Republic,
Germany, Greece (MoI),
Romania, Spain,
Switzerland, Ukraine. [8]
Special, multi-step procedure for the authentication of diplomas and other education documents that are
issued in your State and need to be produced abroad
Romania: The education unit which issued the study documents issues an authenticity certificate of the
Germany, Romania, Spain,
Switzerland, United
Kingdom. [5]
63
study document. Then, the School Inspectorate or CNRED, based on the authenticity certificate, confirms
the authenticity of the study document and, after the verifications, confirms that the study documents have
been issued and completed according to the legislation in force. The verification of the issuer's signature
and the endorsement of the document/the sollicitor submit the document to the implied institution, for
verification, before requesting the apostille.
Switzerland: Il ne s'agit pas d'une procédure spéciale au sens stricte, mais de la procédure connue aussi
pour d'autres actes publics. En général, il s'agit d'une seule autorité intermédiaires impliquée qui procède à
la vérification de la signature et / ou du timbre figurant sur les diplômes scolaires ou professionnels délivrés
par des établissements privés. La certification/légalisation est par ex. faite par un notaire, un avocat, la
commune, le Département cantonal responsable de la formation et de l’éducation. Une Apostille est ensuite
émise pour ce certificat/cette légalisation.
United Kingdom: In the UK, Diplomas and other education documents are deemed private not public
documents. The UK therefore requires that all educational documents are signed and certified by a UK
notary public or solicitor before it is presented for legalisation. The Legalisation Office will then confirm the
signature of the Notary Public or solicitor that certified the document. All degree certificates submitted for
legalisation must be awarded by an institution recognised by the Department for Business, Innovation and
Skills (BIS) (http://www.dcsf.gov.uk/recognisedukdegrees/).
All other UK educational certificates must be accredited by one of the other regulatory bodies listed on our
website www.fco.gov.uk/legalisation.
Other
Belgium: Différentes compétences au niveau fédéral.
Republic of Moldova: Republic of Moldova has designated an authority to certify medical certificates, which
certification is a subject to an Apostille by the Competent Authority. The Apostille is issued for the final
certification.
Documents attesting medical qualification and work experience in medicine are certificated by the Ministry
of Health of Republic of Moldova, which are a subject to an Apostille by the Competent Authority. The
Apostille is issued for the final certification.
Latvia: Generally one-step process is applied. In cases the Consular Department does not have at its
disposal sample of a signature of the signing official or a sample of seal/stamp, such documents as registry
documents, diplomas, documents on primary and secondary education, court judgements must be certified
by the authority, who has issued the document (Registry Department of the Ministry of Justice, Department
of Court of the Ministry of Justice, Ministry of Education and Science, State Social Insurance Agnecy,
municipalties etc.) Mostly it applies for the documents issued in former USSR. Health Certificates at all
times have to be certified by the Ministry of Health.
Romania: This procedure also applies in the case of some documents mentioned in the answer at question
7.1 b).
United States of America: Responses from U.S. states varied.
Belgium, Hungary, Republic
of Moldova, Latvia, Romania,
United States of America. [6]
Only for States that require certification
d) Is your State planning to make changes to the certification process?
64
Yes
Costa Rica: Through the Regulatory Reform Department, Ministry of Economy of Costa Rica, is studying the
processes to change them where possible to avoid delays when issuing an apostille.
Czech Republic: It is envisaged to increase the number of Competent Authorities (e.g. regional authorities,
other ministries - such as the ministry of education - shall be involved).
Mexico: The local government apostille local papers and the federal documents by the central authority.
Romania: The Ministry of Administration and Internal Affairs intends to improve the means for the
documents' verification so that the procedure applies once for all the documents.
United Kingdom: The UK is currently reviewing its requirements in relation to private documents and
certified copies of public documents etc and is considering that they are presented under cover of a notarial
act (Article 1c) or offical certificate (Article 1d).
Costa Rica, Czech Republic,
Israel, Mexico, Romania,
United Kingdom. [6]
No
Argentina: Because in order to avoid the requirement of certification we should have higher technology and
infrastructure.
Germany: Changer la pratique actuellement applicable présupposerait que l’autorité compétente pour la
délivrance de l’apostille dispose, par exemple, des spécimen de signature et de sceau d’actualité de
l’ensemble des doyens d’université, présidents des commissions d’examen et directeurs d’établissements
scolaires. Vu le grand nombre de personnes disposant de la signature et leurs fréquents changements
l’actualisation permanente de ce registre donnerait lieu à des charges administratives disproportionnées.
Latvia: Latvia already applies a one-step process (see Section 7.1.c).
Peru: Under the policy of simplification, many institutions have eliminated previous certifications.
Romania: Certification for conformity to the original of a court document is made only once.
Spain: Advances are being made in this way and the appropriate measures are being taken to issue the
apostille in one-step process.
Switzerland: Majorité des cantons concernés:
L'autorité de certification régionale dispose du pouvoir, de la compétence ainsi que des moyens nécessaires
à la vérification de la signature, du sceau et / ou du timbre figurant sur l’acte public. Un changement du
régime impliquerait une révision de la base légale cantonale ainsi que de l'organisation.
Ukraine: The existing practice of issuing the Apostille for previously certified documents has some
advantages, including the easy access of the applicant to the competent body, the speed of issuing the
Apostille and also the possibility of granting the higher level of security (see answer on Question 7 (1c)).
Argentina, Belgium, Bulgaria,
Cyprus, Germany, Hungary,
Japan, Latvia, Peru, Poland,
Republic of Moldova,
Romania, Spain,
Switzerland, Ukraine. [15]
7.2 Apostille requests
a) Can an Apostille be issued for a document at the request of a person other than: the person who signed the document
or the person who intends to use the document abroad?
Yes – But authorisation by the person who intends to use the Apostille required (or the person who signed
the document)
Azerbaijan: We request power of attorney.
Azerbaijan, Bosnia and
Herzegovina, Bulgaria,
Greece (MoI), Greece (MoJ),
65
Greece (MoJ): A procuration is necessary.
Namibia: Sometimes Namibian citizens abroad needs Apostilles but they cannot attend to it themselves, in
such cases we will request written authorisation to issue the Apostille.
Republic of Moldova: An applicant can be an authorised person, a spouse and a relative up to fourth
degree.
Romania: Exception makes the relatives until II degree inclusively of the document holder, who does not
need to submit power of attorney, but to prove the kinship degree to the holder.
Japan, Monaco, Namibia,
Portugal, Republic of
Moldova, Romania. [11]
Yes – no authorisation required (any bearer of the document may request an Apostille)
Argentina, Australia, Austria,
Belgium, Colombia, Costa
Rica, Croatia, Cyprus, Czech
Republic, Denmark, Finland,
Georgia, Germany, Hong
Kong, Hungary, Israel,
Latvia, Macao, Malta,
Mexico, New Zealand, Peru,
Poland, Romania, Slovakia,
Slovenia, Spain, Swaziland,
Switzerland, Ukraine, United
Kingdom, United States of
America. [32]
No
Switzerland: Certains cantons ont répondu que cela n'est pas possible ou que cela est seulement. possible
si le document a été émis par un fonctionnaire cantonal ou communal.
Switzerland. [1]
b) Ways of requesting an Apostille.
In person
Monaco: Il ne peut être fait autrement, sauf dans ces cas tout à fait exceptionnels, car la personne doit
signer le registre qui est en l'état un registre papier.
Ukraine: The Ministry of Foreign Affairs accepts the documents only in person.
Argentina, Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Colombia, Costa Rica,
Croatia, Cyprus, Czech
Republic, Denmark, Finland,
Georgia, Germany, Greece
(MoI), Greece (MoJ), Hong
Kong, Hungary, Israel,
Japan, Latvia, Macao, Malta,
Mexico, Monaco, Namibia,
New Zealand, Peru, Poland,
Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Spain, Swaziland,
66
Switzerland, Ukraine, United
Kingdom, United States of
America. [42]
By post
Argentina, Australia, Austria,
Azerbaijan, Belgium, Croatia,
Cyprus, Czech Republic,
Denmark, Finland, Germany,
Greece (MoJ), Hong Kong,
Hungary, Israel, Japan,
Latvia, Macao, Malta,
Mexico, Namibia, New
Zealand, Poland, Portugal,
Romania, Slovakia, Slovenia,
Spain, Switzerland, Ukraine,
United Kingdom, United
States of America. [32]
By e-mail
Colombia, Finland, New
Zealand. [3]
Other:
Austria: By messenger.
Romania: Lawyer or other representative.
Austria, Romania. [2]
Comments:
Finland: A civil status certification (or other extracts from the Population Information System) and an
Apostille could be requested by post or email.
Spain: Although we already have the technonology available for this, e-mail apostilles are not actually
requested.
Switzerland: Par mail seulement si le document original est envoyé par la poste.
United Kingdom: Business customers only may use our Premium Service in Central London to submit their
application in person. Those business users that do not want to use the Premium Service in London and
members of the public must submit their application by Post to our office in Milton Keynes.
c) Does your State inquire about the State of destination?
Always
Austria: Answer regards applications at the Landesgericht für Zivilrechtssachen Wien.
Czech Republic: The inquiry about the destination of the public document is made orally but it is recorded in
the register of Apostilles.
Monaco: Il a été régulièrement constaté que des apostilles sont demandées pour des documents destinés à
être présentés dans des Etats non parties à la Convention. Malgré les explications fournies, les personnes
introduisent la même demande en indiquant le nom d'un Etat partie en vue d'obtenir l'apostille.
Argentina, Australia, Austria,
Belgium, Bosnia and
Herzegovina, Bulgaria,
Colombia, Costa Rica,
Croatia, Cyprus, Czech
Republic, Georgia, Germany,
Greece (MoI), Hungary,
Israel, Japan, Latvia, Macao,
67
Slovakia: Si l’information est demandée oralement, l´Etat de destination de l´acte public sera renvoyé au
registre des Apostilles délivrées.
Spain: The object of the question is to verify that the destination of the public document is a signatory
country.
Switzerland: Dans un canton, l'État de destination est parfois mentionné sur le certificat d'Apostille.
United Kingdom: Please note that this information is not always provided by the customer.
Malta, Mexico, Monaco,
Namibia, New Zealand, Peru,
Poland, Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Spain, Swaziland,
Switzerland, Ukraine,
United Kingdom. [36]
Applicants specify the State of destination in the application form
Argentina, Australia, Austria,
Bulgaria, Colombia, Costa
Rica, Croatia, Georgia,
Germany, Hungary, Japan,
Latvia, Monaco, Namibia,
New Zealand, Peru, Poland,
Republic of Moldova,
Romania, Slovakia, Slovenia,
Switzerland, Ukraine,
United Kingdom. [24]
The State of destination is mentioned on the Apostille Certificate
Croatia, Israel, Portugal. [3]
The inquiry is made orally and no record is kept
Belgium, Bosnia and
Herzegovina, Cyprus, Czech
Republic, Germany, Malta,
Mexico, Romania, Slovakia,
Spain, Swaziland. [11]
Occasionally
Azerbaijan: If there is a doubt on the validity of the stamp or signature in the public document, there can
be such an inquiry.
Finland: For the purpose of assisting the customer.
United States of America: Responses from U.S. states vary. Some require the applicant to identify a
country in a form, others do not ask.
Azerbaijan, Finland,
United States of America. [3]
Never
Denmark, Greece (MoJ),
Hong Kong, Romania. [4]
d) May a single Apostille be issued for different public documents that are executed by the same official?
Yes
Australia: If the relevant documents are bound, a single Apostille would be applied to the same signature
that appears throughout the documents. We charge a separate fee for binding.
Germany: Si les actes sont liés entre eux (par exemple cachet officiel l’apostille est apposée sous forme
d’allonge).
Hong Kong: On condition that the documents have been securely bound together and the officer signed the
Australia, Finland, Germany,
Hong Kong, New Zealand,
Portugal, Romania, United
States of America. [8]
68
documents in the same capacity, Apostille will be attached to one of the documents specified by the
applicant.
New Zealand: Our Apostille is issued on a certificate which is then bound to the underlying documents with
a ribbon.
Portugal: On apostille tous les documents qui sont signés par le même fonctionnaire public e quei
concernent à la même personne.
United States of America: No descriptions reported.
Issuance of a single Apostille is only possible if the public documents are executed on the same date
Romania. [1]
No
Argentina: Each document must have its own Apostille.
Costa Rica: We tried to implement this; however, users mention that they need an apostille for each
document. It would be very useful for us to be able to issue an apostille for several documents since it
would be less expensive and easy to manage.
Czech Republic: A single Apostille may be issued for two or more notarial authentifications of signatures
provided that the authentifications are in the same document and made by the same notary (it is not
important whether the signatures are authentified on the same date).
Greece (MoJ): Every public document needs an Apostille.
Mexico: Only one apostille per document.
Namibia: We issue an Apostille for each document separately.
Romania: Each document receives a separate apostille. An apostille is issued for each notarial act and the
numbering is made in ascending order. The request is registered for several documents. The sollicitor
addresses a request mentioning several documents.
Spain: One Apostille is issued for each document.
Switzerland: Pour la grande majorité des cantons, la réponse est non.
Pour quatre cantons, la réponse est oui. Dans ce cas, l'apostille est apposée après le dernier élément à
àpostiller.
United Kingdom: We issue a single Apostille with a different Apostille number for each document.
Argentina, Azerbaijan,
Belgium, Bosnia and
Herzegovina, Bulgaria,
Colombia, Costa Rica,
Croatia, Cyprus, Czech
Republic, Denmark, Georgia,
Greece (MoI), Greece (MoJ),
Hungary, Israel, Japan,
Latvia, Macao, Malta,
Mexico, Monaco, Namibia,
Peru, Poland, Republic of
Moldova, Romania, Slovakia,
Slovenia, Spain, Swaziland,
Switzerland, Ukraine, United
Kingdom, United States of
America. [35]
e) Average time to issue Apostilles
In-person requests
Less than one hour
Belgium, Croatia, Colombia,
Cyprus, Czech Republic,
Denmark, Finland, Hungary,
Israel, Malta, New Zealand,
Poland, Romania, Spain,
Switzerland, United States of
America. [16]
69
Less than two hours
Mexico, Romania, Slovakia,
United Kingdom, United
States of America. [5]
On the same day
Argentina, Bosnia and
Herzegovina, Greece (MoI),
Greece (MoJ), Peru,
Portugal, Romania, Slovenia,
Switzerland, Ukraine, United
States of America. [11]
By the following working day
Bosnia and Herzegovina,
Czech Republic, Germany,
Hungary, Japan, Macao,
Mexico, Spain, Switzerland,
Namibia, Peru, Portugal,
Slovenia, Swaziland, United
Kingdom, United States of
America. [16]
Within one working week
Australia: Turn aroud times can vary from 1 to 3 working days.
Australia, Azerbaijan. [2]
Other
Bulgaria: Two days.
Costa Rica: 2 to 3 days. There are some exceptional cases when the process of issuing an apostille takes 15
minutes.
Czech Republic: Depends on number of Apostilles requested.
Georgia: Maximum 8 working days.
Hong Kong: 2 working days (excluding Saturdays).
Latvia: Within 2 working days.
Monaco: 48 H.
Republic of Moldova: An Apostille is issued within ten working days. Urgent service within six hours, three
and five working days is available.
Ukraine: 20 working days.
The term of issuing Apostille could be extended for 20 days in case:
- of necessity to obtain the sample of signature, seal or stamp, additional information or clarification;
- the payment for issuing the Apostille is paid from abroad the term of issuing Apostille is extended until the
receiving the confirmation on receiving the payment for issuing Apostille by the State Budget of Ukraine.
United States of America: Utah 3-5 days.
Bulgaria, Costa Rica, Czech
Republic, Georgia, Hong
Kong, Latvia, Monaco,
Republic of Moldova,
Ukraine, United States of
America. [10]
Other requests
70
Less than one hour
United States of America. [1]
Less than two hours
Romania, United States of
America. [2]
On the same day
New Zealand, Romania,
Switzerland, United States of
America. [4]
By the following working day
Germany, Macao, Malta,
Mexico, Portugal, Romania,
Slovenia, Spain, Switzerland,
United States of America.
[10]
Within one working week
Azerbaijan, Belgium, Czech
Republic, Cyprus, Hungary,
Japan, Namibia, Portugal,
Romania, Slovakia, Slovenia,
Switzerland, Ukraine, United
States of America. [14]
Other
Costa Rica: 2 to 3 days. There are some exceptional cases when the process of issuing an apostille takes 15
minutes.
Hong Kong: Once payment is cleared, application will be processed.
Latvia: Depending on a schedule of diplomatic mail.
Monaco: 48 H.
Ukraine: 20 working days.
The term of issuing Apostille could be extended for 20 days in case:
- of necessity to obtain the sample of signature, seal or stamp, additional information or clarification;
- the payment for issuing the Apostille is paid from abroad the term of issuing Apostille is extended until the
receiving the confirmation on receiving the payment for issuing Apostille by the State Budget of Ukraine.
United States of America: Utah 3-5 days.
Costa Rica, Hong Kong,
Latvia, Monaco, Ukraine,
United States of America. [6]
Comments:
Colombia: For a document the term is 2 minutes, For 50 documents the term is 60 minutes.
Georgia: Urgent service is also available.
Germany: Dans les cas urgents également le jour même.
Hungary: Depending on issuing authority.
Latvia: For applicants from remote places of Latvia the documents are certified on the same day.
Monaco: En cas d'urgence caractérisée, les apostilles peuvent être établies dans des délais très courts (en
fontion du nombre de documents à apostiller).
New Zealand: The above time frames are for documents that we can easily verify by referring to our
signature files. If we do not have the signature on file it may take a few days to obtain signature
71
confirmation and issue the Apostille. E-Apostilles are issued on the day of receipt. If work volumes are high
the process may take a day longer.
Romania: The apostille on notarial acts is issued on the same day, but in the Regulation on the
methodology for the application of the apostille or legalisation by the Chamber of Notaries Public on notarial
acts the stipulated timeframe is pf 2 working days.
Slovenia: Timeframes depend on the issuing authority.
Spain: This information includes information on the time spent in the Legalisation Service and in the
Territorial Offices. But it depends on the competent authorities.
Switzerland: Moins d’1 heure: Majorité des cantons, p.ex. au guichet ou pour moins de 5 documents.
Dans la journée: Majorité des cantons, p.ex. demande par voie postale ou plus de 5 documents
Le jour travaillé suivant: Quelques cantons, p.ex. demande par voie postale ou plus de 5 documents.
1 semaine travaillée: Un seul canton pour les dossiers d'adoption en intégral contenant plusieurs et
différents types de documents.
United Kingdom: Central London Premium Business Service: Published same day service with internal
target to issue within 90 minutes for all straightforward applications (eg no payment issues, signatory on
database etc). Milton Keynes Postal Service: Next day processing and despatch (for all straightforward
applications).
United States of America: Reponses from U.S. states varied.
7.3 Fees
a) Does your State charge for issuing an Apostille?
Yes
Belgium: Gratuité des taxes consulaires (10 €) si indigence prouvée.
Georgia: CRA is providing urgent service for additional price.
Germany: 10 à 130 Euro.
Hungary: Exemption from fees is also possible by law or upon a grounded request.
Monaco: Le tarif a été modifié en 2011.
Romania: In the event a person solicits the apostille for several documents, a single fee is solicited for the
request (irrespective of the number of documents) and the fee for the apostille for each document.
Slovenia: Other: The fee differs depending on who is issuing the Apostille:
Ministry of Justice as an administrative authority is obliged by the Administrative fees Act, which prescribes
a fee of 1,26 EUR for a single Apostille.
District courts in Slovenia as judicial authorities are obliged by Court fees Act, which prescribes a fee of
2,46 for a single Apostille when public document is in Slovenian language and 5,00 EUR when public
document is in a foreign language.
Switzerland: Généralement, dans la majorité des cantons le montant varie entre 15.- et 30.- francs suisses
(montant min. 5.-, montant max. 40.-).
Argentina, Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Colombia, Costa Rica,
Croatia, Cyprus, Czech
Republic, Denmark, Finland,
Georgia, Germany, Hong
Kong, Hungary, Israel,
Latvia, Malta, Mexico,
Monaco, New Zealand, Peru,
Poland, Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Swaziland,
Switzerland, Ukraine, United
Kingdom, United States of
America. [36]
The fee is always the same
Argentina, Australia,
Azerbaijan, Bulgaria,
72
Colombia, Costa Rica,
Croatia, Czech Republic,
Denmark, Finland, Georgia,
Hong Kong, Hungary, Israel,
Mexico, Monaco, Peru,
Poland, Portugal, Slovakia,
Swaziland, Switzerland,
Ukraine, United States of
America.
[24]
AUD 60.00.
Australia. [1]
10 AZN = US $12,7.
Azerbaijan. [1]
5 lv.
Bulgaria. [1]
25,000.00 COP.
Colombia. [1]
According to a domestic law, it should only cost ¢ 625.00, that is the equivalent to 1 euro.
Costa Rica. [1]
The Ministry of Justice charges for each Apostille is 30 kuna. This price is prescribed by Croatian
.Administrative tax Act. The Municipal Courts charge court tax from -50 to 60 Croatian kuna, according to
te Act of court tax (the price depends on weather the text is on Croatian language -50 kuna or translation
60 kuna.).
Croatia. [1]
3.42 Euros for each document.
Cyprus. [1]
100 CZK (approx. 4 EUR).
Czech Republic. [1]
Dkr. 185.
Denmark. [1]
11 €.
Finland. [1]
20 GEL.
Georgia. [1]
HK$125 per apostille (approx. US$16).
Hong Kong. [1]
Fee charged by the Ministry of Public Administration and Justice and by the Hungarian National Chamber of
Civil Law Notaries is 5000 HUF per document.
Fee charged by the Ministry of Foreign Affairs is 5500 HUF per document.
Hungary. [1]
34 Shekels.
Israel. [1]
10 LVL (Latvian lats).
Latvia. [1]
618 pesos by law but it can change in any moment.
Mexico. [1]
5 euros.
Monaco. [1]
€ 6.70.
Peru. [1]
60 PLN.
Poland. [1]
6,50 Eur.
Slovakia. [1]
Le montant varie de canton à canton, en général entre 15.- et 30.- francs suisses (montant min. 5.-,
montant max. 40.-).
Switzerland. [1]
73
Documents from individuals - 51 UAH;
Documents from legal persons - 85 UAH.
Ukraine. [1]
The range is from $3.00 to $20.00. Each state is different ( CA-$ 20; CO -$5; GA - $3; MO, NE, & OR, $10;
WA - $15).
United States of America. [1]
The fee differs depending on who is requesting the Apostille
Belgium: € 15, gratuité des taxes consulaires (10 €) si indigence prouvée.
Switzerland: Quelques cantons connaissent un tarif moins élevé pour les particuliers/privés et un tarif plus
élevé pour les entreprises/sociétés ainsi que l’usage commercial. (montant min. 5.-, montant max. 40.-).
Ukraine: Documents from individuals - 51 UAH; Documents from legal persons - 85 UAH.
United Kingdom: Postal Service at Milton Keynes: Businesses and members of the public are charged £30
per apostille issued (signature verified).
Premium Service in Central London: Business customers also have access to our premium business service
in Central London and are charged £75 per document (signature verified).
Belgium, Bosnia and
Herzegovina, Germany,
Republic of Moldova,
Switzerland, Ukraine, United
Kingdom, United States of
America. [8]
The fee differs depending on the size or transactional value of the document being apostillised
[0]
The fee differs depending on the number of documents that the applicant is requesting to be apostillised
New Zealand: The fee is $32 for one Apostille and $15 for each additional Apostille. Any number of
documents issued by the same authority may be included in one Apostille.
Switzerland: Quelques cantons connaissent un tarif réduit lorsqu'il s'agit de plusieurs exemplaires du même
document (montant min. 5.-, montant max. 40.-).
United States of America: Many states cap the amount charged from Apostilles issued in connection with
inter-country adoptions.
Germany, New Zealand,
Switzerland, United States of
America. [4]
The fee differs depending on the type of document being apostillised
Austria: Fees at the regional courts (judicial and notarial documents): EUR 13,-- § 32 TP 15 Z 6b
Gerichtsgebührengesetz. Fees at the Federal Ministry of European and International Affairs: EUR EUR 14,
30 §14 TP 13 Gebührengesetz 1957.
Malta: €11.65 for non-commercial documents, €16.31 for commercial documents.
Romania: For the administrative documents, natural persons, the fee is 22 lei (fee for apostille) and 3 lei
(fee for request). The legal persons or in the case of the representation of a natural person by a legal
person or by a lawyer the fee is 44 lei (fee for apostille) and 3 lei (fee for request).
For the notarial acts the fee is 35 lei + VAT 24%. For the court documents the fee is 1 leu for judgment or
4 lei for other documents, to which is added judicial stamp of 0.5 lei and fee for request of 4 lei.
Switzerland: La moitié des cantons connaissent un tarif réduit dans les cas suivants: p.ex. dossiers
d'adoption, obligations alimentaires, état civil, diplômes, attestations de domicile, attestations médicales,
certificats de vétérinaires. Un tarif plus élevé est facturé p.ex. en matière commerciale (ventes, achats,
sociétés, etc.). Le montant varie de canton à canton, en général entre 15.- et 30.- francs suisses (montant
min. 5.-, montant max. 40.-).
Austria, Germany, Malta,
Romania, Switzerland. [5]
No
Greece (MoI), Greece (MoJ),
Japan, Macao, Namibia,
74
United States of America. [6]
Comments
The High Courts of Justice and the Ministry of Justice do not charge for the issuance of an Apostille.The
Professional Association of Notaries charges a fee.
Spain. [1]
Section 8 – Issuance of Apostilles
8.1 Verification of public documents
a) Do all Competent Authorities have access to a register or database containing sample signatures / stamps / seals of
the officials / authorities that execute public documents?
Yes
Colombia: It has a database of images of the signs that use by the public officials.
Costa Rica: When appointing a regional authority, this person should be authorized by the Department of
Authentications with all his/her information in electronic form. So before issuing an apostille, the signature
belonging to an officer must be checked in the electronic database that was created for this purpose. We
constantly coordinate with other governmental offices authorized by this Apostille Authority to make any
necessary change to update the database.
Finland: We do not have a database containing sample signatures but we have a database containing
names and titles of the official authorities.
Georgia: Each competent authority keeps the database containing the signatures and seals/stamps of the
officials it is responsible to certify.
Hungary: Each Competent Authority has access to a register of the sample stamps and signatures needed
for the issuance of the Apostille.
Malta: Only 1 competent authority.
Mexico: We have a database of signatures, names and charges authorized to sign.
Monaco: Il n'y a qu'une seule autorité compétente à Monaco: la Direction des Services Judiciaires.
Elle détient les spécimens de signatures, sceaux ou timbres des autorités et chefs de services de la fonction
publique de Monaco habilités à délivrer des actes publics.
Republic of Moldova: The Ministry of Justice is the Competent Authority to issue Apostilles for natural and
legal persons public documents.
Romania: Public document enjoys the authenticity presumption until the forgery finding.
Ukraine: The authenticity of the signature, seal, the signature of the officer holder on the official
documents, issued by educational institutions, state bodies, enterprises, institutions and organizations in
the educational and scientific field, is ascertained by forwarding the request to the educational institution or
governing body, to which the educational institution, institution or organization, issuing the document, is
abided.
Argentina, Australia, Austria,
Belgium, Bosnia and
Herzegovina, Bulgaria,
Colombia, Costa Rica,
Croatia, Czech Republic,
Denmark, Finland, Georgia,
Germany, Greece (MoI),
Hong Kong, Hungary, Israel,
Japan, Macao, Malta, Mexico,
Monaco, New Zealand, Peru,
Poland, Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Spain, Switzerland,
Ukraine, United Kingdom,
United States of America.
[36]
75
No
Azerbaijan: There is no register or database containing sample signatures/seals/stamps of the
official/authorities.
Cyprus: By direct communication with the respecting dept/body which is asked to confirm by returned, fax
the originality of the signature, seal or stamp.
Latvia: Latvian authorities can verify if the signature/ seal/ stamp is genuine by contacting the Consular
Department of the Ministry of Foreign Affairs. For the authentication of public documents which are issued
in the European Union, European Economic Zone and Swiss Confederation, the competent institution of
Latvia directly contact the competent authority of the relevant state.
Namibia: We contact the office/authority directly and ascertain the information.
Romania: As for the administrative documents, the Ministry of Administration and Internal Affairs manages
a register with the names and signature and stamp specimens of the persons within the institutions implied
at central level, appointed by the managers of these institutions to attest the signature and the capacity of
the person who signed the document. Within each institution of the prefect there is a register with the
name and signature and stamp specimens for the persons within the implised institutions at county level.
By implied institutions we understand, where applicable: a) the issuing institution/authority/organization at
central or local level attesting the signature and capacity of the person who signed the document. The list
of the implied institutions at central level is drawn up and updated by the Ministry of Administration and
Internal Affairs and is published on its web site.
As for the notarial acts, there were solicited the notaries' signature, stamp and seal specimens which we
verify at the issuance of the apostille, creating our own database.
As for the court documents, the courts of appeal or the Ministry of Justice manages and approves the
execution of the stamp print. Each public document also bears the signature in clear of the director of the
subordinated administrative territorial institution (for instance, documents issued by courts - signature i
clear of the chairman or court clerk; documents issued by the Trade Register Office - the signature in clear
of the director; documents issued by bailiffs; the signature in clear of this one, all next to the round stamp
print.
Spain: Signatory seals common database is not yet in place. It is in the adaptation process.
Swaziland: No register or database is available.
Switzerland: Contrôle au cas par cas en cas de besoin.
Azerbaijan, Cyprus, Greece
(MoJ), Latvia, Namibia,
Spain, Swaziland,
Switzerland, Romania. [9]
b) Form of the register or database
Electronic form
United Kingdom: Database accessed by secure URL.
Australia, Colombia,
Denmark, Latvia, Macao,
Malta, Monaco, Portugal,
Romania, Spain,
Switzerland, United
Kingdom. [12]
Paper form
Austria, Azerbaijan, Bosnia
and Herzegovina, Croatia,
76
Austria: Answer regards the Landesgericht für Zivilrechtssachen Wien.
Slovenia: In autumn this year Slovenian courts will start to use register in electronic form.
Cyprus, Czech Republic,
Finland, Germany, Israel,
Monaco, Poland, Portugal,
Republic of Moldova,
Romania, Slovakia, Slovenia,
Switzerland. [17]
Electronic and paper form
Peru: The apostille is extended in digital way and printed in paper.
Ukraine: The register is in electronic. The register in paper form is handled for the official documents,
issued by educational institutions, state bodies, enterprises, institutions and organizations in the
educational and scientific field.
Argentina, Belgium, Bulgaria,
Costa Rica, Georgia,
Germany, Greece (MoI),
Hong Kong, Hungary, Japan,
Mexico, New Zealand, Peru,
Romania, Spain,
Switzerland, Ukraine, United
States of America. [18]
Comments:
Germany: La pratique varie dans les différents Länder fédéraux.
Namibia: No database.
Switzerland: Majorité des Cantons: forme papier. Quelques cantons: forme papier et électronique – Un
canton: registre électronique.
c) How is this Register or database maintained and updated?
Each Competent Authority maintains and updates its own register or database
Cyprus: Signatures are verified by fax.
Mexico: We have a special format.
Slovakia: En principe on utilise un formulaire.
Slovenia: e-register will be a common database for all Slovenian courts.
Switzerland: Soit les autorités sont informées sur l'initiative du notaire/fonctionnaire concerné, soit il y a
des mises à jour annuelles.
Argentina, Austria,
Azerbaijan, Bosnia and
Herzegovina, Bulgaria,
Croatia, Cyprus, Czech
Republic, Georgia, Germany,
Greece (MoI), Hungary,
Mexico, Monaco, Portugal,
Romania, Slovakia, Slovenia,
Spain, Switzerland, Ukraine,
United States of America.
[22]
Competent Authorities maintain and update a common register or database
Costa Rica: We regularly coordinate with the different governmental authorities authorized by our
Department to make sure that they update their records.
Hong Kong: Only one Competent Authority in HKSAR maintains and updates the register.
United Kingdom: Signatures are verified by fax or e-mail. Standard form is used. When confirmed,
signature is scanned on to our electronic database and response is retained in paper format for audit
purposes.
Australia, Belgium,
Colombia, Costa Rica,
Denmark, Hong Kong, Israel,
Japan, Latvia, Macao, Peru,
Republic of Moldova, Spain,
United Kingdom. [14]
77
Comments:
Malta: Only 1 competent authority issues apostilles. A form (specimen signature form) has to be filled in by
an individual who is registering his specimen signature and stamp.
New Zealand: N/A - New Zealand only has one Competent Authority.
Poland: The only competent authority is the MFA.
Spain: There is a common database of all signatures of Public Document issuers that offers the following
possibilities: register, consult, modify or delete a signature of Public Document issuer.
The notarial authorities do not share yet the signatory seal databases.
d) How does a Competent Authority address situations where the public document bears a signature, stamp or seal that
does not match?
The document is retained, then we communicate with the issuing authority and consult about the document
fidelity.
Argentina. [1]
An apostille would not be applied to a document with a non-matching signature. In these cases we seek to
contact the person or authority who signed the document directly and request that the person/authority fax
and mail a specimen of the relevant signature/stamp and seal. The details would then be added to the
electronic register.
Australia. [1]
If signature/seal/stamp are unknown a new sample is demanded before the Apostille is issued.
Austria. [1]
The documents are returned back without apostillisation.
Azerbaijan. [1]
Refus.
Belgium. [1]
If there is no sample in the registar or database containing sample signatures, stemps, seals of the officials
competetnt authoruty does not execute public documents.
Bosnia and Herzegovina. [1]
Refer to competent investigating authorities.
Bulgaria. [1]
It´s consulting the public authority that signed the document, if the sign registered in the Ministry has been
changed or is the same.
Colombia. [1]
Checking all the information that is in the database of the Department of Authentications.
Costa Rica. [1]
The document will not be apostillesed until the new stamp and signature is deposited.
Croatia. [1]
By direct telephone communication with the respective department or body, which is asked to confirm by
return fax the originality of the signature, stamp or seal.
Cyprus. [1]
Verification is made by telephone, e-mail or fax.
Czech Republic. [1]
We ask for a new signature.
Denmark. [1]
The relevant authority is asked to verify the signature or stamp/seal and submit the matching
signature/sea/stamp.
Georgia. [1]
Demande auprès de l’autorité d’émission, refus le cas échéant.
Germany. [1]
In that case they communicate by phone with that specific service and a document is sent by fax in order
to ensure that it has been granted to the interested person under those specific data. Moreover, in case the
responsible official has signed in a different way, that sample of signature is also sent by fax and kept in
the register.
Greece (MoI). [1]
78
The competent secretary of the Court of First Instance does not accept this document and does not issue
an Apostille.
Greece (MoJ). [1]
The relevant departments would be contacted to verfiy and confirm the same. Records will be updated. The
notary concerned would be requested to file a fresh signature card.
Hong Kong. [1]
The Competent Authority contacts the issuing court or public body in order to verify the authenticity of the
signature/stamp.
Hungary. [1]
We are investigating.
Israel. [1]
As inquire will be made directly to the relevant authority/official that has the power to execute the public
document in question in order to clarify whether or not the document was officilly executed.
Japan. [1]
The Consular Department requests for reasurance of the the signature of the signing official from the
relevant state via diplomatic channels.
Latvia. [1]
In case of doubt, the Macao SAR Authority contacts directly the relevant authority/official in order to
confirm the signature/stamp/seal’s authenticity.
After contacting the issuing authority, if there are reasons to suspect that the signature/stamp/seal is
forged and/or tempered, it is mandatory to communicate it to the Public Procurator for investigation of the
corresponding criminal offence (which is a public crime).
Macao. [1]
The authority contacts the person who signed the document to confirm if it was really signed by himself. If
he confirms this, the document is apostilled but inform the signatory to deposit his new signature or stamp
if he has changed it.
Malta. [1]
If the sign container in the documento not match with the recorded in our files, we verified with the
authority who sign the document, and if is necessary we ask again for a new registration.
Mexico. [1]
La personne en charge de la vérification contacte l’autorité signataire du document et lui demande de
confirmer qu’elle a bien établi l’acte à apostiller.
Monaco. [1]
We contact the relevant authority/person and ask them to confirm whether they issued/signed the
document. We provide a copy of the document with our request. If their signature, stamp or seal has
changed we request a new specimen for our files.
New Zealand. [1]
We contact with the competent authority in order to confirm the document and require the corrections of
details that are observed. If we detect a faked document we transfer it to the law enforcement.
Peru. [1]
The MFA will not issue an Apostille.
Poland. [1]
On n'accepte pas.
Portugal. [1]
In the case the signature does not match the sample in the register, against the second standard item from
the Apostille will be indicated "illegible signature". In the case there are doubts on the authenticity of the
stamp or of the seal, the official/authority that issued the document is requested to verify the document.
Republic of Moldova. [1]
In the case of court documents, the document will be given back without the apostille. The request for
apostille will be rejected, by motivated conclusion, in camera. The refusal may be appealed in contentious-
adminsitrative.
In the case of the administrative documents, the prefect institution addresses directly to the issuing/implied
institution, where appropriate, or through the Minsitry of Administration and Internal Affairs.
In case of doubt, the Chamber of Notaries Public contacts the notary public which executed the notarial act
Romania. [1]
79
for confirming the signature/stamp or seal authenticity. Thus, the signatory notary public attests the truth
of the document and if he notices that the seal or stamp do not correspond t those from the data base the
apostille will be refused.
L´Autorité compétente communique avec l´autorité délivrante par téléphone ou par e.mail pour vérifier la
signature, le timbre et/ou le sceau et demande qu´un spécimen lui soit envoyé par télécopie.
Slovakia. [1]
The person who issues Apostille contacts the person signed on the document and asks him/her to send
her/his signature by fax or to come in person in order to confirm the identity with the signed signature on
the document.
Slovenia. [1]
The institution that has issued the document is asked to rectify the signature, seal o stamp or even to issue
a new document that offers the requested securities.
Spain. [1]
Plusieurs possibilités:
- Contacter personnellement l'auteur de l'acte pour être sûre de la personne qui a signé.
- Si les recherches ne portent pas d'explication, le document est refusé et l'Apostille n'est pas apposée.
- Si la personne qui présente l'acte est celle qui l'a signé et qu'elle est connue à l'Autorité compétente,
l'Apostille est apposée.
- Demander un nouveau spécimen, lorsque la divergence est importante (interprétation de "ne correspond
pas exactement"). Souvent, le spécimen doit être déposé en personne et on procède à une vérification de
l'identité.
Switzerland. [1]
The competent authorities check the legality of issuing the public document, apply to relevant official body
having issued the document with the request to provide examples of the signature, seal, stamp or
additional information.
Ukraine. [1]
We will contact the signatory by fax or e-mail to verify the signature if it does not match the sample on our
database. If signatory confirms signature, the new variation is added to our database. If the signatory
confirms that the signature, stamp and/or seal is fraudulent, we retain documents until the signatory
decides whether they wish to take legal action.
United Kingdom. [1]
States responded that the Apostille would not be issued, two states indicated that they would try to verify
with a call before declining to issue.
United States of America. [1]
e) How does a Competent Authority address situations where the public document bears a signature, stamp or seal that is
not (yet) in the register or database?
The official’s signature record is required. The applicant’s personal information is taken down and once the
signature is included in our database, the person is called.
Argentina. [1]
As above.
Australia. [1]
See also above 8.1.d).
Austria. [1]
The documents are returned back without apostillisation.
Azerbaijan. [1]
Prise de contact immédiate avec le signataire afin d'obtenir son spécimen de signature au plus vite.
Belgium. [1]
Information about sample of signature/stamp/seal in register or database is always neccesary for executing
public documents.
Bosnia and Herzegovina. [1]
80
Not certified.
Bulgaria. [1]
The Ministry required the register of the sign directly to the public authority.
Colombia. [1]
Checking all the information that is in the database of the Department of Authentications and advising
about the proper way to obtain the corresponding signature.
Costa Rica. [1]
The document will not be apostillesed until the new stamp and signature is deposited.
Croatia. [1]
See above
Cyprus. [1]
An official is asked by telephone to provide his sample signature and seal by fax or e-mail as soon as
possible.
Czech Republic. [1]
We call the company and ask them to send us the signature, so we can scan it into our database.
Denmark. [1]
A Competent Authority can call and check that.
Finland. [1]
According to the Georgian legislation the competent authority is requested to submit the sample of missing
signature, stamp or seal and after updating information in the database the service will be provided.
Georgia. [1]
Demande auprès de l’autorité d’émission, le cas échéant demande du spécimen de signature avec le sceau
ou refus.
Germany. [1]
The service in question is asked, by fax, to send an official document with the sample signature of the new
official, under which status he/she signs or any other stamp.
Greece (MoI). [1]
The competent secretary of the Court of First Insatance asks the confirmation of the signature, the stamp
or seal from the competent official and a samle of them.
Greece (MoJ). [1]
Please refer to the previous response.
Hong Kong. [1]
The Competent Authority contacts the issuing court or public body in order to verify the authenticity of the
signature/stamp.
Authorities issuing public documents that are legalised by the Ministry of Foreign Affairs are required by law
to notify the MFA about new stamps and changes in the persons authorized to sign public documents.
That is case with courts and other bodies as well whose documents are legalised by the Ministry of Public
Administration and Justice.
Before taking up their post civil law notaries must submit their sample signature to the Chamber, therefore
a case when a signature is not in the register cannot occur.
Hungary. [1]
We are investigating.
Israel.[1]
The preceding answer also applies here.
Japan. [1]
The Consular Department requests the sample of the signature of the signing official from the relevant
state via diplomatic channels.
Latvia. [1]
Please refer to the previous response.
In case the issuing authority confirms the authenticity of the signature/stamp/seal, a sample of such
signature/stamp/seal will be requested and added to the database.
Macao. [1]
If the signatory's contact number is available, he will be informed with the procedure to register his
signature. As soon as he has done so, the requester of the apostille will be informed to come again at our
offices for the apostille. Or else we will recommend a nearby office of someone already registered in the
database so that he will have the document signed by him and then return back for the apostille.
Malta. [1]
81
Ask the person to return in a few days and rush the registration.
Mexico. [1]
Lorsqu’il s’agit d’un nouveau fonctionnaire en service, attache est prise auprès de sa hiérarchie pour lui
demander de faire parvenir à la Direction des Services Judiciaires le spécimen de sa signature. En cas
d’absence du sceau, l’apostille est refusée et le requérant devra s’adresser à cette autorité pour lui
demander d’apposer le sceau.
Monaco. [1]
No mechanism in place.
Namibia. [1]
We contact the relevant authority/person to request that they confirm to us that they signed/issued the
document. We provide a copy of the document with our request. We ask that they confirm by filling in a
signature specimen form and returning it to us so we can scan it and add it to our files. We cannot issue an
Appostille until this confirmation is received. We usually contact the authority/person by email or fax with a
follow up phone call.
New Zealand. [1]
If a signature is not yet in the register, the MFA will only certify the authenticity of a seal. Otherwise (no
seal in the register) the MFA will not issue an Apostille.
Poland. [1]
On demande l'information.
Portugal. [1]
The Competent Authority requests the official/authority that issued the document to submit a sample of the
signature, stamp or seal.
Republic of Moldova. [1]
For the administrative documents, the prefect institution addresses directly to the issuing/implied
institution, where appropriate, or through the Ministry of Adminsitraion and Internal Affairs.
For the court documents, there is solicited the signature or seal specimen lodged at the Court of Appeal.
There may be granted a timeframe for updating the database containing the signature specimens.
For the notarial acts, they will be verified where they have been issued and there will be solicited the
transmission of a document copy by fax, e-mail or paper in order to compare its content to the one
submitted for apostille or there will be solicited an address by which the notary public sends the signature,
seal and stamp specimen.
Romania. [1]
Voir la réponse précedente.
Slovakia. [1]
The Competent Authority invites the person signed on the paper to deposit her/his signature at the Central
Authorities register of signatures and stamps.
Slovenia. [1]
The institution that issued the document is contacted and requested to verify the information missing and
in the meantime the document can be retained or delivered to the requesting person, who will be notified
when the document can be apostillised.
Spain. [1]
Plusieurs possibilités:
- Contacter la personne et lui demander de déposer un spécimen. Souvent, le spécimen doit être déposé en
personne et on procède à une vérification de l'identité.
- S'il s'agit d'une signature d'un fonctionnaire et que le cas est urgent: contacter l'autorité et lui demander
de confirmer par écrit (par fax) la signature, le sceau, le timbre.
- S'il s'agit d'un cas où la signature doit faire l’objet d’une certification préalable avant de pouvoir être
présentée à l’Autorité compétente: demander à la personne de faire certifier sa signature, son sceau ou
timbre.
Switzerland. [1]
82
The competent authorities request to provide examples of the signature, seal, stamp or additional
information and extend the term of consideration of the documents up to 20 days.
Ukraine. [1]
Signatures are verified by fax or e-mail. Standard form is used. When confirmed, signature is added
(scanned) and response is retained in paper format for audit purposes.
United Kingdom. [1]
States responded that they would call and ask for verification.
United States of America. [1]
8.2 The Apostille
b) What stationery is used for the Apostille?
Standard paper
Greece (MoJ): A4.
Monaco: Le certificat d’Apostille est reproduit sur des papiers autocollants.
Ukraine: The Apostille issued by the Ministry of Education and Science, Youth and Sport of Ukraine is also
protected by the hologram which is in use from 29.09.2011.
Australia, Bosnia and
Herzegovina, Bulgaria,
Colombia, Croatia, Cyprus,
Czech Republic, Denmark,
Finland, Germany, Greece
(MoI), Greece (MoJ),
Hungary, Israel, Japan,
Latvia, Macao, Malta,
Monaco, Namibia, Portugal,
Romania, Slovakia, Slovenia,
Swaziland, Switzerland,
Ukraine, United States of
America. [28]
Paper with security features
Belgium: Colle spéciale.
Costa Rica: The document of Costa Rica is designed with holographic marks that make reference to national
symbols, the name of Costa Rica, a special kind of ink and a special kind of glue, etc.
Mexico: Microtext, hologram, security seal and registration number verifiable web.
New Zealand: A watermark (government crest).
Poland: Watermarks.
Republic of Moldova: Watermarks.
United Kingdom: FCO crest watermark.
Argentina, Belgium, Costa
Rica, Finland, Georgia,
Mexico, New Zealand,
Poland, Republic of Moldova,
United Kingdom, United
States of America. [11]
Other
Australia: Rubber stamp.
Austria: Depends on the competent authority – the Landesgericht für Zivlrechtssachen Wien uses a stamp
with a watermark.
Azerbaijan: Sticky paper.
Czech Republic: Self-adhesive stickers are used.
Germany: Papier autocollant, tampon.
Australia, Austria,
Azerbaijan, Czech Republic,
Germany, Greece (MoI),
Hong Kong, Peru, Spain,
Switzerland, United States of
America. [11]
83
Greece (MoI): It is produced with rubber stamp.
Hong Kong: Apostille certificates are reproduced on self-adhesive labels.
Peru: The adhesive paper includes a hologram with unique features, including a serial number.
Spain: electronic format.
Switzerland: Papier autocollant
Comments:
Australia: Fixed with a wafer seal and impress stamp with official crest.
Spain: Apostille Certificate is reproduced on standard (white) paper or, if there is space, in the document
itself (Ministry of Justice)
Switzerland: Majorité des cantons : le certificat d’Apostille est reproduit sur du papier (blanc) standard.
Certains cantons : le certificat d’Apostille est reproduit sur des papiers autocollants.
Quelques cantons : le certificat d’Apostille est reproduit au moyen d’un tampon.
Quelques cantons: l'Apostille est un document informatique qui est rempli à l'ordinateur puis imprimé sur
du papier blanc puis signé et timbré.
United States of America: Responses vary among U.S. states.
c) Are the bilingual and trilingual Apostille Certificates developed by the Permanent Bureau useful?
Yes
Argentina, Azerbaijan,
Belgium, Costa Rica, Finland,
Georgia, Greece (MoI),
Greece (MoJ), Hong Kong,
Hungary, Macao, Malta,
Israel, Mexico, Monaco, New
Zealand, Poland, Portugal,
Republic of Moldova,
Romania, Slovakia, Slovenia,
Spain, Switzerland, Ukraine,
United Kingdom, United
States of America. [27]
No
Austria: Landesgericht für Zivilrechtssachen Wien uses a bilingual (German/French) Apostille.
Cyprus: We have no experience yet of the bilingual / trilingual Apostille Certificates.
Latvia: The practice of issuing Apostille in English is successful.
Peru: No, because if the document do not have a translation. The autothies ask for the total translation and
include the apostille.
Romania: The public document is translated into the language of the country of destination - inclusively the
apostille.
Switzerland: Certains cantons n'utilisent pas ces certificats. D'autres ont indiqué qu'il faudrait aussi des
certificats trilingues avec de l'allemand.
United States of America: Some states responded that they do not.
Australia, Austria, Croatia,
Cyprus, Latvia, Peru,
Romania, Switzerland,
United States of America. [9]
84
Your State was not aware of the existence of these bilingual and trilingual certificates
Bosnia and Herzegovina,
Croatia, Germany, Japan,
Namibia, Romania,
Swaziland. [7]
8.3 Completing the Apostille
a) How are Apostilles filled in?
By hand
Australia, Austria,
Azerbaijan, Bosnia and
Herzegovina, Croatia,
Cyprus, Czech Republic,
Germany, Greece (MoI),
Israel, Romania, Ukraine,
Slovakia, Slovenia,
Switzerland. [15]
Using a type-writer
Austria, Slovenia, Swaziland,
Switzerland. [4]
Using computer software
Argentina: Holder’s personal information, document’s type and signer’s name is loaded into the system.
Then the information is printed on a paper bearing security features and it is signed.
Australia: In house software. A module of the DFAT Consular Management Information System (CMIS).
Colombia: Using a computer software called d-signer.
Czech Republic: Information about the underlying document are filled into the Apostille Certificate in the
Microsoft Word.
Georgia: Common Computer software is developed by CRA Software Development Team for the CRA and
Education Enhancement Center. Service Agency of MIA operates a Computer Software developed by
Service Agency Software Development team.
Hong Kong: Apostilles are generated from data in the computer system.
Hungary: Microsoft Word, and software developed by the Hungarian National Chamber of Civil Law
Notaries.
Latvia: The short description of the document is entered into the electronic data base - Document
Legalisation System, and on Apostille 7 of 10 standart informational items are filled out by system and
printed out.
Macao: Java (J2EE).
Malta: The apostille is issued automatically when entering the name and surname of the person who has
signed the document.
Mexico: An special software named SISLAC
Namibia: We type same on word format.
Monaco: Traitement de texte.
Argentina, Australia, Austria,
Belgium, Bulgaria, Colombia,
Costa Rica, Czech Republic,
Denmark, Finland, Germany,
Greece (MoI), Greece (MoJ),
Georgia, Hong Kong,
Hungary, Israel, Japan,
Latvia, Macao, Malta,
Mexico, Monaco, Namibia,
New Zealand, Peru, Poland,
Portugal, Republic of
Moldova, Romania, Spain,
Switzerland, United
Kingdom, United States of
America. [34]
85
New Zealand: We enter the details of the document into a custom built database from which we can
automatically print the Apostille.
Peru: We use software for print the adhesive paper with the digital stamp and serial number.
Poland: Apostille Certificate is completed by using a computer software and then printed.
Portugal: On a un programme éléctronique fait en Access et c'est lá qu'on remplie l'apostille.
Romania: In the case of the administrative documents, the apostille is completed on computer, using a file
drawn up by the Ministry of Administration and Internal Affairs, which does not allow the amendment of the
general aspect of the apostille, but only the completion of some parts.
Switzerland: Word, Adobe Reader.
United Kingdom: Information is inputted on to our database and Apostille prints automatically when
complete.
United States of America: Various computer systems and programs designed specifically by the individual
states.
Comments:
Austria: Depends on the authority.
Slovenia: In autumn this year Slovenian courts will start to use e-Apostille and the Apostille will be filled in
using computer software.
b) Language(s) of Apostilles
Monolingual
Argentina, Australia,
Azerbaijan, Bosnia and
Herzegovina, Bulgaria,
Croatia, Cyprus, Czech
Republic, Germany, Hong
Kong, Hungary, Japan,
Latvia, Macao, Malta,
Monaco, Namibia, New
Zealand, Republic of
Moldova, Romania, Slovenia,
Swaziland, Switzerland,
Ukraine, United Kingdom,
United States of America.
[26]
Only in French
Monaco, Switzerland. [2]
Only in English
Hong Kong: If the public officer stamped his Chinese name on the document and he has registered his
Chinese name with us, the Apostille will include his Chinese name.
Australia, Azerbaijan, Hong
Kong, Japan, Latvia, Malta,
Namibia, New Zealand,
Swaziland, Switzerland,
United Kingdom, United
86
States of America. [12]
Only in the official language of the Competent Authority (other than English or French)
Macao: The Apostilles are usually issued in one of the two official languages of the Competent Authority of
the Macau SAR: Chinese or Portuguese.
Spain: The “entries” are the answers to the standard terms that will be unique to every Apostille. They
must be either in French or in English, or in the / an official language of the Competent Authority issuing
the Apostille and Spain follows this language requirements.
Argentina, Bosnia and
Herzegovina, Bulgaria,
Colombia, Croatia, Cyprus,
Czech Republic, Germany,
Hungary, Macao, Republic of
Moldova, Romania, Slovenia,
Spain, Switzerland, Ukraine.
[16]
Only in the official language of the State of destination (other than English or French)
Bilingual
Austria, Finland, Georgia,
Germany, Greece (MoI),
Greece (MoJ), Israel,
Hungary, Peru, Poland,
Slovakia, Switzerland. [12]
In the official language of the Competent Authority plus either English or French
Georgia: Apostilles are filled in Georgian and English.
Greece (MoI): In case the interested person wishes so, it is possible to translate all fields of the Apostille.
Austria, Georgia, Germany,
Greece (MoI), Greece (MoJ),
Hungary, Peru, Poland,
Slovakia, Switzerland. [10]
In the official language of the Competent Authority plus another language
Finland: We have two official languages in Finland, Finnish and Swedish.
Switzerland: Italien, portugais, allemand, français, anglais, russe.
Finland, Israel, Switzerland.
[3]
Trilingual
Costa Rica, Mexico, Portugal,
Switzerland, United
Kingdom, United States of
America. [6]
In the official language of the Competent Authority plus English and French
Mexico: Please use Spanish.
Costa Rica, Mexico, Portugal,
Switzerland. [4]
In the official language of the Competent Authority plus two other languages
United Kingdom: The UK has introduced the trilingual apostille (with French and Spanish) although we
complete in English only.
United States of America: Oregon - Spanish and French.
Switzerland, United
Kingdom, United States of
America. [3]
Other
Belgium: Les apostilles sont unilingues mais peuvent être délivrées dans les 3 langues nationales
(Néerlandais, Français, Allemand).
Belgium, Greece (MoI),
Switzerland, United States of
America. [4]
Comments:
87
Australia: We are not aware of instances in which clients would have expressed the need for multi-lingual
apostilles.
Hungary: Depending on the issuing authority.
Switzerland: Parmi les 26 cantons suisses, ils existent plus de 20 différents versions linguistiques des
apostilles, que ce soit en unilingue, bilingue ou trilingue.
United States of America: Responses from U.S. states varied.
c) How are Apostilles numbered?
Consecutively
Costa Rica: Besides the consecutive system numbering, we have a record that controls the consecutive
page numbering.
Czech Republic: For the future e-Register we envisage non-sequential order (a randomly generated code).
Hungary: In the Ministry of Public Administration and Justice the requests for Apostille legalisation are
registered in the normal register of the issuing department (which covers other kind of cases as well), and
the case number generated by that system is the number indicated on the Apostille. If more than one
document is requested to be furnished with Apostille with a single application, subnumbers are used to
distinguish the documents but they only appear in the paper form file and not the register.
Mexico: A number given by a special software SISLAC.
Monaco: La numérotation d’enregistrement est annuelle. Ainsi, à chaque nouvelle année civile, elle repart
à 1.
Namibia: We number the Apostilles consecutively and start with 01 every year.
Argentina, Australia, Austria,
Azerbaijan, Bulgaria, Costa
Rica, Croatia, Cyprus, Czech
Republic, Denmark, Finland,
Germany, Greece (MoI),
Greece (MoJ), Hong Kong,
Hungary, Israel, Japan,
Latvia, Macao, Malta,
Mexico, Monaco, Namibia,
New Zealand, Poland,
Portugal, Romania, Slovakia,
Slovenia, Spain, Switzerland,
Ukraine, United Kingdom,
United States of America.
[35]
Randomly
Georgia: 15-digit number is generated electronically.
Peru: The software issues the code in 17 numbers and three letters.
Republic of Moldova: The numbers are generated automatically.
Romania: In the case of court documents, a number generated by the Lotus Program.
Belgium, Colombia, Georgia,
Peru, Republic of Moldova,
Romania, Swaziland, United
States of America. [8]
Other
Bosnia and Herzegovina: According to registar of the Competent Authority.
Bosnia and Herzegovina,
Colombia. [2]
Comments:
United States of America: Response varied among U.S. states.
d) Does every Apostille issued bear a unique number?
Yes
Costa Rica: Nevertheless, we also control the apostilles by a consecutive number issued by the system, a
consecutive apostille number and a consecutive page number.
Hungary: The Ministry of Public Administration and Justice used to employ the same registration number for
different documents if the applicant requested the issuance of more than one Apostille with the same
Argentina, Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Colombia, Costa Rica,
Croatia, Cyprus, Czech
88
application but the Ministry has recently changed that practice.
Mexico: Verified by a special software.
Namibia: Sometimes duplication does occur, but it is recorded if it occured.
Romania: For the administrative documents, the apostille code has the following structure AA/xyzw/xy, in
which:
a) AA represents the abbreviated name of the county/m unicipality of Bucharest, written in capital letters;
b) xyzw represents the number of the request, written in Arabic numerals; c) xy represents the order
number of the document, written in Arabic numerals. If a person sollicits the issuance of the apostille for
one document, the structure of the apostille code is AA/xyzw.s.
Republic, Denmark, Finland,
Georgia, Germany, Greece
(MoI), Greece (MoJ), Hong
Kong, Hungary, Israel,
Japan, Latvia, Macao, Malta,
Mexico, Monaco, Namibia,
New Zealand, Peru, Poland,
Portugal,
Republic of Moldova,
Romania, Slovakia, Slovenia,
Spain, Swaziland,
Switzerland, Ukraine, United
Kingdom, United States of
America. [42]
No
Romania: For court documents, the request may contain several documents.
The request registration number will be given to each document afferent to the request. All the apostilles
issued on the same day for the same solicitor have the same number.
Romania. [1]
Question 8.3 e) – For Apostilles issued in paper form
e) How is a paper Apostille signed?
By hand (“wet” signature)
Argentina, Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Costa Rica, Cyprus, Czech
Republic, Denmark, Finland,
Georgia, Germany, Greece
(MoI), Greece (MoJ),
Hungary, Israel, Latvia,
Macao, Malta, Monaco,
Namibia, New Zealand,
Poland, Republic of Moldova,
Romania, Slovakia, Slovenia,
Spain, Swaziland,
Switzerland, Ukraine, United
Kingdom, United States of
America. [35]
By rubber stamp
Austria, Azerbaijan, Belgium,
Croatia, Japan, Portugal,
Romania, Switzerland,
89
Ukraine, United Kingdom.
[10]
By printer (e.g., a facsimile signature or PDF/JPEG image of the signature)
Hong Kong: By scanned image of the handwritten signature since 2 October 2008.
Belgium, Georgia, Hong
Kong, Mexico, United States
of America. [5]
Other
Colombia: Digital.
Mexico: With the special software.
Spain: Through e-signature with a secure authentication code, as every apostille issued by the Legalisation
Service are further printed on paper to be joined closely to a physical document.
Colombia, Mexico, Spain. [3]
Comments:
Colombia: Using a computer software called d-signer.
Georgia: CRA signs by printer, education and MIA - by hand.
Switzerland: Tampon: un seul canton.
United States of America: Responses from U.S. states varied.
Question 8.3 f) – For Apostilles issued in electronic form (e-Apostilles)
f) How is an e-Apostille signed?
Using a computer software called d-signer.
Colombia. [1]
We use a commercial Certificate Authority - GlobalSign. Tokens are provided on which we store our digital
signatures. We insert the token to apply the digital signature to the PDF Apostille certificate.
New Zealand. [1]
The stamps of the autorithies are digitally and the staff acces with personal code.
Peru. [1]
An e-Apostille is signed with a “Public Institution Certificate”. “Public Institution Certificate”: a special kind
of server certificate owned by a Public Institution. The main advantage in using this kind of certificates is
that the whole process can be done with no human intervention
Spain. [1]
8.4 Additional text
a) Do Competent Authorities include additional information on the Apostille?
Yes
Peru: The system shows the Apostille image and additional information.
Spain: Information relating to the nature or content of the underlying public document (apostillised
document) is not included.
United Kingdom: Disclaimer wording as follows: This Apostille is not to be used in the UK and only confirms
the authenticity of the signature, seal or stamp on the attached UK public document. It does not confirm
the authenticity of the underlying document. Apostilles attached to documents that have been photocopied
and certified in the UK confirm the signature of the UK public official who conducted the certification only. It
Argentina, Australia, Austria,
Azerbaijan, Costa Rica,
Georgia, Greece (MoI),
Israel, Mexico, New Zealand,
Peru, Portugal, Republic of
Moldova, Romania, Spain,
Switzerland, United
Kingdom, United States of
90
does not authenticate either the signature on the original document or the contents of the original
document in any way.
America. [18]
Information relating to the limited effect of an Apostille (see Art. 3 of the Convention)
Austria: Practice of the Landesgericht für Zivilrechtssachen Wien - used if necessary.
Austria, Azerbaijan, New
Zealand, Peru, Spain, United
Kingdom, United States of
America. [7]
Information relating to the nature or content of the underlying public document
Argentina, Australia, United
Kingdom, United States of
America. [4]
Information relating to the person who requested the Apostille
Costa Rica, Mexico. [2]
Information relating to the State of destination
Israel, Portugal. [2]
Information relating to the e-Register of the Competent Authority (e.g., the URL of the relevant website)
Colombia, Costa Rica,
Georgia, Mexico, New
Zealand, Peru, Republic of
Moldova, Spain, United
States of America. [9]
Information relating to a digital signature
Colombia, Mexico, Spain. [3]
Identification of a code to access the e-Register of Competent Authority
Colombia, Costa Rica,
Mexico, Peru, Spain, United
States of America. [6]
Other
Switzerland: Quatre cantons: Montant facture. Le montant est mentionné dans le cadre du certificat
Apostille, par ex. à côté du numéro.
Romania: The name of the owner of the document.
Romania, Switzerland. [2]
No
Greece (MoJ): The apostilles issued by the court do not include other additional information.
Hong Kong: Information relating to the limited effect of an Apostille will be included in the middle of or late
2012.
Monaco: Mais il serait utile d'ajouter le nom de l'Etat de destination pour éviter que les demandeurs
utilisent l'apostille à des fins autres que celles prévues par la Convention.
Belgium, Bosnia and
Herzegovina, Bulgaria,
Croatia, Cyprus, Czech
Republic, Denmark,
Germany, Greece (MoJ),
Finland, Hong Kong,
Hungary, Japan, Latvia,
Macao, Malta, Monaco,
Namibia, Poland, Romania,
Slovakia, Slovenia,
Swaziland, Ukraine. [24]
8.5 Affixing the Apostille
Questions 8.5 a) to d) – For Apostilles issued in paper form
91
a) How is the Apostille affixed to the document?
The Apostille is placed on the document itself by:
Costa Rica: Once the Apostille is printed on a security paper, on its back there is a special kind of glue to
attach the document that is bearing the apostille.
Slovakia: S’il n y a pas de place pour l’Apostille sur l’acte lui-même, nous utiliserons une allonge.
Untied Kingdom: A dry embossed impression of the FCO crest is also made on the Apostille and is
transferred through to the underlying document.
Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Costa Rica, Croatia, Cyprus,
Czech Republic, Denmark,
Georgia, Germany, Greece
(MoI), Hong Kong, Japan,
Israel, Latvia, Malta, Mexico,
Monaco, Peru, Poland,
Romania, Slovakia, Slovenia,
Spain, Swaziland,
Switzerland, Ukraine,
United Kingdom, United
States of America. [32]
Self-adhesive sticker
Austria, Azerbaijan, Belgium,
Bulgaria, Czech Republic,
Denmark, Georgia,
Germany, Hong Kong,
Latvia, Malta, Mexico,
Monaco, Peru, Romania,
Slovakia, Switzerland, United
States of America. [18]
Glue
Costa Rica, Cyprus,
Germany, Israel, Slovakia,
United Kingdom. [6]
Rubber stamp
Australia, Austria, Croatia,
Germany, Greece (MoI),
Romania, Slovenia,
Switzerland, Ukraine. [9]
Other
Bosnia and Herzegovina: By seal.
Japan: Staples.
Latvia: If there is a limited space on a document, which does not allow to use self-adhesive sticker,
Apostille is attached by grommets and ribbons.
Monaco: Allonge lorsque le format du document ne permet l'apposition de l'apostille sur le document lui-
même.
Peru: In case that the area dont have space we add a paper and paste with stamps.
Austria, Bosnia and
Herzegovina, Germany,
Japan, Latvia, Monaco, Peru,
Poland, Romania, Spain,
Swaziland, Switzerland. [12]
92
Poland: Stapled.
Romania: Allonge, with stamp.
Spain: SGIAIGS opinion: The apostille is printed on the back of the document.
Swaziland: It is placed on the document itself.
Switzerland: Agrafe.
The Apostille is placed on a separate slip of paper by
Macao: The Apostille is reproduced on paper on a supplementary page (an “allonge” to the document),
which is attached to the end of the document by means of a small, special round metallic staple. At the
interior of the junction between the document and the ‘Apostille page’, the seal of the competent Authority
is apposed.
Namibia: The original or certified copy of the document is attached to the allonge issued on a separate slip
of paper.
Argentina, Australia, Austria,
Croatia, Czech Republic,
Finland, Georgia, Germany,
Greece (MoI), Greece (MoJ),
Hungary, Macao, Mexico,
Monaco, Namibia, New
Zealand, Portugal, Republic
of Moldova, Romania,
Slovenia, Spain, Switzerland,
Ukraine, United States of
America. [24]
Rubber stamp
Argentina, Australia, Austria,
Croatia, Germany, Greece
(MoI), Greece (MoJ), Mexico,
Portugal, Romania, Slovenia,
Switzerland, Ukraine. [13]
Printer
Argentina, Czech Republic,
Finland, Greece (MoI),
Hungary, Namibia,
New Zealand, Republic of
Moldova, Romania, Slovenia,
Switzerland, United States
of America. [12]
Other
Argentina: Staples.
Australia: Print out of template.
Austria: Self-adhesive sticker.
Czech Republic: Self-adhesive sticker.
Georgia: Self-adhesive sticker.
Germany: En la cousant.
Romania: Allonge, With stamp.
Monaco: Allonge lorsque le format du document ne permet l'apposition de l'apostille sur le document lui-
même.
Switzerland: Agrafe, œillets, cachets, rubans etc.
United States of America: Various methods of affixation.
Argentina, Australia, Austria,
Czech Republic, Georgia,
Germany, Monaco,
Romania, Switzerland,
United States of America.
[10]
93
Comments:
Austria: Practice varies from authority to authority - a separate slip of paper is generally only used if not
enough space is left on the document itself.
Colombia: It's a prolongation of paper document standard.
Czech Republic: Separate paper is used when there is not enough place on the apostillised document for an
Apostille.
Georgia: If there is enough space on the document itself the apostille is placed directly on the document. If
the document doesn't allow the placement of the self-adhesive sticker, the alllonge is attached to the
document with ribbons and the Apostille is placed on it.
Greece (MoI): It depends on the case, taking into account the space of the document asked by the
Apostille.
Mexico: We try to make in the document but if we can’t we paste in a separate document
Monaco: Cela dépend du format du document à apostiller.
Romania: It is applied on the page signed only if on the document there is not enough space.
Slovenia: If there is enough space to put an Apostille on the document, an Apostille is issued there, if not,
on an allonge. When the e-Apostille is established, it will be placed on a separate slip of paper.
Spain: If possible, the Apostille is printed in the document itself. If not, the Apostille is placed on an allonge
stapled to the document and attached to it with an intermediate seal or with grommets also attached with
an intermediate seal.
Switzerland: La réponse varie de canton à canton.
Ukraine: The stamp is put in a manner when one part of it is on a paper with Apostille and another part -
on the last page of the document itself.
United States of America: Responses from U.S. states varied.
b) If a separate slip of paper is used (an allonge), how is this attached to the document?
Staples
Czech Republic: Is is stapled and then covered with self-adhesive sticker and stamped.
Argentina, Bulgaria,
Colombia, Cyprus, Czech
Republic, Germany, Greece
(MoJ), Finland, Hungary,
Macao, Monaco, Portugal,
Republic of Moldova,
Romania, Slovenia,
Switzerland, United States of
America. [17]
Grommet
Australia, Czech Republic,
Finland, Germany, Macao,
Latvia, Romania, Spain,
Switzerland, United States
of America. [10]
Ribbons
Australia, Austria, Croatia,
94
Austria: Practice at the Landesgericht für Zivilrechtssachen Wien.
Georgia, Germany, Hungary,
Latvia, Namibia, New
Zealand, Slovakia, Slovenia,
Switzerland, Ukraine. [13]
Glue
Hong Kong: If the document does not have sufficient space for the whole 'Apostille' label, part of the label
will be glued to the document.
Malta: The allonge is fixed with glue but since the apostille is a self adhesive sticker, it is fixed overlapping
on the original document and the allonge in a way that the two separate papers cannot be seperated from
each other. This is done only if there is no space to put the apostille on the document.
Argentina, Cyprus, Germany,
Hong Kong, Malta, Monaco,
Slovenia, Switzerland. [8]
Other
Denmark: Stickers.
Germany: Cordelette du sceau et sceau plaqué.
Greece (MoI): It is attached using a stapler and the place of stiching is stamped using the round stamp, by
the service responsible for the Apostille. The round stamp is also placed in the left corner of th Apostille.
Mexico: With tape.
Portugal: Lacre.
Romania: Stamp.
Slovakia: Rubans liés par le sceau avec l´armoiries de l´État.
Switzerland: Cachet de cire.
Denmark, Germany, Greece
(MoI), Mexico, Portugal,
Romania, Slovakia,
Switzerland. [8]
Comments:
Australia: The binding is completed using dark green ribbon, joined by a grommet with a red wafer
impressed with a seal placed over the ends of the ribbon.
Cyprus: After the allonge is fixed, a round seal is placed at the lower left corner of the Apostille.
Romania: After the attachment of the apostille, a stamp is applied with the emblem (half on the apostile,
half on the document).
Spain: If possible, the Apostille is printed in the document itself. If not, the Apostille is placed on an allonge
stapled to the document and attached to it with an intermediate seal or with grommets also attached with
an intermediate seal.
United States of America: Responses from U.S. states varied.
c) In the case of a one-page public document, where is the Apostille placed / allonge attached?
The front of the document
Poland: If there is no space on the front page - at the back of the document.
Austria, Belgium, Cyprus,
Czech Republic, Georgia,
Germany, Latvia, Malta,
Namibia, New Zealand,
Poland, Republic of Moldova,
Romania, Slovakia,
Switzerland, United States of
95
America. [16]
The back of the document
Argentina: The Apostille is placed on the page with the signature.
Slovenia: After the signature.
Spain: Page containing the signature and if not possible, in the back of the document
Ukraine: Apostille is issued on the free of text space of the document or on its back.
Argentina, Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Colombia, Costa Rica,
Croatia, Czech Republic,
Denmark, Finland, Georgia,
Germany, Greece (MoI),
Greece (MoJ), Hong Kong,
Hungary, Israel, Latvia,
Macao, Malta, Mexico,
Monaco, Peru, Portugal,
Republic of Moldova,
Romania, Slovenia, Spain,
Switzerland, Ukraine, United
Kingdom. [34]
Comments:
Austria: Always underneath the signature if there is enough space on the front, if not on the back.
Belgium: Sur la page où figure la signature ou sur le verso si manque de place.
Czech Republic: Preferably the page with the signature and seal is used; it depends whether there is
enough space on the page with signature and seal.
Georgia: If the document format allows and there is enough space on it the Apostille certificate is attached
on the front page. Though generally it is attached on the back of the document.
Hong Kong: If there is space on the page, it will be the page containing the signature.
Japan: The page with signature / seal / stamp.
Malta: If there is space on the front it will be placed there but if there isn't it will be fixed on the back of the
document.
Republic of Moldova: The Apostille is applied on the front of the document. If there is no space on the
document, the Apostille is applied on the back of the document.
Romania: Usually it is applied after the signature or on the back of the page bearing the signature. If there
is no space the allonge is applied (A4) after the page bearing the signature.
It is applied on the front of the document if there is enough space, on the back if the page is empty and has
nothing written by the notary public - blank page or on allonge, next to the notary public seal and
signature.
Switzerland: S'il y a suffisamment de place pour l'Apostille au recto, en-dessous de la signature; autrement
au verso. Si le verso est occupé par une autre chose: allonge (avec cachet).
d) In the case of a multi-page document, where is the Apostille placed / allonge attached?
96
The first page of the document
New Zealand: The Apostille certificate is always placed at the front of a document set. All pages of the
document are attached by ribbon to the Apostille.
Germany, Israel, Namibia,
New Zealand, Portugal,
United States of America. [6]
The last page of the document
Australia, Austria, Bosnia
and Herzegovina, Czech
Republic, Finland, Germany,
Greece (MoJ), Hungary,
Latvia, Romania,
Switzerland, Ukraine. [12]
The page with the signature / seal / stamp
Argentina, Austria,
Azerbaijan, Belgium,
Bulgaria, Colombia, Costa
Rica, Croatia, Cyprus, Czech
Republic, Denmark, Georgia,
Germany, Hong Kong, Japan,
Latvia, Macao, Malta,
Mexico, Monaco, Peru,
Poland, Republic of Moldova,
Romania, Slovakia, Slovenia,
Spain, Switzerland, United
Kingdom, United States of
America. [30]
Other
Greece (MoI): Usually, this is the last page of the document and the rest of them are ratified using the
round stamp by the service responsible for the Apostille on the place of stiching.
Latvia: Usually Apostille is placed on the page with the signature/ seal/ stamp. If there is a limited space on
the page with signature/ seal/ stamp, Apostille is placed on the last page of the document.
Monaco: Au besoin sur une allonge apposée à la page où apparaissent la signature, le sceau et le timbre ou
l'apostille est apposée à l’arrière de plusieurs pages qui sont préalablement cornées ou pliées en cascade
avec un espacement régulier et un tampon.
Switzerland: Quelques cantons: allonge avec cachet. 1 Canton: Apposée à l’arrière de plusieurs pages qui
sont préalablement cornées ou pliées en cascade avec un espacement régulier.
Germany, Greece (MoI),
Latvia, Monaco, Switzerland.
[5]
Comments:
Germany: Cf. 8.5 c).
Spain: Page containing the signature and if not possible, in the back of the document
United States of America: Responses from U.S. states varied.
Question 8.5 e) –For Apostilles issued in electronic form (e-Apostilles)
e) How is the Apostille affixed or logically associated to the document?
97
The Apostille is logically associated to the document.
Colombia. [1]
Our eApostille certificate is combined with the PDF of the underlying document and appears as the first
page of the merged PDF.
New Zealand. [1]
By electronic means: hush.
Spain. [1]
Section 9 – Register of Apostilles
9.1 Maintaining the register
a) Does each Competent Authority record particulars of each Apostille issued?
Yes - What information is recorded?
Argentina, Australia, Austria,
Azerbaijan, Belgium,
Bosnia and Herzegovina,
Bulgaria, Colombia, Costa
Rica, Croatia, Cyprus, Czech
Republic, Denmark, Finland,
Georgia, Germany, Greece
(MoI), Greece (MoJ), Hong
Kong, Hungary, Japan,
Latvia, Macao, Malta,
Mexico, Monaco, Namibia,
New Zealand, Peru, Poland,
Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Spain, Swaziland,
Switzerland, Ukraine, United
Kingdom, United States of
America. [41]
The number and date of the Apostille (requirement of Art. 7(1))
Argentina, Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Colombia, Costa Rica,
Croatia, Cyprus, Czech
Republic, Finland, Georgia,
Germany, Greece (MoI),
Greece (MoJ), Hong Kong,
Hungary, Japan, Latvia,
Macao, Malta, Mexico,
Monaco, Namibia, New
98
Zealand, Portugal, Republic
of Moldova, Romania,
Slovakia, Slovenia, Spain,
Ukraine, United Kingdom,
United States of America.
[36]
The name and capacity of the person signing the document and/or the name of authority whose seal or
stamp is affixed thereto (requirement of Art. 7(1))
Argentina, Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Colombia, Costa Rica,
Croatia, Czech Republic,
Cyprus, Denmark, Finland,
Georgia, Germany, Greece
(MoI), Hong Kong, Hungary,
Japan, Latvia, Macao, Malta,
Mexico, Monaco, Namibia,
New Zealand, Poland,
Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Spain, Ukraine,
United Kingdom, United
States of America. [37]
The name and/or type of the underlying document
Argentina, Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Colombia,
Costa Rica, Georgia, Croatia,
Germany, Greece (MoI),
Latvia, Macao, Mexico,
Monaco, Namibia, Peru,
Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Ukraine, United
States of America. [25]
A description of the contents of the underlying document
Austria, Azerbaijan,
Colombia, Costa Rica,
Germany, Latvia, Romania,
Slovenia. [8]
The name of the applicant
Australia, Austria,
Azerbaijan, Bosnia and
Herzegovina, Colombia,
99
Czech Republic, Georgia,
Germany, Hungary, Japan,
Latvia, Macao, Mexico,
Monaco, Namibia, Portugal,
Republic of Moldova,
Romania, Slovakia, Slovenia,
Ukraine, United Kingdom,
United States of America.
[23]
The State of destination
Australia, Austria,
Azerbaijan, Belgium,
Colombia, Costa Rica,
Cyprus, Czech Republic,
Georgia, Germany, Greece
(MoI), Hungary, Japan,
Latvia, Monaco, Namibia,
Portugal, Romania, Slovakia,
Slovenia, Ukraine, United
Kingdom, United States of
America. [23]
A copy of the Apostille
Republic of Moldova: Concerning the copy of the Apostille, only a copy of the printout of the Apostille is
kept.
Australia, Colombia, Costa
Rica, Croatia, Georgia,
Germany, Greece (MoJ),
Macao, Malta, Namibia, Peru,
Republic of Moldova, Spain,
United Kingdom, United
States of America. [15]
A copy of the underlying document
Azerbaijan, Georgia,
Germany, Macao, Romania,
United States of America. [6]
Other
Macao: A copy of the identity card of the applicant.
Romania: Paid fees, number of the documents on which the apostille was applied.
Slovakia: Les frais payés, la signature de la personne qui a repris l´acte apostillé personnellement ou la
date de l´expédition à celle-ci.
Switzerland: Nom et domicile du requérant; prix; mode de paiement; nom du fonctionnaire qui a émis
l'apostille.
Ukraine: Family name and the first letters of names of the individual or the name of the legal person,
concerning which the document, for which the Apostille is issued, was prepared.
Macao, Romania, Slovakia,
Switzerland, Ukraine, United
States of America. [6]
100
No
Switzerland: Certains cantons ne tiennent pas de "registre des apostilles" à proprement parler, mais
conservent les factures émises pour les apostilles.
Si une vérification de l'apostille est exigée, il est possible de procéder à une vérification de l'apostille
moyennant les informations contenues sur la facture (notamment: numéro de l'apostille).
Switzerland. [1]
Comments:
Austria: Practice at the Landesgericht für Zivilrechtssachen Wien in accordance with Art 7.
Georgia: Concerning the copy of the Apostille: the copy of the printout of the apostille is not kept, though
the copy of the information printed on the Apostille can be reached electronically any time.
Germany: La pratique varie dans les différents Länder fédéraux.
Hungary: The MFA also keeps a copy of the underlying document and the Apostille.
Romania: A copy of the basic public document is kept at the request for the apostille.
Switzerland: Certains cantons ont un registre complet, qui reprend toutes les informations énumérées ci-
haut. D'autres ne mentionnent que les informations mentionnées aux deux premières cases.
Ukraine: The quantity of records kept in the register depends on the competent authority, issuing the
Apostille. The information containing in the items 1 and 2 is recorded by all Central Authorities.
United Kingdom: The information is contained in a database accessed via secure URL. The UK does not
have an online e-register as such but information above can currently be verified by simple interrogation of
database.
United States of America: Responses from U.S. states varied.
b) Form of register
Electronic form, not publicly accessible online
Austria: Answer applies to the Austrian-wide electronic Court Register (regarding Apostilles on judicial and
notarial documents).
Hong Kong: Both paper and electronic forms were kept before 20 March 2006. Only an electronic form has
been kept thereafter.
Latvia: The only competent authority for maintaining the Document Legalisation System in Latvia is the
Consular Department of the Ministry of Foreign Affairs.
Australia, Austria, Denmark,
Germany, Hong Kong,
Hungary, Latvia, Macao,
Malta, Poland, Portugal,
Romania, Switzerland,
Ukraine, United Kingdom,
United States of America.
[17]
Electronic form, publicly accessible online (an “e-Register”) – with the following features:
Argentina, Belgium, Bulgaria,
Colombia, Costa Rica,
Georgia, Mexico, New
Zealand, Peru, Republic of
Moldova, Romania, Spain,
United States of America.
[13]
The URL for the relevant website is indicated in the Apostille
Bulgaria, Costa Rica,
101
Georgia, Mexico, New
Zealand, Peru, Republic of
Moldova, Spain, United
States of America. [9]
The register incorporates features to avoid “fishing expeditions” (i.e., attempts by users to collect
information about an Apostille that he/she has not received)
Belgium: L'e-registre accessible au public ne comprend que la date, le lieu et le numéro de contrôle.
Republic of Moldova: Users can view details about the Apostille entering a unique code on the e-Register
website.
Belgium, Bulgaria, Colombia,
Costa Rica, Georgia, Mexico,
Republic of Moldova, Spain,
United States of America. [9]
The register allows users to view details about the Apostille (e.g., the entries against any of the 10
numbered standard informational items)
New Zealand: Apostille number, date of issue, name and capacity of person who signed the document
Bulgaria, Colombia, Costa
Rica, New Zealand, Republic
of Moldova, Romania, United
States of America. [7]
The register allows users to access the Apostille, or an image thereof
Bulgaria, Colombia, Costa
Rica, Georgia, Mexico, Peru,
Romania, Spain. [8]
The register allows users to access the underlying document, or an image thereof
Bulgaria, Georgia, Romania,
Spain. [4]
The register allows users to verify the signature on the Apostille
Bulgaria, Colombia, Costa
Rica, Georgia, United States
of America. [5]
Paper form
Greece (MoJ): The competent secretary of the court keeps the archives.
Namibia: We will have an electronic filing system soon then we will use same.
Slovenia: In autumn this year Slovenian courts will start to use e-register. It will be a common register.
Azerbaijan, Bosnia and
Herzegovina, Croatia,
Cyprus, Czech Republic,
Finland, Germany, Greece
(MoI), Greece (MoJ),
Hungary, Japan, Monaco,
Namibia, Romania, Slovakia,
Slovenia, Swaziland,
Switzerland, Ukraine. [19]
Comments:
Hungary: Depending on the issuing authority. In the Ministry of Public Administration and Justice the
register is electronic, however every case has a separate, paper form file in which the request form,
containing all information listed under point a) above is kept.
Romania: For the administrative documents, the Ministry of Administration and Internal Affairs, at present,
makes approached concerning the setting up of the national electronic Register of the apostilles issued by
the prefect institutions, from which, certain documents will be accessible on-line.
Spain: e-Register offers three verification options:
1.Apostille Verification: This option allows to verify that in the system there is an Apostille with the
verification data submitted and offers the possibility of visualizing it to check with Apostille presented.
102
Check authenticity and integrity of the Apostille via Secure Verification Code. The Public Document is not
visible.
2.Validate Apostille Signature (for electronic Apostille only): This option allows to check authenticity and
integrity of an e-Apostille digital signature (verify the digital signature on the electronic Apostille).
3.Public Document integrity verification: This option allows to verify if an electronic Public Document
coincide exactly with the one belonging to a specific e-Apostille (checking of document hash). Guarantees
that an electronic document is exactly the same as the one for which the electronic Apostille was issued.
Switzerland: Sept cantons: électronique; autres cantons: fichier papier.
Ukraine: The form of the register varies depending on Central Authority, maintaining it.
United States of America: Responses from U.S. states varied.
c) How is the register maintained?
Each Competent Authority maintains its own register
Costa Rica: It is necessary to clarify that there is only one Competent Apostille Authority in Costa Rica.
Argentina, Austria,
Azerbaijan, Bosnia and
Herzegovina, Bulgaria, Costa
Rica, Croatia, Cyprus, Czech
Republic, Finland, Georgia,
Germany, Greece (MoI),
Greece (MoJ), Hungary,
Japan, Mexico, Monaco,
Namibia, Poland, Portugal,
Republic of Moldova,
Romania, Slovakia, Slovenia,
Spain, Switzerland, Ukraine,
United States of America.
[29]
Competent Authorities maintain a common register
Australia, Belgium,
Colombia, Denmark, Hong
Kong, Latvia, Macao, Malta,
Peru, Romania, Spain,
United Kingdom. [12]
d) How long do Competent Authorities retain records of particulars in their register?
Less than one year
[0]
Between one and five years
Mexico: We destroy it.
Japan, Romania, Swaziland,
Switzerland, Mexico. [5]
Between five and ten years
Austria: Answer applies to the Court Register.
Austria, Bosnia and
Herzegovina, Germany,
Greece (MoI), Switzerland.
103
[5]
Ten years or more
Croatia, Cyprus, Czech
Republic, Germany, Hong
Kong, Hungary, Malta,
Namibia, Romania, Ukraine,
Slovakia, Slovenia, Spain,
Switzerland. [14]
Indefinitely
New Zealand: An archiving plan will be implemented but at this stage there is plenty of storage capacity
and we have not had to limit the eRegister. We have deliberately not added scans of Apostilles or
underlying documents to the eRegister in order to maximise the storage capacity.
United Kingdom: UK's electronic database was established in 2003 and all records will be retained
indefinitely. All paper Apostille counterfoils issued prior to 2002 have been destroyed.
Argentina, Australia,
Azerbaijan, Belgium,
Bulgaria, Colombia, Costa
Rica, Finland, Georgia,
Germany, Hungary, Latvia,
Macao, Monaco, New
Zealand, Peru, Poland,
Portugal, Republic of
Moldova, Romania, United
Kingdom. [21]
Comments:
Hungary: Depending on the issuing authority.
Romania: For court documents, according to the archives nomenclature approved by the Minister Order no.
3149/C/29.10.2010, the requests are kept for 5 years and the register has a permanent timeframe.
Switzerland: Cela dépend des cantons.
United States of America: Responses from U.S. states varied.
9.2 Checking the register
a) Frequency of requests to check the register
Never
Costa Rica: Due to the recent accession of Costa Rica to the Convention, we do not have yet the requests
to verify the apostilles that have been issued.
Colombia, Costa Rica,
Germany, Hungary, Japan,
Latvia, Macao, Malta,
Mexico, Monaco, Portugal,
Romania, Swaziland,
Switzerland, United States of
America. [15]
Once per year
Cyprus, Czech Republic,
Denmark, Finland, Poland,
Romania, Slovenia, United
States of America. [8]
Twice per year
Romania, Slovenia, United
States of America. [3]
104
Between 3 and 5 times per year
Austria: Answer applies to the Landesgericht für Zivilrechtssachen Wien.
Austria, Hong Kong,
Romania, United States of
America. [4]
Between 5 and 10 times per year
Argentina, Switzerland,
United Kingdom. [3]
More than 10 times per year
New Zealand: Since April 2010, when the e-Register was established, there have been 2,145 e-Register
requests.
New Zealand, Romania,
Ukraine. [3]
Unknown
Namibia: We will record the number of requests from now on.
Peru: We have the sistem of verification from the beginning of the activities of apostille.
Australia, Azerbaijan,
Belgium, Bosnia and
Herzegovina, Bulgaria,
Croatia, Georgia, Germany,
Greece (MoJ), Namibia, Peru,
Republic of Moldova,
Romania, Slovakia, Spain.
[15]
Comments:
Germany: La pratique varie dans les différents Länder fédéraux.
Switzerland: Cela dépend des cantons.
United States of America: Responses from U.S. states varied.
Only for States in which Competent Authorities keep an e-Register
b) Does your State have statistics on how frequently the e-Register is consulted?
Yes
New Zealand: Since April 2010, when the e-Register was established, there have been 2,145 e-Register
requests.
United States of America: Colorado - 601 from inception on April 1, 2011 through March 9, 2012.
New Zealand, Spain, United
States of America. [3]
Has the implementation of an e-Register led to more Apostilles being checked against the register?
Yes
New Zealand: Prior to implementing the e-Register we received 1-5 Register queries per year.
New Zealand. [1]
No
Costa Rica, Romania. [2]
105
No
States that have answered “no” but do not keep an e-Register are not included.
Mexico: The system is new so we can’t do that for now.
Belgium, Bulgaria, Colombia,
Georgia, Hong Kong, Mexico,
Peru, Republic of Moldova.
[8]
Comments:
United States of America: Responses from U.S. states varied.
Section 10 – The effect of Apostilles
10.1 Apostilles issued in your State
a) Have Apostilles or e-Apostilles issued in your State been rejected in another Contracting State?
Yes, on what grounds:
Namibia: We seldom experience problems with other States on the Apostille format.
Spain: This took place at the begining of the e-Apostille implementation.
Switzerland: Cela est arrivé de façon exceptionnelle dans cinq cantons. Les raisons étaient: faute
orthographe dans l'écriture du mot "notaio"; Apostille trop petite; signature illisible.
United Kingdom: We have now introduced a square Apostille so issue regarding shape now resolved.
Australia, Austria, Belgium,
Colombia, Germany, Israel,
Latvia, Monaco, Namibia,
New Zealand, Romania,
Spain, Switzerland, Ukraine,
United Kingdom, United
States of America. [16]
The Apostille was not square-shaped
Belgium, Germany, Israel,
New Zealand, Spain, United
Kingdom, United States of
America. [7]
The Apostille did not have sides at least nine centimetres long
Germany, New Zealand,
Switzerland, United States of
America. [4]
The Apostille did not have a border
Belgium, Ukraine, United
Kingdom, United States of
America. [4]
The colour of the ink used to print the Apostille
[0]
The Apostille was signed other than by hand (“wet” signature)
United States of America. [1]
The Apostille was not signed at all
Austria, Romania. [2]
The Apostille was issued in electronic form (an e-Apostille)
Austria, Colombia, New
Zealand, Spain. [4]
The manner in which the Apostille was numbered
[0]
The manner in which the Apostille was affixed to the underlying document
Monaco, Namibia, United
106
Monaco: Non utilisation de rubans.
Namibia: It was not tied with the ribbon, but stapled.
United States of America: Staples were rejected.
States of America. [3]
The Apostille was physically detached from the underlying document
Colombia, Namibia,
Romania. [3]
The underlying document was not a public document under the law of the State of destination
Romania, Ukraine. [2]
The person that signed the underlying document no longer acts in the capacity certified in the Apostille
Ukraine. [1]
The Apostille did not certified the authenticity of the signature or the capacity in which the person signing
the underlying document had acted, whether or not the document was signed (i.e., standard informational
item No 2 and 3 are not filled in)
[0]
Other
Australia: The Authority stated the apostille had expired (over 12 months since issue).
Colombia: Some countries like Spain, Argentina, Germany, South Africa, Russia, Mexico, Italy, Peru, etc.,
do not accept the electronic apostille issued by Colombia because they consider it as a photocopy.
Germany: La République slovaque n’a pas accepté une apostille délivrée par le vice-président d’un tribunal
régional au motif que les apostilles n’auraient pas été émises par les services notifiées par l’Allemagne en
vertu des dispositions de l’article 6 de la Convention seraient désignées comme autorités compétentes pour
apostiller le ministère de la Justice, le président du tribunal régional (et non pas leurs adjoints).
- défaut du numéro du dossier.
- l’État contractant considéra l’apostille comme périmée (elle avait été apposée 6 mois auparavant).
-L’Ukraine conteste les apostilles du ministère de la Justice du Land.
Latvia: As there is no such an institution as sworn translator in Latvia, the signature of a translator must be
certified by notary. Nevertheless in some cases the certification of signature of the transalor has been
requested.The issue was solved with a relevant state.
Monaco: Le sceau ne dépasse pas le cadre de l'apostille, ce qui entraine des risques de fraudes car la
personne peut alors décoller l'apostille du document et la recoller sur un autre document.
New Zealand: The Apostille was on a notarised copy of a document and not the original document.
The Apostille was not accepted as the receiving authority asserted that the document needed to be verified
by their Embassy in our country.
United Kingdom: Elements of the Apostille not completed by entering Not Applicable where relevant. This
issue has now been resolved.
We have also had customers request the re-issue of an Apostille because it has been rejected as 'expired'
by the recipient authority.
United States of America: The lack of wax seal or grommet, and the age of the document.
Australia, Colombia,
Germany, Latvia, Monaco,
New Zealand, United
Kingdom, United States of
America. [8]
No / unknown
Costa Rica: Due to the recent accession of Costa Rica to the Convention, we do not have yet that kind of
information.
Mexico: Only local apostilles.
Argentina, Austria,
Azerbaijan, Bosnia and
Herzegovina, Bulgaria, Costa
Rica, Croatia, Cyprus, Czech
107
Republic, Denmark, Finland,
Georgia, Germany, Greece
(MoI), Greece (MoJ), Hong
Kong, Hungary, Japan,
Macao, Malta, Mexico, Peru,
Poland, Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Swaziland,
Switzerland. [30]
b) If an Apostille was rejected, what action was taken?
The receiving authority was contacted
Belgium, Colombia, Latvia,
Monaco, Namibia, New
Zealand, Romania, Spain,
Ukraine, United States of
America. [10]
The Permanent Bureau was contacted
Belgium, Colombia,
Germany, Spain, United
States of America. [5]
No action taken
Bulgaria, Macao, Romania,
United States of America. [4]
Other
States that answered “unknown” or “no such case” are not included.
Australia: Reissued the Apostille.
Cyprus: The applicant was advised to contact the competent authority.
Germany: Emission d’une nouvelle apostille.
Israel: Checking with the consulate.
Namibia: We simply revisit the one issued and issue a new one if there were any defects.
New Zealand: Information about the Convention was provided to the applicant to help them advise the
receiving authority. We advise the applicant that we can help by contacting the Permanent Bureau, should
it come to that. A letter was sent to the receiving authority.
Peru: We ask for verification (apostille and document).
Switzerland: Une nouvelle apostille a été émise.
United Kingdom: UK manually issued a square apostilles for the authority in question. No longer an issue as
the UK has issued a new square, trilingual Apostille.
United States of America: Some states responded that they explain the process to customer either verbally
or in writing, or ask for assistance from U.S. Dept. of State. Washington state issues another apostille in
the manner requested if possible.
Australia, Cyprus, Germany,
Israel, Namibia, New
Zealand, Peru, Switzerland,
United Kingdom, United
States of America. [10]
108
c) Has your State received any requests by the authorities in another Contracting State to certify or confirm its procedure
for issuing Apostilles?
Yes
Colombia: Some authorities in Spain and Argentina are requesting the certification about electronic
colombian apostille.
Spain: The authenticity of the Apostille is certified by the competent authority.
Switzerland: Sept cantons ont répondu qu'ils ont été contactés pour confirmer la véracité d'un timbre ou
d'une signature. Les autorités cantonales ont alors confirmé leur timbre/signature ou ont envoyé par fax un
spécimen de signature pour comparaison.
Ukraine: Request on confirming the fact of issuing the Apostille on the ground of information, which is
contained in the register of issued Apostilles.
United States of America: Some states reported receiving authorities requesting letters explaining the
process and the manner of attachment or letters certifying the Apostille when additional text is added
outside the box.
Colombia, Israel, Spain,
Switzerland, Ukraine, United
States of America. [6]
No
Slovakia: C´était seulemet les diplômes qui avaient été contrôlés comme ça parfois.
Azerbaijan, Belgium, Bosnia
and Herzegovina, Bulgaria,
Costa Rica, Croatia, Cyprus,
Czech Republic, Denmark,
Finland, Georgia, Germany,
Greece (MoJ), Hong Kong,
Hungary, Japan, Macao,
Malta, Mexico, Monaco,
Namibia, New Zealand, Peru,
Poland, Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Swaziland, United
Kingdom. [31]
Comments
Australia: Not known.
Colombia: Is necessary the support the permanent office the convention for the acceptation in all members
countries of the e-Apostille. Taking into account that it can be verified on line, in the web site:
www.cancilleria.gov.co / apostilla.
10.2 Foreign Apostilles produced in your State
a) On what grounds has a foreign Apostille been rejected in your State?
The Apostille was not square-shaped
Germany, Israel. [2]
109
The Apostille did not have sides at least nine centimetres long
Austria, Belgium, Germany.
[3]
The Apostille did not have a border
[0]
The colour of the ink used to print the Apostille
[0]
The Apostille was signed other than by hand (“wet” signature)
Bosnia and Herzegovina,
Germany. [2]
The Apostille was not signed at all
Austria, Azerbaijan, Belgium,
Bosnia and Herzegovina,
Costa Rica, Czech Republic,
Finland, Germany, Romania,
Ukraine. [10]
The manner in which the Apostille was numbered
[0]
The manner in which the Apostille was affixed to the underlying document
Peru: Staples
Namibia, Peru. [2]
The Apostille was physically detached from the underlying document
Azerbaijan, Czech Republic,
Finland, Germany, Namibia,
Peru, Ukraine. [7]
The underlying document was not a public document under the law of your state
Bosnia and Herzegovina,
Germany. [2]
The person that signed the underlying document no longer acts in the capacity certified in the Apostille
Bosnia and Herzegovina,
Germany, Malta. [3]
The Apostille does not certify the authenticity of the signature or the capacity in which the person signing
the underlying document had acted, whether or not the document was signed (i.e., standard informational
items n°2 and 3 are not filled in)
Azerbaijan, Belgium, Czech
Republic, Germany. [4]
Other
Costa Rica: As a result of the accession of Costa Rica to the Convention, we have received apostilled
documents with a date before the effective date (i.e. December 14th, 2011), which has caused these
documents have been rejected. However, we have received the precise instruction from the Hague
Conference on Private International Law that Costa Rica must recognize these documents even though they
got their apostilles before the effective date.
Costa Rica, Malta. [2]
None of the above / unknown
Japan: It is up to each individual authority concerned to decide whether or not to reject foreign Apostilles
for any reason; thus no integrated information on rejection is available.
United Kingdom: The UK does not require an Apostille to be placed on a foreign document to be used in the
UK.
Argentina, Australia,
Colombia, Croatia, Cyprus,
Denmark, Georgia,
Germany, Greece (MoI),
Greece (MoJ), Hong Kong,
Hungary, Japan, Latvia,
Macao, Malta, Poland,
110
Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Swaziland, United
Kingdom, United States of
America. [25]
Comments:
Colombia: We have not denied any apostille.
Czech Republic: Before rejection it would be verified at the authority which issued the Apostille whether the
Apostille was lawfully issued by the State of origin.
Mexico: We don’t have foreign apostilles.
Monaco: A ce jour, aucun refus n'a été porté à la connaissance de l'autorité centrale.
New Zealand: We do not collect information on the use of foreign Apostilles in New Zealand.
Switzerland: Nous ne pouvons donner de réponse à cette question, puisque nous ne serions pas informés
au cas où de telles situations devaient se produire.
Ukraine: The Competent Authorities do not gain the information on such cases, thus the answers can be
incomplete.
b) Are there time limits on the effect of foreign Apostilles and/or foreign public documents that are produced in your
State?
Yes
Costa Rica: However we do not apply the restriction to the apostille itself but to the type of document,
which can expire according to the law governing this matter.
Namibia: Apostilles issued on a single status certificate is only valid for six months.
Switzerland: Il n'y a pas de critères fixes; chaque autorité dispose du pouvoir d'appréciation.
Costa Rica, Namibia,
Switzerland, Romania. [4]
No
Latvia: Time limits can be on the effect for certain public documents (for example, certificates of marital
status are valid for 6 months), not to Apostille itself.
Spain: The expiry of apostille is linked to the expiry of the document itself. If the document des not expire,
nor does the apostille.
Argentina, Australia, Austria,
Azerbaijan, Belgium, Bosnia
and Herzegovina, Colombia,
Croatia, Cyprus, Czech
Republic, Denmark, Finland,
Georgia, Germany, Greece
(MoJ), Hong Kong, Hungary,
Israel, Latvia, Macao, Malta,
Mexico, Monaco, New
Zealand, Peru, Poland,
Portugal, Republic of
Moldova, Romania, Slovakia,
Slovenia, Spain, Swaziland,
Switzerland, Ukraine, United
111
Kingdom, United States of
America. [37]
Comments:
Japan: It is up to each individual authority concerned to decide whether or not to reject foreign Apostilles
for any reason; thus no integrated information on rejection is available.
Switzerland: En général, pas d'information disponibles à ce sujet, vu que seulement les Autorités
compétentes pour émettre des Apostilles ont participé aux réponses de ce questionnaire. Elles ne sont en
général pas "autorité de destination".
Le problème ne consiste pas dans l'âge de l'Apostille, mais dans l'âge de l’acte public lui-même. P.ex. dans
certains cas, les extraits de l'état civil datant de plus de 6 mois ne sont plus valables ou utilisables. En
général, chaque autorité à qui un document apostillé est présenté a le pouvoir d’appréciation pour décider à
partir de quand le document lui-même n'est plus accepté à cause de son âge. La date de l’Apostille est
seulement un des critères d’appréciation.
Section 11 – The e-APP
11.1 Implementation
a) Has either component of the e-APP been implemented?
Yes
Belgium, Bulgaria, Colombia,
Costa Rica, Georgia, Mexico,
New Zealand, Peru, Republic
of Moldova, Spain, United
States of America. [11]
The e-Apostille component
Colombia, New Zealand,
Spain. [3]
The e-Register component
Colombia: www.cancilleria.gov.co/apostilla
Costa Rica:
http://www.rree.go.cr/index.php?sec=servicios%20al%20publico&cat=servicios%20en%20linea&cont=726
Georgia: http://Apostille.cra.ge.
Mexico: www.dicoppu.gobernacion.gob.mx.
New Zealand: www.dia.govt.nz/apostille.
Peru: https://apostillaconsulta.rree.gob.pe/consulta/frmConsultaApostilla.aspx.
Republic of Moldova: http://apostila.gov.md/.
United States of America: Multiple U.S. states.
Belgium, Bulgaria, Colombia,
Costa Rica, Georgia, Mexico,
New Zealand, Peru, Republic
of Moldova, Spain, United
States of America. [11]
No
Argentina, Australia, Austria,
Azerbaijan, Cyprus, Czech
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Republic, Denmark, Finland,
Germany, Greece (MoI),
Greece (MoJ), Hong Kong,
Hungary, Israel, Japan,
Latvia, Macao, Malta,
Monaco, Namibia, Poland,
Portugal, Romania, Slovakia,
Slovenia, Swaziland,
Switzerland, Ukraine, United
Kingdom. [29]
Only for States that have not implemented either component of the e-APP
b) Has the e-APP been studied?
Yes
Hong Kong: Further study is needed.
Monaco: La législation monégasque a évolué puisque le projet de loi sur le commerce et la preuve
électroniques a été adopté sous la forme d'une loi intitulée loi sur l'économie numérique.
Des dispositions de cette loi ont permis l'introduction en droit interne de la reconnaissance juridique de
l’écrit et de la signature numériques.
En revanche, des textes de mise en oeuvre de la loi doivent encore être établis.
Argentina, Australia, Austria,
Cyprus, Czech Republic,
Denmark, Finland, Germany,
Greece (MoJ), Hong Kong,
Hungary, Israel, Macao,
Monaco, Namibia, Portugal,
Romania, Slovakia, Slovenia,
Ukraine, United Kingdom,
United States of America.
[22]
And both components are being considered for implementation
Australia: DFAT is currently undertaking a scoping study into the implementation of the e-app and e-
register.
Czech Republic: First, the e-Register should be implemented and subsequently the e-Apostille component.
Greece (MoJ): Electronic signature has not yet established.
Slovakia: Nous sommes en train d'examiner la possibilité d'introduction d'un e-registre en tant que
première composante. Possibilité d'e-apostille dans la phase suivante.
Slovenia: In autumn this year Slovenian courts will start to use e-register and e-Apostille.
Ukraine: Nowadays, technical aspects of implementation of electronic register of apostilles and affix
apostilles are studying.
United States of America: Oregon - want to contact Spain about their e-app module.
Australia, Austria, Cyprus,
Czech Republic, Finland,
Greece (MoJ), Hungary,
Israel, Namibia, Slovakia,
Slovenia, Ukraine, United
States of America. [13]
And only the e-Apostille component is being considered for implementation
Macao: The implementation of the e-APP is being considered. However, some more information/experience
is necessary. Studies on the best way to fully develop and implement the e-Government policy – which was
launched in the Macao SAR in 2000 - still are in course. It is not deemed appropriate to separate the
Macao, Romania. [2]
113
question of electronic Apostilles from all the rest.
And only the e-Register component is being considered for implementation
United States of America: Georgia.
United Kingdom, United
States of America. [2]
But neither component is being considered for implementation
United States of America: California-Other automation projects are in the works; not enough resources. The
current system works in conjunction with our notary database.
Argentina, Germany, United
States of America. [3]
No
Latvia: The implementation of e-APP is not planned for now.
Poland: According to Polish law a copy cannot be considered a document.
Greece (MoI), Latvia, Malta,
Poland, Swaziland [5]
Comments:
Switzerland: Le gouvernement suisse est conscient de l'apport que les solutions informatisées peuvent
fournir aux services de l'administration, aussi dans le cadre des apostilles. Une introduction de l'e-Apostille
sera examinée en temps voulu.
c) Are there any issues (legal or otherwise) that may affect the implementation of the e-APP?
Yes
Belgium: Disponibilités des moyens techniques.
Czech Republic: Money and lack of human resources (connected with effects of the financial crisis);
the possibility of increasing the number of Competent Authorities. For e-Apostilles the legislation will
probably have to be modified.
Israel: Protection of privacy.
Mexico: The system is new and poses practical challenges.
Monaco: CF. réponse au point précédent.
Poland: According to Polish law a copy cannot be considered a document.
Belgium, Czech Republic,
Israel, Mexico, Monaco,
Poland. [6]
No / unknown
Hong Kong: Further study is needed.
United States of America: Many states reported funding resources and IT abilities create a problem for
implementation.
Argentina, Australia, Austria,
Bulgaria, Colombia, Cyprus,
Denmark, Finland, Georgia,
Germany, Greece (MoI),
Greece (MoJ), Hong Kong,
Hungary, Latvia, Macao,
Mexico, Namibia, New
Zealand, Peru, Portugal,
Republic of Moldova,
Romania, Slovakia, Slovenia,
Spain, Swaziland,
Switzerland, Ukraine, United
Kingdom, United States of
114
America. [31]
Section 12 – Other
12.1 Additional comments and information
b) Any additional comments or information?
Les réponses aux points 5.2 a), 6.4 b), 6.6.a), 6.6.d), 7.1.a), 7.2 e), 8.1.b), 9.1.d) et ).9.2.a) résultent du
système fédéral de la République fédérale d’Allemagne. L’exécution incombe aux différents Länder
fédéraux. Il y a lieu d’ajouter encore que les actes concernant l’État civil relèvent de la responsabilité du
Ministère fédéral de l’Intérieur.
Germany. [1]
c) Any suggestions on specific topics or practical issues for the 2012 Special Commission?
Yes
Argentina: Besides the topic of evolution of the Apostille, in order to obtain better benefits for users, also
we should discuss the issue of false documents.
Austria: Issuance of apostilles on certified copies.
Azerbaijan: Creation of a common register or database containing seals/stamps/signatures of all
Contracting Parties of the Apostille Convention.
Belgium: Faute d'orthographe dans l'apostille (entête). Évaluation des moyens pour la mise en œuvre de
l'e-apostille.
Colombia:
1. It is necessary to discuss the applicability of the Convention to commercial and customs documents.
2. It is necessary to discuss the acceptation of the Colombian electronic apostille.
Costa Rica: It is important to discuss the following:
1.- The exceptions regarding the documents considered as commercial and customs. It is necessary to
remove the options that each State has to process via any legislation or apostille process these kinds of
documents.
2.- It is important to unify the apostille format for all the signatory States.
3.- Unify the printing in several universal languages.
Mexico:
1. Unification of procedures of the Apostille in Mexico, as a single Federal Apostille.
2. Use of Spanish, French and English in addition to the inside of the convention, due to the large number
of Spanish speaking countries.
3. Results of the topics covered in the 1st National Symposium on Document Apostille and legalization of
signatures.
4. Possibility of organizing a conference in Mexico, accompanied by the Hague and the Ministry of Foreign
Argentina, Austria,
Azerbaijan, Belgium,
Colombia, Costa Rica,
Mexico, Namibia,
Switzerland. [9]
115
Affairs to raise awareness on the implementation of the treaty in Mexico and revision of delegatorys
agreements.
Namibia: The format of the Apostille if a stamp is used on the face or back of the document; The
classification of public document and commercial documents; The e-Apostille format and how to go about;
competent authorities for signature; The manner is in which Apostille is affixed to underlying documents;
Apostilles being challenged by courts.
Switzerland: Trois questions ont été évoquées par deux cantons. Nous les reprenons ici, tout en laissant au
Bureau Permanent le soin de décider s'il s'agit là de questions à aborder lors de la Commission spéciale:
- Comment doit procéder un client à qui une Apostille valable a été délivrée mais que cette dernière est
refusée à l'étranger?
- Quelle est la durée de validité des apostilles? Y a-t-il des différences de pays en pays?
- Est-ce qu'il y a, dans certains Etats, des listes des documents qui doivent impérativement être revêtus
d'une apostille pour être reconnus (p.ex. extraits du registre de mariages)? Une telle liste serait
intéressante car dans ce cas, on pourrait directement apposer une apostille sur ce document chaque fois
qu'un extrait est commandé pour présentation à l'étranger.
No
Australia, Bosnia and
Herzegovina, Bulgaria,
Croatia, Cyprus, Germany,
Finland, Hungary, Malta,
New Zealand, Poland,
Republic of Moldova,
Romania, Slovakia, Slovenia,
Spain, Swaziland, Ukraine,
United Kingdom, United
States of America. [20]
