Quick answer: what is an apostille and how do you get one?
An apostille is an official certificate authenticating a signature, the capacity in which the person signed and, where appropriate, the seal or stamp on a document. It is attached to the document itself or to an additional sheet. It certifies the document’s origin, rather than the truth of its contents, and does not replace a required translation.
If you need an apostille, Translate Service can help you obtain one. Send your document and tell us where it will be used so that we can explain the scope of assistance, costs and expected completion time.
What is the legal basis for issuing an apostille?
The legal basis is the Hague Convention of 5 October 1961 Abolishing the Requirement of Legalisation for Foreign Public Documents. It introduced a standard certificate to simplify the international use of public documents. Within its scope, an apostille replaces consular legalisation when the Convention is in force between the country the document comes from and the country where it will be presented.
This does not mean every public document sent abroad needs an apostille. Domestic rules or international agreements may remove that requirement. If a university or authority asks for an “apostilled document”, check whether the requirement applies to your particular document and procedure. The fact that both countries are parties to the Convention does not, by itself, mean you need the certificate.
What does an apostille certify, and what does it not certify?
An apostille authenticates the signature, the capacity in which the signatory acted and, where appropriate, the identity of the seal or stamp. It does not verify the truth of the document’s contents or guarantee that a foreign authority will accept it for a particular purpose.
It also matters which signature the certificate covers. If an apostille authenticates a notary’s signature on a certified copy, it covers the notary’s signature and capacity, rather than the signature of whoever issued the original. Check exactly what has been certified when putting your documents together.
For example, an apostille on a degree certificate does not automatically secure recognition of your qualification or admission to a university. Assessing the qualification is a separate process. The HCCH explanation distinguishes authentication of a document’s origin from its contents and legal effects.
What does an apostille look like, and how can you identify it on a document?
Look for the heading “Apostille (Convention de La Haye du 5 octobre 1961)” and ten numbered fields. The certificate appears on the document or on an attached sheet, known as an allonge.
The HCCH model certificate contains:
- Fields 1–4: the country of origin, the name of the person who signed, their capacity and the authority whose seal or stamp the document bears.
- Fields 5–8: the place and date of issue of the apostille, the certifying authority and the certificate number.
- Fields 9–10: the issuing authority’s seal or stamp and the signature of the person issuing the apostille.
Apostille examples — click a photo to enlarge it.
According to the Polish Ministry of Foreign Affairs, the apostille it issues takes the form of a printed sticker with an official’s handwritten signature, an official seal and a hologram. Certificates from other countries may look different. The absence of a Polish hologram does not, on its own, indicate a problem.
Check the reverse of the document and any attached sheets as well. Keep the certificate attached. The heading and fields help you recognise an apostille, but appearance alone does not establish authenticity. If you have doubts, contact the authority that issued it.
What does “a document with an apostille” mean, and which documents can receive one?
A document with an apostille has an official certificate authenticating its origin for presentation abroad. The document must be regarded as a public document under the law of the country it comes from. Eligibility for an apostille does not mean one is required in every case.
Article 1 of the Convention defines the relevant categories. The Polish MFA lists examples including:
- Civil registry documents, such as official birth, marriage and death certificates or extracts, and certificates of marital status.
- Court documents, including judgments and orders, and criminal record certificates.
- Notarial documents, including notarised powers of attorney.
- School-leaving certificates, university degree certificates and documents confirming vocational qualifications.
- Registration documents, including official extracts from Poland’s National Court Register, or KRS, and administrative decisions.
The form of the document matters. An original and an officially certified copy are not always interchangeable in a particular procedure. An ordinary photocopy is insufficient for an apostille at the Polish MFA. For a private document, an apostille may cover an official authentication of the signature rather than the private document’s contents.
When is an apostille unnecessary? EU exemptions and simpler procedures
Certain public documents issued in one EU country and presented to the authorities of another EU country are exempt from the apostille requirement. Regulation (EU) 2016/1191, which has applied since 16 February 2019, covers specified matters such as birth, death, marriage, residence and nationality.
The exemption does not apply to every document circulating within the EU. Degree certificates and company documents, for example, fall outside this Regulation. The fact that both countries are EU members is therefore not enough to dispense with an apostille. The European e-Justice Portal explains the scope, while Your Europe sets out the practical arrangements.
For some covered documents, a multilingual standard form can help avoid a separate translation. The issuing authority provides the form, which accompanies the document rather than replacing it. Exceptionally, the receiving authority may still require a certified translation if the form does not allow it to understand the contents fully.
Other exemptions can follow from international agreements or the law of the destination country. A document exempt from an apostille must still meet the remaining requirements of the procedure. Check the basis for the exemption and the language requirements separately: no apostille does not automatically mean no translation.
Who issues apostilles in Poland, and which authority should you contact?
Poland’s Ministry of Foreign Affairs, usually referred to by its Polish abbreviation MSZ, issues apostilles, as do other designated authorities, particularly for educational documents. The correct authority depends on the type of document and who issued it, rather than where you live.
The MFA’s official guidance sets out the division of responsibility. Common examples are:
| Document | Authority to contact |
|---|---|
| Official civil registry extracts; criminal record certificates; notarial and court documents; officially certified registration extracts | Ministry of Foreign Affairs — MSZ |
| Degree certificates and supplements issued by Polish higher education institutions | Polish National Agency for Academic Exchange — NAWA |
| School-issued certificates, subject to the exceptions in the relevant rules | The education superintendent responsible for the school’s location; contact the relevant kuratorium oświaty |
| Matura examination certificates and other documents issued by a regional examination board | Director of the relevant regional examination board — OKE |
| Certificates and other documents issued by arts schools | Ministry of Culture and National Heritage |
| Certain certificates, including those from schools attached to Polish diplomatic missions abroad | Ministry of National Education |
Some documents need prior authentication, for example by the relevant court, before they can be submitted to the MFA. That is a separate step and is not itself an apostille.
When does a document need additional authentication before an apostille?
Notarial documents, court documents and certain documents concerning medical qualifications need preliminary authentication before an apostille can be issued by the MFA. The requirements depend on the document and its issuer. The MFA’s document-by-document guidance gives the details.
- Notarial and court documents: the relevant regional court, or sąd okręgowy, carries out preliminary authentication. For court documents, authentication by the president of the competent regional court is required even when the document comes from that court.
- Certain medical qualification documents, including specialist diplomas and documents from professional medical bodies: authentication by the Ministry of Health is needed before submission to the MFA.
- Master craftsperson diplomas and craft certificates: preliminary authentication is carried out by the Polish Craft Association in Warsaw.
Do not assume that any notary’s or public authority’s stamp is sufficient. Authentication must follow the procedure applicable to that category of document.
Obtain the required preliminary authentication first, then apply to the competent authority for the apostille. A court’s or another authority’s initial certification is one stage of the process, rather than the apostille itself.
How does an apostille differ from a sworn translation, and which should come first?
An apostille authenticates a document’s origin. A sworn translation certifies that the translation corresponds to the text presented for translation. In Poland, this is a translation certified by an authorised sworn translator, or tłumacz przysięgły. The order depends on whether the original document or the translation needs the apostille.
The translator’s certification states whether the translation was made from an original or a copy. Their seal does not replace an apostille or turn a copy into an original. “Certified translation” can refer to different arrangements in different countries, so check which form the receiving institution accepts.
If the original document needs an apostille, it is usually practical to obtain that first and then arrange the translation. The translator can work with the completed set. This does not create a general obligation to translate the apostille itself: the HCCH Handbook explains that acceptance of the certificate cannot be made conditional on its translation. A translation of the underlying document may still be required.
If the recipient instead requires an apostille on a sworn translation made in Poland, the translation is prepared first and then submitted to the MFA for the apostille. In that case, the certificate authenticates the translator’s signature and capacity, rather than the original document issuer’s signature. The MFA includes sworn translations among the documents it can certify.
Before commissioning the work, ask the recipient which translation and certification it requires and whether a translation made in Poland is acceptable. You can check a Polish translator’s authorisation through the information and register provided by the Ministry of Justice. Establish the required set of documents first, then the order of the work, to reduce the risk of paying for a translation twice.
How do you obtain an apostille in Poland — documents, application and collection?
To obtain an apostille for a Polish document, prepare the correct form of the document and apply to the authority competent to certify it. The steps below concern the MFA procedure. Other authorities have their own forms and submission arrangements.
- Check the requirements for your document. Prepare the appropriate paper document and obtain preliminary authentication where necessary before applying.
- Complete and sign the apostille application, naming the destination country. Enclose proof of payment of the official fee or documents supporting an exemption.
- Choose how to submit it. For an appointment at ul. Krucza 38/42 in Warsaw, book through e-Konsulat and bring a printed booking confirmation. Postal applications go to Referat ds. Legalizacji MSZ, al. Szucha 23, 00-580 Warszawa. The appointment address is not the postal address.
- Arrange collection or return delivery. For postal applications, the MFA returns documents by registered post within Poland, to other EU countries, and to Iceland, Liechtenstein, Norway and Switzerland. If you want to collect documents in person after applying by post, agree this with the office beforehand.
Applications can be submitted through a representative, but check the signature and authorisation requirements. The MFA does not return documents by post outside the area listed above. If this affects you, check the rules for appointing a person in Poland to receive correspondence.
For NAWA, complete the online form, then print, sign and deliver it with the full set of documents. Completing the form online is not the same as submitting the application. If you choose collection in person, NAWA sends you information about the appointment.
Before sending anything, check the documents, signature, payment or exemption evidence and return address. A complete application reduces the risk of requests for missing items and avoidable delays.
When does a foreign document need an apostille for use in Poland, and where do you get it?
A foreign document needs an apostille when its origin must be authenticated for the procedure, the Convention is in force between its country of origin and Poland, and no exemption applies. The competent authority in the document’s country of origin issues the certificate. A document does not automatically need an apostille simply because it was issued abroad.
The Polish MFA does not issue an apostille authenticating the foreign issuer’s signature on the original. Find the appropriate authority in the HCCH directory, then check its arrangements for applications by post or through a representative. The relevant country is determined by the document’s origin, rather than the holder’s citizenship or current address.
If the Convention does not apply, legalisation involving a Polish consul may be needed unless another exemption is available. Ask the Polish consular post responsible for the country the document comes from about the appropriate procedure.
A Polish translation of the foreign document may be a separate requirement. Polish certification of a copy or translation does not automatically replace an apostille on the foreign original. Ask the receiving institution in Poland which form it needs and whether an exemption applies before arranging certification abroad.
How much does an apostille cost?
The official fee at the Polish MFA is PLN 60 for each document certified, unless an exemption applies. This is the government fee, rather than the total price of a service that includes translation or an intermediary’s assistance.
The number of separate documents matters, rather than simply the number of pages. For two documents certified by the MFA without an exemption, the fee is PLN 120. Check the rules at other authorities separately; the MFA’s rate should not be assumed to apply to every procedure.
Exemptions are possible, including in certain educational matters. The MFA FAQ explains that you must provide evidence supporting the exemption, such as confirmation of admission or student status. Merely holding a degree certificate does not make certification free.
The total cost may also include preliminary authentication, translation, postage and an intermediary’s fee. If a translation agency handles the process, ask it to list official fees separately from its charges. This makes it easier to see what you are paying for and whether the quote covers the complete set of documents.
How long does it take to obtain an apostille?
The MFA can issue an apostille during a booked appointment and gives a processing time of up to 30 days from receipt for postal applications. NAWA states a processing period of 60 days, which may be extended. These periods cover the authority’s handling of the application, rather than every stage of preparing your documents.
The MFA explains that same-appointment service is possible if the document does not need additional authentication from another office. For postal applications, time runs from receipt by the ministry, not from the day you send the envelope. Return delivery takes additional time.
NAWA’s 60-day period runs from submission and registration of a complete set of documents. It warns that heavy demand can make verification and certification take longer. Treat this as a planning period rather than a guaranteed collection date.
Allow for appointment availability, any preliminary authentication, delivery and translation as well. If a university or authority has given you a submission deadline, work backwards from it and leave time for the earlier stages. Booking an appointment does not mean the apostille has already been obtained.
What does “miejsce na apostille” mean on a degree certificate?
The Polish wording “miejsce na apostille” means “space for an apostille”. It marks an area intended for the official certification of a degree certificate for use abroad. The printed words are not a certificate, and an empty space does not, by itself, make the degree certificate invalid.
You can see this wording in a degree certificate model published by the University of Radom. An apostille is not automatically added when the degree certificate is issued. It is obtained through a separate application. For documents from Polish higher education institutions, NAWA handles certification within its stated remit.
Do not fill in this space yourself or assume it must be completed before you travel. First check whether your particular application requires an apostille, then prepare the documents for certification if it does.
How long is an apostille valid, and how long is the document itself valid?
A properly issued apostille has no expiry date, but the underlying document may have a limited validity period or be subject to a recency requirement. An apostille does not extend the document’s validity or update the information it contains.
The HCCH Handbook explains that an apostille cannot be rejected solely because of its age. The recipient may nevertheless require a newer underlying document under the rules of the relevant procedure.
For example, a recent criminal record certificate may be required even when the attached apostille remains valid. There is no single three- or six-month rule governing the acceptable age of every document.
An apostille belongs to the particular certified document and cannot be transferred to a newly issued one. Before reusing documents, check whether the receiving institution requires a more recent version. If you need a new document, establish whether it also needs a new apostille.
