Apostille and Document Legalization in Warsaw

What is an apostille and when is it required?

An apostille is an international certification of the authenticity of a document, required in countries that are parties to the Hague Convention. It allows civil status documents, notarial documents, court certificates and sworn translations to be recognized in member states without the need for additional consular procedures.

Where can you obtain an apostille?

Apostilles for most Polish documents are issued by the Polish Ministry of Foreign Affairs. For documents relating to higher education studies or the completion of higher education, the competent authority is the Polish National Agency for Academic Exchange (NAWA).

Some documents require prior certification by another competent authority. This may apply, among others, to:

• notarial documents - certification of the notary’s signature by the competent regional court;
• court documents - certification by the president of the competent regional court;
• commercial documents - certification by the Polish Chamber of Commerce or the competent regional chamber of commerce;
• documents relating to medical qualifications - certification by the Polish Ministry of Health;
• master craft diplomas and vocational craft certificates - certification by the Polish Craft Association;
• extracts from the National Court Register (KRS) and the Central Register and Information on Economic Activity (CEIDG) - these must be prepared in a form that meets the requirements of the competent authority, including any required signatures and seals.

The exact procedure depends on the type of document, the institution that issued it and the country in which it will be used.

Send us a scan of your document and we will check the correct procedure, the estimated completion time and the full cost of the service.

Apostille or legalization?

An apostille is used when a document is intended for use in a country that is a party to the Hague Convention. For countries that have not joined the Convention, full legalization is required, usually including a procedure at the embassy of the relevant country. The type of legalization is not a matter of personal choice - the applicable procedure is strictly defined for each country.

Which countries are parties to the Hague Convention?

The current list of countries that are parties to the Hague Convention is available on the official hcch.net website. If a document is intended for use in one of these countries, full legalization may be replaced by an apostille, provided that the document is eligible for the apostille procedure.

What do an apostille and a legalization certificate look like?

Sworn translation, apostille and legalization

In addition to obtaining an apostille or document legalization, a sworn translation into the language of the country where the document will be used is often required. Many people wonder about the correct order of the procedures - should the translation be completed before or after the apostille? In most cases, the apostille is obtained first and the translation is prepared afterwards. In some cases, the destination country may also require the translation itself to be apostilled.

In legalization procedures, the order is often reversed - the translation is prepared first, followed by legalization of both the original document and its translation. However, individual countries and institutions may have different requirements. It is therefore essential to determine where and for what purpose the document will be used.

Biuro Tłumaczeń MT is happy to help determine the correct order of procedures and handle the entire process on your behalf. We have experience in assisting with document legalization for many countries and provide sworn translations in more than 50 languages. We ensure that translations meet the linguistic and formal requirements of the relevant institutions. By working with translators specializing in a wide range of fields, we ensure consistent terminology, formal accuracy and documents that are ready for use abroad. This approach reduces the risk of documents being rejected and helps ensure compliance with the requirements of the relevant authorities.

Our apostille and legalization services

Our services cover a wide range of apostille and document legalization procedures. We can assist with:

• legalization and apostille of business documents, such as agreements, powers of attorney and notarial deeds used in international business;
• legalization and apostille of personal documents, including birth and marriage certificates, divorce documents and powers of attorney that need to be recognized abroad;
• legalization and apostille of educational documents for individuals who need their diplomas and certificates recognized by foreign institutions;
• apostille of documents issued in Ukraine;
• professional sworn translations in multiple languages, required as part of legalization procedures and helping clients avoid additional formalities;
• certification by a regional court - as part of our services, we only assist with the certification of notarial and court documents issued in Warsaw. Documents issued in other cities must first be certified by the regional court competent for the relevant district. They may then be sent to us for an apostille or further legalization;
• document legalization at a consulate.

What documents can we help legalize and apostille?

We assist with obtaining apostilles and legalization for the following documents:

• invoices;
• agreements;
• tax identification number certificates;
• income certificates;
• CFR-1 tax residence certificates;
• translations certified by a sworn translator;
• notarial deeds;
• powers of attorney;
• documents bearing an officially certified date;
• signature certifications;
• certificates from the National Criminal Register (KRK);
• current or full extracts from the National Court Register (KRS);
• residence registration certificates;
• university diplomas;
• official copies of diplomas;
• certificates confirming completion of higher education;
• school certificates;
• secondary school leaving certificates;
• certificates confirming completion of the Final Medical Examination;
• civil status documents, including official copies of birth, marriage and death certificates, as well as divorce documents.

Apostille and legalization - prices

The prices below cover our agency fee for handling one stage of the procedure. If a document requires several stages, for example certification by a court followed by an apostille issued by the Ministry of Foreign Affairs, each stage is priced separately.

• standard service (6-7 business days): PLN 184.50 gross per document;
• expedited service (4-5 business days): PLN 246 gross per document;
• express service (2-3 business days): PLN 307.50 gross per document;
• super express service (1 business day): PLN 369 gross per document.

For the authentication of educational documents by NAWA, the processing time is at least 2 months and, in exceptional circumstances, may be longer, depending on the authority’s current processing times. Our service fee is PLN 369 gross per document.

For larger numbers of documents, we prepare an individual quotation.

Additional administrative fees apply: PLN 60 for each document apostilled by the Polish Ministry of Foreign Affairs or NAWA, and PLN 26 per document for legalization. If a document requires prior certification by a regional court, an additional court fee of PLN 26 applies.

To receive an individual cost estimate, request a free quote - send us a photo or scan of your document and tell us in which country it will be used. You will receive a detailed response promptly.

Why is document legalization so important?

If an apostille or legalization is required, failure to obtain it may result in a foreign institution refusing to accept the document. The appropriate certification confirms the official status of the document and allows it to be used for legal, educational or business purposes abroad.

Apostille in Warsaw - why choose us?

• 5/5 rating on Google Maps based on more than 380 reviews;
• legalization, apostille and sworn translations available in one place;
• sworn and specialist translations in more than 50 languages;
• we take care to protect your data;
• flexible services tailored to your needs.

How should documents be prepared for legalization?

The most important requirement is to provide the original documents, as photocopies and scans cannot be used as the basis for obtaining an apostille or legalization. Before submitting your documents, make sure that they are complete, legible and up to date.

The process consists of several stages:

• Step 1 - we determine the necessary procedures based on the destination country and type of document, as well as the price and estimated completion time;
• Step 2 - the client makes payment according to the agreed price and selected service option;
• Step 3 - the client delivers the documents in person or sends them by post or courier - original documents are required;
• Step 4 - we handle all necessary legalization procedures;
• Step 5 - completed documents are returned to the client free of charge within Poland via InPost. For international deliveries, another selected courier company is used. Documents may also be collected in person.

Consular legalization

Documents intended for use in countries that are not parties to the Hague Convention usually require full legalization rather than an apostille. The document must first be authenticated by the competent Polish authority, most commonly the Ministry of Foreign Affairs, and then legalized by the embassy or consulate of the country in which it will be submitted.

We can handle the entire process on the client’s behalf, including completing formalities with public authorities and the relevant consular office. Clients interested in comprehensive assistance are invited to send their documents through our contact form. We will determine the full price and scope of the required services individually.

Document legalization agency - serving clients throughout Poland

Our translation agency is located in Warsaw, but we serve clients throughout Poland. Documents can be delivered in person or sent by post or courier. This means that every client, regardless of where they live, can benefit from efficient service.

We handle both individual documents and larger sets of documents, with a strong focus on timely delivery, reliability and the security of all materials entrusted to us. We provide comprehensive support throughout the document legalization process to ensure that everything runs smoothly.

Contact us for a free quote.