Apostille and Document Legalisation for Visas: A Country-by-Country Checklist

An apostille is the stamp that makes a public document valid abroad, and missing or wrong apostilles are one of the most common reasons visa, residency and study applications are delayed. This guide explains what an apostille is, how it differs from legalisation, which documents need it, and how to prepare your paperwork for Italy, Georgia, China and Argentina.

Requirements differ by country, document and authority. Always confirm what your consulate, embassy or university asks for before you start.

What is an apostille?

An apostille is a certificate attached to a public document by the competent authority of the country that issued it. It confirms that the signature, the seal and the capacity of the official who signed are genuine. It does not confirm that the content of the document is correct. The system comes from the 1961 Hague Apostille Convention, which replaces the older chain of consular approvals with a single certificate between member countries.

Apostille vs legalisation

• Apostille: used between countries that are both members of the Hague Apostille Convention. One certificate from the issuing country is enough.
• Consular legalisation: used when one of the countries is not a member. The document usually passes through the foreign ministry of the issuing country and then the embassy or consulate of the destination country.

China joined the convention, and it came into force there on 7 November 2023. Since then, documents moving between China and other member countries generally need an apostille instead of consular legalisation. Check the current member list on the Hague Conference website before you start, because membership changes.

Which documents usually need an apostille?

• Birth, marriage and divorce certificates.
• Criminal record (police clearance) certificates.
• University diplomas and transcripts.
• Powers of attorney and company documents (after notarisation).
• Employment letters and other private documents (after notarisation).

Private documents, such as an employment letter, usually need a notary first, and the apostille then certifies the notary.

Step by step: how to prepare documents

1. Get the original or an officially certified copy from the issuing authority.
2. Have private documents notarised.
3. Request the apostille from the competent authority in the country that issued the document.
4. Translate the document and the apostille into the language the destination authority requires, usually with a certified or sworn translator.
5. Check whether the translation also needs to be certified, notarised or apostilled.
6. Submit the full set exactly as the consulate, university or authority requests.

Country notes

Italy

For Italian visas, such as the digital nomad visa or the Elective Residence Visa, consulates commonly ask for apostilled certificates and translations into Italian. For study, universities and the Universitaly system have their own document rules, described in our guide to studying in Italy.

Georgia

Documents for residence permits, company registration and bank accounts often need an apostille and a translation into Georgian, followed by a notary step. See our guide to residency in Georgia for the process.

China

For study and work in China, documents such as diplomas, police certificates and marriage certificates now usually need an apostille instead of Chinese consular legalisation. Read our guide to studying in China and our article on scholarships in China and Northern Cyprus.

Argentina

Argentina is a member of the Apostille Convention, so apostilled documents are normally accepted for residency and similar procedures, with translations by a certified translator. Read our guide to relocating to Argentina.

Common mistakes

• Apostilling a photocopy that is not certified.
• Forgetting the notary step for private documents.
• Translating before the apostille, so the translation does not cover it.
• Letting documents expire. Police certificates often have a validity limit.
• Name or date mismatches between documents.
• Assuming one country's rules apply in another.

How long does it take?

Times vary widely by country and authority, from a few days to several weeks. Start as soon as you know which documents you need, and keep spare certified copies.

Frequently asked questions

Do I need an apostille for every document? Only for the documents the receiving authority asks for. Check their checklist.

Can I get an apostille from another country? No. It must come from the country that issued the document.

What if the destination is not a Hague member? You will usually need consular legalisation instead.

How we can help

Our job and legalization assistance service helps you work out which documents you need, prepare and legalise them, and arrange translations. See our first 30 days abroad checklist for what to do after your documents are accepted. We do not guarantee decisions, which rest with the authorities. Book a consultation and tell us your destination and documents.

This article is general information, not legal advice.