Apostille and document legalization in Poland: complete guide

An apostille is a special stamp (or separate sheet) that certifies the authenticity of the signature and seal on a document. It was introduced by the Hague Convention of 1961 to simplify the use of documents between participating countries: instead of a long chain of consular certifications, one apostille is enough.

An apostille is needed when you submit in Poland a document issued in another country (birth certificate, diploma, certificate of marital status, court decision, etc.) and both countries are parties to the Hague Convention. The police, civil registry (USC), voivode, university or employer may require an apostille to confirm the document’s authenticity.

Apostille required:

• Apostille — Hague Convention countries
• Important: the apostille is affixed in the country that issued the document, not in Poland. So a Ukrainian birth certificate is apostilled in Ukraine, a Polish diploma in Poland, etc. Polish authorities only verify the presence and correctness of the apostille.
• Legalization — non-Hague countries
• Consular legalization is needed when the document was issued in a country that is not a party to the Hague Convention on apostille. Then Polish authorities will not accept an apostille alone — full legalization through the Polish consulate in the country of issue will be required.
• The current list of countries party to the convention can be checked on the Hague Conference on Private International Law website or at the consulate. If your country is not on the list — plan for legalization and allow more time for it.

Legalization required:

• If the document was issued outside Poland, the apostille is affixed in the country of issue. For example, a birth certificate issued in Ukraine is apostilled in Ukraine (by the authority competent to affix apostilles). You bring the document with apostille to Poland and, if needed, have it sworn-translated. For translation of civil status certificates and other acts we offer a certificate translation service.
• In Poland, an apostille is affixed to Polish documents that will be used abroad. This is done by the Polish Ministry of Foreign Affairs (MSZ). You need to apply at MSZ offices or at reception points acting on behalf of the ministry. The document must be signed by an authorized person (notary, official, rector, etc.), and then an apostille can be affixed.

Apostille not required:

Mistake 1: Looking for an apostille in Poland for a foreign document. The apostille on a document is affixed in the country that issued the document. In Poland only Polish documents are apostilled.

• Mistake 2: Translating the document before affixing the apostille. First apostille (or legalization), then sworn translation. Otherwise the authority may not accept the translation.
• Mistake 3: Confusing apostille with sworn translation. The apostille certifies the authenticity of the document itself. Sworn translation translates the text of the document into Polish and is certified by the translator. Both steps are often needed at the same time.
• Tip: Check with the authority where you will submit the documents (USC, voivode, employer, university) whether an apostille is needed for your country of issue. Sometimes bilateral agreements between countries simplify the procedure. Find out in advance how long it takes to get an apostille in the country of issue — it can range from a few days to several weeks.

The correct order is: first the apostille (or legalization) is affixed in the country of issue, then the document is translated by a sworn translator in Poland. The translation is made from the document that already has the apostille — so the Polish authority sees both the authenticity of the original and a correct translation.

Translating the document before affixing the apostille does not make sense: the authority may request an apostille on the original, and then you would have to order a new translation from the already apostilled document. So first have the document certified in the country of issue, then take it for sworn translation.

Apostille cost depends on country of issue. Sworn translation in Poland — see price list.