Legalization of documents doesn't have to complicated! An apostille is a fast and internationally recognized form of document certification. If you plan to work, study or get married abroad, before your documents are recognized outside of Poland, they must go through an authentication process. Find out what an apostille is, when you need it and how you can get it done quickly and without stress.

In the case of longer trips abroad or migration (this applies to both Polish and foreign citizens), it may be necessary to use documents such as marriage certificate, birth certificate, court documents or other documents during a stay abroad. In such situations, it is worth checking whether the country in question does not require the presentation of their appropriate official certification or registration.

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What is an apostille and how to obtain it?

It is an official attestation of a national document that allows it to be used outside the country (a list of countries that are recognised and issued). Currently available for more than 100 countries around the world.

An apostille is a special square-shaped stamp containing information about the place and date of the apostille of a document, its unique number, signature and stamp of the authorized person. This seal gives the document international recognition.

It is worth remembering that:

  • An apostille can be obtained at the Ministry of Foreign Affairs in Warsaw in person or by mail, also through an attorney
  • An apostille is issued by the Ministry of Foreign Affairs only for a document issued in Poland/the country of issue.
  • An apostille is a sticker on the original document, i.e  . no other document will be issued in the case.
  • The certification of a document has no expiration date (it remains valid as long as the document itself is valid).
  • Not all documents require an apostille, and some countries accept legalization as an alternative.

When is an apostille needed?

  • If the document is to be used in a country that is a party to the Hague Convention, an apostille is sufficient.
  • If a foreign office requires certification of the authenticity of the official's signature and seal, an apostille is needed.
  • For applications for temporary residence permits for family reunification, officials may require certification of a civil status record, including an apostille.

How to obtain apostille

  1. Prepare originals or notarized copies of documents that must be apostilled. Depending on the type of document, you may be required to certify the document in a court or other office.
  2. Booking a visit to the Ministry of Foreign Affairs – via a dedicated website.
  3. Submission of documents (including the application, stamp duty, original document to be apostilled) at the time of the appointment. If the application is submitted by an attorney, a written authorization is needed. An authorized employee of the Ministry of Foreign Affairs conducts an apostille procedure, as a result of which a special apostille stamp is placed on each document, confirming its legality and recognition abroad. After checking all the documents, the MFA employee will notify you when it is possible to collect the finished document, most often the document can be collected on the same working day. Once the procedure is complete, the original document will be returned to you with the apostille stamps.

What documents are covered by the apostille?

The most common:

  • Criminal record certificates
  • Documents and notarial deeds
  • Proxy
  • Official documents: civil status records (birth, marriage, death certificates)*
  • Court documents (judgments, orders).
  • Copies of registers (KRS, CEIDG), articles of association, invoices
  • Certificates, diplomas, certificates.
  • Other documents

* for documents issued in an EU country that are to be presented and used in another EU country, birth, marriage or death certificates no longer require an apostille in accordance with EU Regulation 2016/119

However, to save costs of travel to Warsaw, accommodation, but also valuable time, consider using proxy to obtain Apostille.

Feel free to contact CRIDO, we will take care of the apostille of documents in the shortest possible time and with maximum convenience. You will only need the original document – and we will take care of the rest of the formalities.