Apostilles and Public Documents When Moving Abroad: What You Actually Need
Birth certificates, marriage certificates and criminal-record checks come up in almost every move — for visas, marriages, registrations and job applications. Whether you need an apostille, a legalisation or nothing at all depends on where the document comes from and where you're taking it. Here are the rules from the EU's Your Europe service and the Hague Conference on Private International Law.
Quick answer
An apostille is a single certificate, issued by a designated authority in the country where a document was issued, that proves the document is authentic. It replaces the old, often long and costly legalisation chain under the 1961 Hague Apostille Convention, which has 130 contracting parties. Between EU countries you often don't need one at all: under EU rules, a public document issued in one EU country and presented in another must be accepted as authentic without an apostille for birth, marriage, divorce, parenthood, nationality, residence, a clean criminal record and more. Instead of a translation, you can often ask for a free multilingual standard form. For documents from outside the EU, or countries outside the Convention, check what the receiving authority requires.
What an apostille is
The Hague Conference on Private International Law (HCCH) describes its 1961 Apostille Convention as replacing "the often long and costly legalisation process" with a single Apostille certificate issued by a Competent Authority in the place where the document originates. The Convention has 130 contracting parties, and several million apostilles are issued each year. Apostilles can only be issued and verified by those designated Competent Authorities — the HCCH itself doesn't issue them.
Electronic apostilles (e-Apostilles) are equally valid: the HCCH says an e-Apostille cannot be refused simply because it's electronic and must be accepted by all contracting parties.
Moving between EU countries: often no apostille at all
EU rules on public documents mean that when you present an original document, or a certified copy, issued by the authorities of one EU country to the authorities of another, they must accept it as authentic without an apostille. This covers documents about:
- birth, being alive, death and name;
- marriage (including capacity to marry and marital status), divorce, legal separation and annulment;
- registered partnership and its dissolution;
- parenthood and adoption;
- domicile or residence, and nationality;
- absence of a criminal record, and voting rights in municipal and European elections.
One limit: these rules cover the authenticity of a document, not its legal effect. A country must accept a same-sex marriage certificate from another EU country as authentic without an apostille, for example, but isn't obliged to recognise the marriage if its own law doesn't.
Translations and the multilingual standard form
Within the EU, you don't need an official translation if your document is in an official language of the country where you present it, or in another language that country accepts. Otherwise, you can ask the authorities that issued your document for a multilingual standard form and present it together with the document instead of a translation. The receiving authority may exceptionally ask for a certified translation if it can't fully understand the document.
Documents from outside the EU
- From a Convention country: get an apostille from the Competent Authority in the country that issued the document. The HCCH publishes the list of contracting parties and their Competent Authorities.
- From a non-Convention country: the apostille route isn't available, so the traditional legalisation requirement applies. Ask the receiving authority, or its embassy, exactly what it accepts.
- Translations: many immigration offices want sworn or certified translations. Ask before you pay for one.
A document checklist for a move
- Birth certificate — for residence, marriage and family applications.
- Marriage or partnership certificate — for family reunification.
- Criminal-record certificate — often requested for work permits and some jobs; check how recent it must be.
- Degree certificates and transcripts — for qualification recognition and skilled-work permits.
Once you've arrived, local offices will expect you to explain what you're submitting. Language Lab teaches the language of those appointments, in 50 languages.
Key takeaways
- Apostille: one certificate from the issuing country; 130 Convention parties.
- EU to EU: no apostille for civil-status documents, nationality, residence or criminal records.
- No translation needed within the EU when a multilingual standard form is available.
- Outside the Convention: traditional legalisation — ask the receiving authority.
FAQ
Do I need an apostille for a birth certificate from one EU country used in another?
No. Under EU rules on public documents, a birth certificate issued in one EU country must be accepted as authentic in another without an apostille. You can also ask for a multilingual standard form instead of a translation.
How many countries accept apostilles?
The HCCH 1961 Apostille Convention has 130 contracting parties. Documents from those countries can be authenticated with a single apostille instead of the full legalisation process.
Is an electronic apostille valid?
Yes. The HCCH states that an e-Apostille is just as valid as a paper one, cannot be refused simply for being electronic, and must be accepted by all contracting parties.
Who issues an apostille?
Only the designated Competent Authority of the country where the document was issued. The HCCH publishes the list of Competent Authorities but does not issue or verify apostilles itself.
Sources (official only)
Verified against the official pages above on 26 September 2026. Information, not legal advice.