A bank in one country asks for a company's articles from another, a regulator wants a registry extract, a counterparty needs a power of attorney for the signatory. And almost always comes the phrase: "apostilled and translated". Without knowing the sequence, collecting documents drags on for weeks. Here is how to handle apostilles and legalisation as part of preparing corporate documents.
In short: if both countries are parties to the 1961 Hague Convention, an apostille is enough. If not, consular legalisation is needed, which takes longer. Translation usually comes after the apostille, and the order of steps matters more than the speed of each.
Apostille vs legalisation
| Parameter | Apostille | Consular legalisation |
|---|---|---|
| When needed | Both countries are Hague Convention parties | At least one country is not a party |
| Who issues it | The competent authority of the issuing country | A chain: authorities of the issuing country and the consulate of the destination country |
| Timing | Usually one day to a few weeks | Usually longer: several stages |
| Result | A stamp or e-apostille | Several legalisation endorsements |
Documents that usually need an apostille
- Certificate of incorporation and registry extract.
- Articles of association and amendments.
- Registers of shareholders and directors, certificate of incumbency.
- Resolutions and powers of attorney signed for use abroad.
- Notarised copies of directors' and beneficial owners' passports.
The right sequence
- Clarify the recipient's requirements. Which documents, how recent the extract must be, whether notarised copies are needed, which translation language.
- Obtain originals or certified copies. An apostille is placed on an official document or a notarised copy.
- Apostille or legalise in the country that issued the document.
- Translate. Usually the whole document including the apostille, sometimes with certification in the destination country.
- Check validity periods. Many recipients accept extracts no older than 3–6 months.
How to save time
- Order several apostilled sets at once — you will need them for banks and partners.
- Use e-apostilles where available.
- Prepare documents for several recipients in parallel when requirements overlap.
- Keep a calendar of expiry dates for extracts and powers of attorney.
Frequently asked questions
Can an apostille be placed on a copy?
Usually on a notarised copy, yes. A plain uncertified copy does not qualify.
Does the apostille need translating?
Often yes: recipients want the whole document translated, apostille included. Confirm this in advance.
How long is an apostille valid?
The apostille itself does not expire, but recipients often require recent documents — for example a registry extract no older than a few months.
Need company documents ready for another country? Send a request on the corporate documents page and we will list the recipient's requirements and organise apostilles, legalisation and translations. If the documents are for a bank, we add KYB/KYC support.