What is legalisation?

Within the Netherlands, a certified translation is legally valid. However, for use abroad, additional legalisation may be required. Legalisation confirms the authenticity of the translator’s signature and official status, offering additional assurance that the receiving authority abroad can trust the translation. 

Legalisation is a process by which a government authority certifies that a signature on a document belongs to someone with the proper authority. For certified translations, legalisation does not concern the content of the translation, but only the translator’s identity and the authenticity of their signature. 

Two types of legalisation procedures 

The type of legalisation required depends on the country in question. There are two main procedures: 

  1. The simplified procedure (apostille): for countries that are party to the Hague Apostille Convention (1961).
  2. The extended procedure: for countries that are not party to this convention.

It is always advisable to check in advance with the receiving authority what exactly is required. 

Apostille procedure 

For documents destined for a country that is party to the Apostille Convention, an apostille is sufficient. 

  • Authority: the District Court of Amsterdam (or any other Dutch court) can certify the translator’s signature. 
  • Applicant: the apostille may be requested either by the translator or by the client. 
  • Costs: the court charges a fee for issuing an apostille. 
  • Result: the document receives an apostille stamp, confirming that the sworn translator’s signature is recognized and that the translator is registered in the Rbtv.

With an apostille, no further legalisation is needed by embassies or ministries, making it a relatively quick and straightforward process. 

Extended procedure 

For countries outside the Apostille Convention, the procedure is longer and more complex, usually involving the following steps: 

  1. Court: certifies the translator’s signature and status.
  2. Ministry of Foreign Affairs: legalizes the court’s confirmation. In some cases, the Ministry of Justice is also involved.
  3. Embassy or consulate of the destination country: legalizes the confirmation from the Ministry.

This process can take anywhere from several days to several weeks and involves additional costs. It is therefore important to inquire in advance about the requirements of the receiving authority. 

Legalisation of the source document 

A sworn translator usually works from a copy of the source document. However, some receiving authorities require that the original document itself be legalized first-as for example with diplomas or notarial deeds. 

In such cases, the process typically looks like this: 

  1. Have the source document legalized (court for Apostille countries; or Consular Service Centre (CDC) and then embassy/consulate for non-Apostille countries).
  2. Have the legalized document translated by a sworn translator.
  3. Finally, legalize the certified translation itself, via either an apostille or the full extended procedure.

In many cases, you can arrange document legalisation yourself. However, due to the time and complexity involved, many people prefer to have these steps handled on their behalf. As a sworn translator based in Amsterdam, I can assist with the legalisation process if required. 

Please feel free to get in touch if you need a document both translated and legalized. By checking the relevant requirements of the receiving authority well in advance, you can avoid unnecessary delays and extra costs.