Apostille vs legalisation: which do you need?
An apostille is a single stamp that confirms a document's authenticity for use in the 120-plus countries that have signed the Hague Apostille Convention. Consular legalisation is a multi-step procedure required for countries outside the convention. In both cases a sworn translation is usually needed as well.
Do you want to use a Dutch document abroad, or submit a foreign document in the Netherlands? Then you are probably wondering whether you need an apostille or consular legalisation. This page explains the difference and helps you make the right choice.
Apostille vs legalisation — comparison
An overview of the differences between an apostille and consular legalisation
| Feature | Apostille | Consular legalisation |
|---|---|---|
| Definition | Single official stamp confirming authenticity | Multi-step procedure for recognition in non-convention countries |
| Applies to | Countries that signed the Hague Apostille Convention (120+) | Countries outside the convention (e.g. China, UAE, Vietnam) |
| Competent authority | A Dutch court (for public documents) | Court → Ministry of Foreign Affairs → embassy/consulate |
| Number of steps | 1 stamp at the court | 5-step chain: translation → court → Foreign Affairs → embassy → delivery |
| Is a sworn translation needed? | Yes, in most cases required by the receiving country | Yes, almost always required as part of the legalisation chain |
| Turnaround | On average 5–10 working days through the court | On average 4–8 weeks depending on country and embassy |
Ready to continue? Acceptance guarantee, Rbtv-sworn, a reply within one working hour.
Key concepts explained
What is an apostille?
An apostille is an official stamp that a competent authority — in the Netherlands a court — places on a document to confirm the authenticity of the signature, the stamp or the capacity of the signatory. It is a simplified form of legalisation between countries that have signed the Hague Apostille Convention.
The Apostille Convention (formally the Hague Convention of 5 October 1961) came into force to simplify the international exchange of official documents. An apostille is recognisable as a stamp or certificate in the shape of a square.
Source: Hague Conference on Private International Law (HCCH) · Last updated:
What is consular legalisation?
Consular legalisation is a procedure in which a document is legalised in turn by the court, the Ministry of Foreign Affairs and the embassy or consulate of the destination country. This procedure is required for countries that have not signed the Apostille Convention.
The full chain usually consists of the following steps: (1) a sworn translation by an Rbtv translator, (2) legalisation at the court, (3) legalisation at the Ministry of Foreign Affairs, (4) legalisation at the embassy or consulate of the destination country, and (5) delivery of the legalised document.
Source: Netherlands Worldwide — Ministry of Foreign Affairs · Last updated:
When do you choose an apostille and when legalisation?
You choose an apostille when the document is destined for a country that has signed the Hague Apostille Convention, such as the US, the UK, Australia, Spain, Germany or more than a hundred others. You choose consular legalisation when the destination country has not signed the convention, such as China, Vietnam or the UAE.
Within the European Union an apostille is often not needed, because EU member states mutually recognise each other's official documents. Always check the requirements of the receiving authority in the destination country.
Source: Rijksoverheid · Last updated:
Which authority issues an apostille in the Netherlands?
In the Netherlands an apostille is issued by a court. The court is competent for apostilles on public documents such as civil-status records, notarial deeds and documents from government bodies.
For some documents, such as sworn translations, you first have the translation legalised at the court and then apply for an apostille. We arrange this entire process for you.
Source: Rechtspraak.nl · Last updated:
Do I need a sworn translation as well as an apostille?
In most cases, yes. The receiving country usually requires the document to be translated into its language by a sworn translator, after which an apostille is placed on the translation. The exact order of translating and applying for the apostille differs by country.
We always advise you to check the requirements with the receiving authority first. In some cases an apostille on the original document together with a sworn translation that needs no apostille is enough.
Source: Netherlands Worldwide · Last updated:
Which countries fall under the Apostille Convention?
More than 120 countries have signed the Hague Apostille Convention, including all EU member states, the US, Canada, the UK, Australia, Brazil, India, Japan and South Africa. A full list is available through the HCCH website.
Countries that have not signed the convention, such as China, Vietnam, Saudi Arabia and the UAE, require consular legalisation. Some countries are on the treaty list but are not active in practice; always check beforehand.
Source: Hague Conference on Private International Law (HCCH) · Last updated:
How does the consular legalisation procedure work?
The consular legalisation procedure in the Netherlands runs in stages: first the document is translated by an Rbtv-sworn translator, then legalised at the Dutch court, next at the Ministry of Foreign Affairs and finally at the embassy or consulate of the destination country.
The total turnaround is usually 4 to 8 weeks, depending on the processing times of the authorities involved. We handle this entire process for you, including the sworn translation and all stamps.
Source: Netherlands Worldwide · Last updated:
Frequently asked questions
Can I apply for an apostille myself?
Yes, you can apply for an apostille yourself at the competent court. We also offer a complete service in which we handle the entire process for you, including the sworn translation, so you do not have to visit a counter.
How long does it take to get an apostille?
Through the Dutch court it usually takes 5 to 10 working days to obtain an apostille. In urgent situations some courts allow you to request expedited handling.
Is an apostille needed for use within the EU?
For most documents an apostille is not needed within the EU; member states mutually recognise each other's official documents. There are exceptions, such as for use with private institutions or universities. Always check the specific requirements of the receiving party.
Which documents can receive an apostille?
Public documents such as civil-status records, notarial deeds, court rulings, diplomas issued by a public institution and sworn translations can receive an apostille. Private documents without an official character usually do not qualify.
What does an apostille cost at Beëdigde Vertaling Online?
Our service fee including court charges for an apostille is €99 excluding VAT. Any sworn translation you also need is charged separately: €39 for the first page for Dutch ↔ English/French and €59 for the first page for other languages.
How long does consular legalisation take?
Consular legalisation usually takes 4 to 8 weeks, depending on the processing times at the court, the Ministry of Foreign Affairs and the embassy of the destination country. We keep you informed of progress.
My document is in another language: can I still apply for an apostille?
Yes, but in most cases you first need a sworn translation. The apostille is then placed on the sworn translation or on the original document, depending on the requirements of the destination country.
What is the difference between legalisation and legalising?
Legalisation and legalising are used interchangeably in practice. Both refer to officially confirming the authenticity of a document or signature by a competent authority.
Can I use a foreign apostille in the Netherlands?
Yes, an apostille issued by a foreign authority is valid in the Netherlands for documents intended for use with Dutch authorities, provided the country that issued the apostille has signed the Hague Apostille Convention.
Do I need an apostille for a marriage abroad?
That depends on the country where you are getting married. Many countries require your Dutch documents (birth certificate, civil-status extract) to carry an apostille and a sworn translation. Check with the local authorities or the Dutch embassy in the destination country.
What if my apostille application is refused?
An application can be refused if the document does not qualify for an apostille or if there are formal defects. We help you assess in advance whether your document is suitable and guide you through any corrective steps.
What do I need an apostille for?
You need an apostille when you want to use a Dutch official document in a country that has signed the Hague Apostille Convention. The apostille confirms the authenticity of the signature and stamp on the document, so the foreign authority can recognise it without further legalisation.
How do I obtain an apostille?
In the Netherlands you apply for an apostille at the competent court for public documents. We can handle this process for you in full, including the sworn translation. Check our apostille page for the options and turnaround times.
What does it mean for a document to be legalised?
Legalisation means that the authenticity of a signature, stamp or the capacity of the signatory has been officially confirmed by a competent authority, so the document is recognised abroad. With consular legalisation the document passes through a chain of the court, the Ministry of Foreign Affairs and the embassy of the destination country.
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