Documents That Commonly Need Certification

Typical document classes presented for certification before use abroad, and why foreign authorities ask for it.

Civil status records — birth certificates, marriage certificates, death certificates — are among the documents most frequently requested with an apostille. Foreign authorities ask for certification because these records are used to establish legal identity, family relations or marital status.

Educational diplomas and transcripts follow the same route when a person applies to a foreign university or employer. Where the diploma is issued by a public institution it is a public document under the convention; where it is privately issued, an official certificate endorsed on it makes it eligible.

Court documents — judgments, orders and certificates of no criminal record — are requested for immigration, family law and professional recognition proceedings. They are public documents in the sense of the convention and are apostilled by the designated authority of the issuing state.

Notarial deeds, including powers of attorney and affidavits, are expressly within the convention's scope. A notary public validates signatures, administers oaths and affirmations, takes affidavits and authenticates the execution of certain documents, after which the apostille attaches to the notarial act.

Administrative documents — registry extracts, police clearance certificates, tax residence confirmations — are public documents issued by public bodies and follow the same route through the competent authority. The word apostille comes from French, meaning a marginal or bottom note, derived from the Latin post illa.

The common thread is that foreign authorities want evidence that the issuing signature and seal are genuine. The apostille provides that evidence for the 130 contracting states as of September 2026, and removes the need for further certification by the destination state where the convention applies.

• Birth, marriage and death certificates — establish legal identity and family relations.
• Diplomas and transcripts — support recognition by foreign universities and employers.
• Court judgments and clearance certificates — used in immigration and professional proceedings.
• Notarial deeds and powers of attorney — authenticated by a notary, then apostilled.
• Administrative and registry extracts — issued by public bodies, apostilled by the designated authority.
• Certified copies of private documents — eligible once an official certificate is endorsed on them.

Further reading

• Getting an Apostille, Step by Step
• Notarization vs Apostille