Summary
An Apostille in Germany certifies that a public document, signature or seal is genuine and valid for use abroad under the Hague Convention. The responsible authority depends on whether the document is issued federally or by a specific state. The apostille confirms only the authenticity of the document’s origin, not its content. If the target country is not part of the Convention, you may instead need full legalisation through diplomatic channels.
Contents
What is an apostille?
An apostille is an internationally recognised certificate that verifies the authenticity of a public document, including its signature and official stamp or seal. It was introduced by the 1961 Hague Convention on the Exemption from Legalisation of Foreign Public Documents to simplify cross-border document authentication.
With an apostille, public documents can be used abroad without undergoing lengthy legalisation procedures. This
significantly speeds up international administrative processes.
Apostilles are often required when submitting foreign documents to Germany authorities, for example in
connection with company formation in Germany with founders from abroad.
📌 An apostille enables official documents to be recognised internationally without further legalisation.
When can the Hague Apostille be used?
A Hague Apostille can only be issued and recognised between countries that are members of the Multilateral Hague Convention. These states mutually accept apostilles as a simplified form of document authentication.
The current list of member states is available on the website of the German Federal Foreign Office. As of August 2018, 115 countries participate in the Apostille Convention, including almost all European states as well as China, Australia, India, Canada, Japan and the USA.
📌 Only member states of the Hague Convention may issue and accept an apostille.
What does an apostille look like?
An apostille is added directly to the document that needs authentication. It appears as a 9×9 cm square stamp and must always contain the title “Apostille (Convention de La Haye du 5 octobre 1961)”. All other information may be completed in the issuing country’s national language.
In many cases, the receiving authority abroad will request a certified translation instead of the original document. Depending on the document type, this translation may need to be prepared by a sworn translator. This step is particularly important if you intend to form a company in Germany from abroad or submit official documents in another country.
How does an apostille differ from legalisation?
Both an apostille and legalisation serve the same basic purpose: they authenticate public documents, signatures or stamps so the receiving country can trust their validity. Once authenticated, the document gains the same evidential value as one issued locally.
The differences lie mainly in the procedure and the processing time. An apostille is a simplified, standardised method used between member states of the Hague Convention, while legalisation is a more complex, multi-step process used for countries outside the Convention. As a result, legalisation typically takes longer and involves more authorities.
Main differences at a glance
| Apostille | Legalisation | |
| Use | Use only possible between members of the Hague Convention | Use between states of which one or both are not members of the Hague Convention |
| Administrative burden | Lower certification required only by the competent office in the country of issue |
Higher certification by several authorities necessary |
| Pre-certification | Not necessary | Pre-certification by the issuing authority required |
| Authentication by consular representation | Not necessary | Required |
For an apostille, a document only needs to be certified once by a competent authority in the issuing country. This single-step process is why apostilles are considerably faster and easier.
Legalisation requires multiple steps. The document must first receive preliminary certification from the competent authority in the issuing country. After that, it must be legalised by the consular mission of the country where the document will be used. Because several authorities are involved, legalisation is more time-consuming and complex than obtaining an apostille.
The legalisation procedure has largely been replaced by the Hague Apostille Convention. For all member states of this convention, a single apostille is sufficient to authenticate documents, making international document exchange significantly faster and simpler.
Countries that are not members of the Hague Convention still require the traditional legalisation process, which involves multiple authorities and takes more time.
📌Apostilles exist to replace the lengthy and complex legalisation process wherever possible.
How do I apply for an apostille?
You must apply for an apostille in the country where the document was issued. Each member state of the Hague Convention designates its own competent authorities. A full list is available on the official website of the Hague Conference.
Fees vary by country. In Germany, an apostille typically costs €15–€35 per document, depending on the federal state.
If the receiving country requires a translation, the apostille must be issued on the translated document, not on the original. Check in advance whether a certified or sworn translation is required to avoid delays.
Be aware that even if two countries are Hague Convention members, they may not recognise each other’s apostilles. A state can formally raise objections. For example, Germany does not recognise apostilled documents issued in India — in such cases, the traditional legalisation procedure is required.
📌 Key point: Apply for the apostille in the document’s country of issue.The responsible authority is listed by the Hague Conference.
Where can I get an apostille in Germany?
In Germany, the authority responsible for issuing an apostille depends on the type of document. There is no single nationwide office, so the issuing authority varies by document category and federal state.
Federal documents
Apostilles for federal documents are issued by the Federal Administration Office (Bundesverwaltungsamt).
Patent-related documents
Documents issued by the German Federal Patent Court or the German Patent Office are authenticated by the President of the German Patent Office.
Documents issued by federal state authorities
Responsibility varies by state, but as a rule, the issuer of the document can tell you which authority handles apostilles. Typically documents from administrative authorities (not judicial authorities) are certified by the Ministries of the Interior, State Administrations, District Governments, or the President of the Government.
Examples:
- Berlin: State Office for Citizens and Regulatory Affairs
- Lower Saxony: Police Headquarters
- Rhineland-Palatinate: Supervisory and Service Directorate, Kaiserslautern
- Saxony: Regional Offices in Chemnitz, Dresden and Leipzig
- Saxony-Anhalt: State Administration Office, Magdeburg
- Thuringia: State Administration Office, Weimar
Judicial and notarial documents
Documents issued by judicial authorities, ordinary courts (civil or criminal), and notaries are certified by the Ministries of Justice or the Presidents of the respective courts.
Other courts
Documents from other courts may fall under the jurisdiction of:
- Ministries of the Interior
- District Governments
- Ministries of Justice
- Presidents of Regional or Official Courts
Validity of documents
Most documents requiring an apostille or legalisation must be no older than six months. In some cases, the allowed timeframe may be as short as three months.
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Conclusion
For founders working internationally, applying for an apostille in Germany early ensures your documents are accepted abroad without extra authentication steps. Check whether your target country recognises the Hague Convention and whether you need personal or corporate documents apostilled. Where legalisation is required instead, plan for longer processing times and additional costs. A correctly prepared apostille protects your business activities, avoids administrative obstacles and supports smooth cross-border operations.
