If you have international transactions and you need to make your papers acceptable around the world, today’s post will help you figure out the steps. We'll break down the process so it's easy to understand and give you a full picture of what you need to do to ensure your documents are accepted in Switzerland. Every step we outline is really important to make sure your paperwork is good to go, both legally and in terms of the language. Come along with us as we go through the details of making your documents official in Switzerland.
Document legalisation is the process of giving your document an official stamp of approval. It's a process where authorities confirm that your document is genuine and valid. This is important when you're dealing with papers that need to be recognised in another country. It shows that your document follows the rules and standards set by the government or relevant authorities. In Switzerland, documents can be legalised in two ways: By Hague apostilles and by Consular Legalisations.
An apostille is a form of legalisation that requires using a special stamp or certificate that makes a document valid and proves its origin by confirming the legitimacy of the signature and the authority of the official who signed it. It's a simplified way of proving that the document is real and official. Apostille legalisation ensures that documents are recognised as valid in countries that are part of the Hague Convention of 1961 on the Simplification of the apostille. It simplifies the process of cross-border document recognition, eliminating the need for additional certifications like consular legalisation in member states.
156 countries are part of the Hague Convention, and 65 of these countries are connected parties, which means that they are partial members or are in the process of becoming full, permanent members. The other 91 countries are permanent members of the convention and Switzerland is a part of them. The Swiss apostille document comes in the form of a rectangular printed stamp that carries the Swiss national emblem, the handwritten signature of the apostille official and an official seal. At the top of the apostille stamp reads “Apostille”, and at the bottom, it specifies the authority that issued it. Beneath the apostille heading is a reference to the Hague Convention in French (Convention de la Haye du 5 octobre, 1961). The apostille also contains some information about the document such as the apostille number and the date it was issued.
In Switzerland, the designated competent authorities responsible for issuing apostilles are:
People typically need to legalise a range of documents for various purposes, depending on their needs. The European Union has now authorised some documents to be exempt from legalisation. Still, common documents that people often legalise in Switzerland include:
Consular legalisation is the process of confirming or certifying legal documents and ensuring their recognition and acceptance by another country's legal system. This extra layer of verification is carried out by the diplomatic or consular mission in Switzerland representing the country where the document is intended for use. For Example, a Swiss document to be used in Congo will be legalised by the Congolese Embassy in Switzerland.
It is usually used between countries that are not part of the Hague Convention or when one of the states involved has raised objections to the other's accession. Consular legalisation can be a more expensive and time-consuming process compared to just getting an apostille stamp. This is because various local authorities and the diplomatic mission of the destination country are involved in this legalisation process. Several additional certifications are required before your document can receive approval in Switzerland at the embassy or consulate of the destination country.
Here is a simple guide to legalising your Swiss-issued documents in Switzerland if you are going to other countries:
Step One - Get the Original Documents: Ensure you have the original document or an official copy issued by the relevant Swiss authorities. Make sure that the copy has the official seal and signature of the institution and is a true copy of the original.
Step Two - Translate the Document: If the document is not already in the official language of the destination country, you'll need to get a notarised translation. This certified translation should be done by a certified translation service in Switzerland. Certified translation services ensure your documents are translated accurately and legally.
Step Three - Have Them Certified: Certify your documents by getting them notarised. Translayte offers you a place to translate and notarise your documents in one step. All you have to do is select the “notarisation” option while placing your order. This certification verifies the authenticity of the document and the signatures on it. For certain Swiss documents, you will need to have them certified by the necessary authorities. Such documents and their corresponding authorities include:
Step Four - Get the Apostille from the Responsible Authority: There are two ways to get an apostille in Switzerland. You can get one in person or send it by post. To get one by post, send the following documents to the relevant authorities:
Once the apostille is affixed, you will receive the legalised document by mail together with the payment invoice. Make payments for the apostille service to the accounts specified on the invoice.
To get an apostille in person, visit either the Federal Chancellery or the relevant Canton. You do not need an appointment to visit and you do not need to go by yourself. You are free to send a representative. To get barrier-free access to the premises, you can contact the Canton or Chancellery in advance via telephone for further information. You are expected to do the following when you go to get the apostille:
If you are certifying more than 5 documents at a time, you will have to submit the documents and pick them up 1 - 5 days later. After your apostille has been affixed, your document is now valid for use in countries that are party to the Hague Convention.
Step Five - Send the Document to the Embassy or Consulate (for Consular Legalisation): If the receiving country does not recognise the Hague Convention, you will need to visit their embassy or consulate in Switzerland and further legalise the document according to their requirements. After this step, you can use your document in the receiving country.
To get a notarised translation in Switzerland online, follow these steps:
1. Visit the Translayte website.
2. Click on “Order Certified Translation”.
3. Select “Certified Translation”,then select the target and source language, and your preferred turnover time.
4. Upload the document you want to translate. Ensure the file has been named correctly.
5. Select either the Standard, Specialist or Professional translation services, based on your needs and budget.
6. Specify that you want a “notarised translation” and any other specifications you prefer for your document.
7. Place your order and wait for your translation. Your translation will be delivered to you either by email or by post on or before the stipulated time.
Getting an apostille on document(s) to be used in Switzerland is the process of legalising documents that will be used in Switzerland, according to the legal requirements of the Swiss authority receiving the document(s). Authorities such as Notaries, or the Embassy do the attestation of documents, however, the final attestation is done by the Ministry of Foreign Affairs of your country.
Here’s the process for getting an apostille in your country for documents going to Switzerland:
1. Identify the Competent Authority: Find out the authority responsible for issuing apostilles in your country. The competent authority issuing apostilles in most countries is usually the Ministry of Foreign Affairs. If it is a different authority, make sure to identify them.
2. Prepare Your Documents: Make sure your documents are in order and meet any requirements set by the Ministry of Foreign Affairs in your country. This usually includes notarisation, getting an official translation of documents or other authentication steps. The documents you will be expected to take along with you usually include:
3. Submit the Documents: Submit your documents to the Ministry of Foreign Affairs along with any required fees set by your country. This can often be done in person or through their designated channels.
4. Wait for Processing: Wait for the Ministry of Foreign Affairs to process your request. Processing times for every country are different, so it's advisable to check with them for an estimated time.
5. Receive the Apostilled Documents: Once the apostille is issued, you can either pick up the documents in person or have them mailed to you, depending on the options provided by the Ministry of Foreign Affairs in your country. Before travelling to Switzerland, ensure that the apostille has been properly affixed as per the requirements of the Hague Apostille Convention. Here are some of the things to check for:
The official languages of Switzerland are French, Italian, German and Romansh but you can get an apostille in Switzerland in either German, French, Spanish or Portuguese, depending on the Canton you live in. Every foreign document that is not in any of these languages needs to be translated by a certified translator in Switzerland. Translayte is your best bet for getting locally relevant professional translation services such as English to German translations, English to Spanish translation, English to French translations and vice versa. Meeting the standards set by international authorities is our top priority.
Our professional Swiss translators ensure that your documents are not just translated, but are in line with Swiss standards. Give it a try and request a free quote in a few easy steps.
Yes, Switzerland is among the 156 countries that are part of the Hague Convention and issue apostilles.
To get a document apostilled in Switzerland, you have to contact the Federal Chancellery or the Cantonal authorities, submit the original documents to them, pay the requested fees and you will get an apostille.
An apostille in Switzerland costs between 15 to 30 Swiss Francs.
