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How to authenticate a document when the embassy is not an option and the Hague Convention applies
Legalising a document is often a necessary step when you need to use official papers in a foreign country. While the traditional method involves contacting your embassy or consulate, there are situations when this option may not be available or convenient. If you are in a situation where the embassy is not an option, and the Hague Convention on the Abolition of legalisation requirements for foreign public documents (commonly known as the Hague Apostille Convention) applies, there are alternative steps you can take to authenticate your document.
Understanding the Hague Apostille Convention
The Hague Apostille Convention, which was adopted in 1961, simplifies the process of document legalisation between countries that are signatories to the convention. Instead of the traditional and often lengthy consular legalisation process, the apostille provides a quicker, standardised form of authentication.
An apostille is a certificate that verifies the authenticity of the signature, seal, or stamp on a document. It is recognized by all countries that are parties to the Hague Convention, making it an essential tool for international legal matters.
Steps to legalise a document
If the embassy is not an option for legalising your document, and the Hague Convention applies, here’s what you can do:
- Book a meeting with notary
The first step is to book an appointment with a notary.
On domstol.dk – Notarbooking section – you will find information on available notaries and the steps to schedule your visit.
Make sure to bring the original document and any identification document required by the notary. - Apply for the apostille
The next step is to apply for an apostille. In Denmark, the Ministry of Foreign Affairs is responsible for issuing apostilles. You can apply for the apostille either in person or online by visiting the Ministry of Foreign Affairs website, where you can find detailed information and instructions for the apostille request process in section Travel and residence – Legalisation/Apostile.
The apostille will be affixed to the original document, certifying that the document is genuine and legally recognized. - Document translation (if necessary)
In some cases, the document may need to be translated into the official language of the country where it will be used. The apostille process typically does not include translation services, so you may need to arrange for a certified translator to translate the document before it can be accepted by foreign authorities.
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