Legalisation of documents
- What is a legalisation?
- What is an apostille?
- Can a document be legalised with both an apostille and a legalisation certificate?
- My document must be translated before it is legalised. Can the Judicial Office do the translation?
- Which documents can the Ministry for Foreign Affairs legalise immediately?
- Which documents must be certified by a Notary Public before they are legalised?
- What do I do and how much does it cost?
- What should I keep in mind when I send documents to the Judicial Office?
- Can the Judicial Office determine which of my documents need to be legalised?
- Can I have my document legalised at a Swedish embassy?
- How long will it take before I receive my document?
What is a legalisation?
Legalisation means that the Ministry for Foreign Affairs confirms that a signature, stamp or seal on a Swedish document is genuine and verifies the capacity in which the signatory signed it. Accordingly, legalisation has no bearing on the content.
Legalisation certificates are to be issued by the Ministry for Foreign Affairs or, in exceptional cases, by a Swedish embassy. In most cases legalisation must also be confirmed by the foreign embassy in Stockholm representing the country in which the document is to be used.
What is an apostille?
By international agreement, an apostille can be issued for documents that are to be used in another country that is party to the conventions. When an apostill stamp is attached to a document, it is exempted from all forms of confirmation, i.e., no further validation from a foreign embassy is normally required.
A complete list of countries that are party to the conventions is available at the Hague Conference website.
As of 1 January 2005, only Notary Publics have the authority to issue an apostille in Sweden. Notary Publics are appointed by the county administrative board in each county.
My document must be translated before it is legalised. Can the Judicial Office do the translation?
No, the Ministry for Foreign Affairs cannot provide help when it comes to translation. However, legalisation can be done in any of the following languages: English, French, German, Spanish and Swedish.
To legalise a translation, the translator must be certified by the Legal, Finacial and Administrative Services Agency as a translator (NB! not an interpreter)
Which documents can the Ministry for Foreign Affairs legalise immediately?
A legalisation certificate can be issued for official documents from a Swedish government agency or from certain other Swedish authorities.
NB! All documents must have an official's original signature and the name printed in block letters.
The following documents can be legalised immediately:
- documents issued by government agencies (the Swedish Patent and Registration Office, the Medical Products Agency, the Swedish Migration Board, the National Board of Health and Welfare, etc.)
- all documents issued by the Tax Agency (birth certificates etc.)
- extracts from registers and other police documents
- court documents, such as divorce papers from district courts
- extracts from christening, birth and marriage records from parish civil registration offices
- marriage certificates from the Church of Sweden and civil marriage officials (not including free churches or foreign religious communities), other documents from the Church of Sweden
- grades/certificates from universities, colleges, municipal schools (not independent schools)
- documents signed by a Notary Public
- documents signed by a Swedish chamber of commerce, translations done by an authorised public translator (certified by the Legal, Financial and Administrative Services Agency)
This is not a complete list so be sure to contact the Judicial Office if you have any questions.
Which documents must be certified by a Notary Public before they are legalised?
Which documents must be certified by a Notary Public before they are legalised?
- Copies (lacking an original signature)
- Documents issued by private individuals (if that person is not included in Sweden's Official Directory)
- Marriage certificates and other documents from foreign religious communities in Sweden
- School reports from independent schools
- Documents issued outside of Sweden (for example, we cannot legalise an American Notary Public)
A Notary Public certifies the document. The Ministry for Foreign Affairs legalises the Notary Public's signature.
Invoices, VAT reports, certificates of origin, registration of trademarks and other import and export documents must be certified by a chamber of commerce or a Notary Public before the Ministry can legalise them.
Please contact the Judicial Office in advance if you are uncertain as to what rules apply for
To legalise a translation, the translator must be certified by the Legal, Financial and Administrative Services Agency as a translator (NB! not an interpreter).
The Judicial Office does not translate documents.
A list of certified translators can be obtained from the Legal, Financial and Administrative Services Agency, or the Judicial Office can make recommendations.
If a document is signed by a private person, the Ministry for Foreign Affairs can only issue a legalisation certificate if the name is certified by a Notary Public. Letters signed by private individuals whose names are included in Sweden's Official Directory can be legalised. Ask the Judicial Office if there is something you are uncertain about.
What do I do and how much does it cost?
Documents that are to be legalised can be handed in to the Judicial Office or sent by post.
When documents are sent by post, you must indicate the country where the document will be used as well as your name and address. Also indicate whether you wish the legalisation to be done in Swedish, English, French Spanish or German.
You only need to send the original document you wish to have legalised to the Ministry for Foreign Affairs. The Ministry does not need copies for its archive.
Unless another agreement has been made with the Judicial Office, the legalised document will be sent back to you cash on delivery.
If you wish the Ministry for Foreign Affairs to forward the document to an embassy in Stockholm, you must include a stamped, addressed envelop (with the embassy's address) along with the legalisation fee. If you pay by cheque, it must be made out to the Ministry for Foreign Affairs.
Cost: SEK 160 SEK per stamp.
Payment can be made from abroad by means of a cheque that is cashable at a Swedish bank or by payment to the Ministry for Foreign Affairs' bank account, Swedbank 8901-1 903.839.855-9, specify SWIFT SWEDSESS and fill in (SCR). IBAN SE61 8000 0890 1190 3839 8559. Also send a copy of the deposit slip to the Judicial Office.
What should I keep in mind when I send documents to the Judicial Office?
The document must always have an original signature (with the name printed in block letters), which means that you cannot fax it to us. It is also important to determine who issued it. Your document may first need to be certified by a Notary Public, a chamber of commerce or another party.
In addition to your own name and address, you must also specify which country the document is to be used in.
Unless another agreement has been made with the Judicial Office, the document will be sent back cash on delivery.
Can the Judicial Office determine which of my documents need to be legalised?
No. It is up to you to find out which documents the foreign authority requires of you. This varies from country to country.
UpCan I have my document legalised at a Swedish embassy?
In certain cases, embassies can legalise a document.
How long will it take before I receive my document?
Documents that are submitted in person can be picked up after two working days (they can also be sent back by post).
Documents sent by post: 2-5 days. In some cases more time is needed due to a heavy workload.
