Consular Legalisation, Apostille – Translation, notarization

Currently, there are numerous foreigners who come to Vietnam to reside, work (as well as Vietnamese go abroad for working, residing). During the time they live in Vietnam, foreigners will have to use documents issued by competent authorities outside of Vietnam (legal clearance, certificate,). In order to use these documents in Vietnam (as well as using Vietnam Documents in foreign countries) they have to go through Consular Legalisation/Apostille, as well as translation, notarization.

“Consular Legalisation” is an act that Viet Nam competent authorities certify signature, stamp, designation on papers, documents issued by foreign country so that the documents, paper can be certificated and used in Vietnam

“Apostille” is an act that Viet Nam competent authorities certify signature, stamp, designation on papers, documents issued by foreign country so that the documents, paper can be certificated and used in foreign country

“Notarized translation” is an act of competent authority (Legal Department) notarized the translator signatures in the translated documents to certify the eligibility regarding the content between the original and the translated documents.

Relevant Legal Document

1. Decision 111/2011/NĐ-CP about Consular Legalisation, Apostille
2. Decision 23/2015/NĐ-CP about issuing copies from the original version, true copy, signature, contract and transaction apostille,
3. Circular 01/2012/TT-BNG orient Decision 111/2011/NĐ-CP about Consular Legalisation, apostille

Application for Consular Legalisation (in Viet Nam)

Applicant shall submit the application that includes:

1. 01 declaration about Consular legalisation follow the samples.
2. Paper documents that need Consular Legalisation, which has been certificated by diplomatic company, consular company or other company that has been authorised to conduct diplomatic responsibility.
3. 01 translated version of the papers, documents that request consular legalisation, translated to Vietnamese or English if these above documents, papers are not written in either languages.
4. 01 scanned pictures of papers, documents to be recorded in the Ministry of Foreign Affairs.
5. Application about Apostille (in Viet Nam)

Applicants shall submit the application includes:

1. 01 declaration about Consular legalisation follows the samples.
2. Personal document of applicants (bring the original when submit, or attach a scan picture in case applicant submit by post);
3. Papers, documents that need Apostilled, attach 01 scanned pictures of those papers, document (to record).

Apostille, Consular Legalisation application can be submitted to the Ministry of Foreign Affairs (Consular Department) or Department of External Relations or 26 Departments/offices of External Relations in provinces, cities which have been authorised by the Ministry of Foreign Affairs to do the diplomatic responsibility.
Timeline to proceed Consular Legalisation, Apostille is 01 working day, counting from the date of receiving complete application; if the application has more than 10 papers, documents then the proceed time can be longer than 01 working days but no more than 05 working days.
For some documents, the Ministry of Foreign Affairs cannot conduct consular legalisation, but in order to offer best support for citizens to use papers, documents in foreign countries and according to the applicant’ s request, the Ministry of Foreign Affairs can certify the paper, documents that are submitted in the Ministry of Foreign Affairs.

1. Papers, documents that have sample of signature, stamp and designation that is not recorded in company, founding organisation, notarization, others documents that might or might not be able to certify;
2. Papers, documents issued by old governments before 30/04/1975

Notarized translated documents

1. To guarantee the translated documents’ accuracy, complete just like the original documents, applicants should find professional, reputable services in this sector. Applicants can also contact provincial legal offices to see the list of contracted translators, and contact the trust-worthy one.
2. After translating documents, the original documents and the translated will be submitted to Legal Offices for notarization, (Translator must have some professional qualification such as Bachelor Degree about Language above or higher than a Bachelor Degree for the needed languages)
3. Applicants should bear in mind that the Consular Legalisation, notarization can only certify the stamp, signatures, designation in papers, documents not the content and the formality of the papers, documents. Therefore, applicants should be extra careful about the content, formality of the documents.
4. Legal offices also only certify the translator has qualified capability and is responsible for the translated documents; offices do not take responsibility for the quality.
5. For countries that have signed legal assistance with Vietnam then the two countries documents, papers shall be exempt from consular legalisation, notarization (or can be exempted by principle of reciprocity)

An Luat Viet Nam is specialised in providing consular legalisation, consular notarization services, notarizing translated documents, and supporting clients in preparing necessary applications to complete the administrative procedure quickly and reasonably.