A Complete Guide on Consular Legalization: Process, Requirements, and Fees

What is consular legalization? Why is this process important in ensuring the legal validity of foreign documents?

In this article, Thao & Co. provides a comprehensive guide on consular legalization to help you navigate through this progress smoothly.

What is consular legalization?

Consular legalization is the process of making documents issued in one country legally valid in another country. It involves verifying the signature, the title of the signing officer, and the seal on foreign documents.

According to International laws, if both the country of issuance and the destination country are members of the Hague Convention, the documents are exempted from consular legalization.

Since Vietnam is not a party to this Convention, consular legalization is necessary for foreign documents to be accepted in Vietnam and Vietnamese documents to be recognized in another country.

What is consular authentication?

Consular authentication is the name of the certificate issued by the competent diplomatic missions after having completed the legalization process. This type of certificate enables foreign documents to be recognized with full legal effect in a country.

Keep in mind that consular authentication and apostille (the certification for the parties of the Hauge Convention) are two different types of certifications. Hence, it is important to check the regulations regarding foreign documents of your destination country to acquire the appropriate certification.

If you are working on administrative procedures in Vietnam, consular authentication is likely what you need.

Once your documents are legalized, a consular authentication stamp will be affixed to the copy of your original document. Remember to keep this stamped copy for future administrative procedures such as applying for a Vietnam work permit or converting your foreign driving license.

Which documents need consular legalization?

The consular legalization process is required for certain cases, such as marriage registration with a foreigner, applying for a work permit or business license, etc. Here are some common official documents that typically need to be legalized:

For individuals:

1. ● Birth certificates
2. ● Confirmations of marriage status
3. ● Marriage certificates
4. ● Death certificates
5. ● Wills
6. ● Police check / Criminal record certificate
7. ● Degrees and diplomas
8. ● etc.

For enterprises, consular legalization is required for official documents, such as:

1. ● Articles of incorporation
2. ● Business licenses
3. ● Investment registration certificates
4. ● Company profiles
5. ● Tenders
6. ● Contracts
7. ● Patents
8. ● ISO certifications
9. ● etc.

The complete dossier for consular legalization

A complete dossier for consular legalization is comprised of the following documents:

1. ● Letter of request for consular legalization
2. ● The original copies of your personal documents if you are submitting them in person or the photos of your personal documents if you are submitting them through courier.
3. ● The documents that need consular legalization
4. ● Translations of your documents into the language required by the destination country
5. ● Photos of your documents for archiving in the Ministry of Foreign Affairs

Important: In some countries, such as Vietnam, Korea, and Japan, notarized translations are required for foreign documents to be submitted to authorities. Most countries, on the other hand, only require certified translations done by a competent translator or translation agency.

Current fees for consular legalization

The fees for consular legalization vary depending on your destination country. In Vietnam, the fees to get consular authentication for documents are specified below:

1. ● For standard documents, such as national IDs, passports, birth certificates, household registration books, etc.: 10 USD per stamp
2. ● For other documents, such as contracts, agreements, etc.: fees are calculated per page

Make sure to budget extra, as your documents will also need to be translated and notarized. These procedures can get quite complicated and require the expertise and knowledge of a professional.

Hence, a translation agency that offers both notarization and legalization as supporting services will be an ideal option to help you deal with these complex procedures.

How to get my documents legalized?

You can submit your documents to the Ministry of Foreign Affairs or diplomatic missions of your country. If you are currently residing in Vietnam, you can submit your documents in person or through courier to one of the following addresses:

1. ● Consular Department (Ministry of Foreign Affairs): 40 Tran Phu Street, Ba Dinh District, Ha Noi
2. ● Department of External Relations of Ho Chi Minh City (Ministry of Foreign Affairs): 184 bis Pasteur Street, Ben Nghe Ward, District 1, Ho Chi Minh City
3. ● Other external relations agencies authorized by the Ministry of Foreign Affairs in your locality (Learn more at lanhsuvietnam.gov.vn)

Consular legalization process

The consular legalization process consists of the 3 steps:

1. ● Step 1: Prepare all the required documents and submit them to the Ministry of Foreign Affairs or the Consulate/Embassy of your country.
2. ● Step 2: The authority reviews your dossier and compares the stamp, signature, and title of the signing officer on your documents with the official samples previously registered to the diplomatic mission in the destination country. If the stamp, signature, and title of the signing officer on your document have not been recorded, the authority will need to verify their validity.
3. ● Step 3: You will be notified of the results within 1 to 5 business days. Remember to bring your appointment letter or receipt and passport when collecting your documents and consular authentication at the agency.

Where to find high-quality translation and consular legalization services?

It is important to note that for consular legalization, your documents need to be translated into the language required by the destination country. For example, English documents need to be translated into Vietnamese to be recognized as legally valid in Vietnam.

Translation plays a crucial role in ensuring the validity of your documents in a foreign country. Even a single translation mistake can create obstacles to future administrative procedures.

Additionally, the consular legalization procedure is quite complicated, especially if you are submitting your documents in a foreign country and are unfamiliar with the legal procedures there.

But don’t let the unfamiliarity stress you out! By choosing Thao & Co.’s notarized translation and consular legalization services, you can rest assured that your documents are in good hands. Our seasoned experts are here to guide you through every step of the procedure.

Thao & Co. translation company offers numerous benefits:

1. ● Our linguists are well-versed in various fields, possessing adequate qualifications and vast experience in handling legal documents.
2. ● We offer translation and consular legalization services for all types of documents, covering more than 50 languages.
3. ● Every translation undergoes a rigorous quality control process to ensure precision for both the content and the format.
4. ● Professional notarization and consular legalization services are provided at reasonable extra fees
5. ● From quotation to work process, we offer full transparency at every step of your project.
6. ● Our linguists are committed to punctual delivery. You can expect a 24-hour turnaround time for standard documents.
7. ● Thao & Co.’s propriety platform allows for convenient file management and progress tracking.

We hope this article has provided valuable insights into the consular legalization process. If you are seeking trustworthy translation and consular legalization services, don’t hesitate to contact Thao & Co.

Simply leave your information on our Get a Quote page and our consultants will promptly reach out to assist.