US Legalization Process: A Complete Guide

As the United States strengthens its ties with other countries, ensuring that official documents are legally recognized abroad becomes increasingly important. To achieve this, documents must undergo the US legalization process.

This can often be complex and time-consuming due to numerous requirements. Learn more about this process with Thao & Co. in the following article.

Why do you need US legalization?

Consular authentication, or legalization is the process conducted by the embassy or consulate of the destination country where the documents will be used.

In this process, the relevant authority verifies the authenticity of seals, signatures, and official titles on your documents.

The US legalization process ensures that your documents are valid for use abroad, whether they’re:

1. ● Foreign documents being used in the United States, or
2. ● US documents being used in another country.

This process is especially important for countries that are not part of the Hague Apostille Convention.

Check out: Is Apostille valid in Vietnam?

Where to find US embassy legalization services?

US legalization application documents are be submitted and processed at the following addresses:

1. In Vietnam

The US Embassy: 2nd Floor, Vuon Hong Tower, 170 Ngoc Khanh Street, Ba Dinh District, Hanoi.

The US Consulate: 4 Le Duan Street, Ben Nghe Ward, District 1, Ho Chi Minh City.

Application acceptance hours: Monday to Thursday:

1. ● Morning: 8:30 AM – 11:30 AM
2. ● Afternoon: 1:00 PM – 3:30 PM

Please note: The Consulate is closed on Vietnamese and US public holidays.

2. In the US

The US Department of State

1. ● Address: 2201 C Street NW, Washington, D.C. . 20520
2. ● Website: https://www.state.gov/

The US Office of Authentications

1. ● Email: [email protected]
2. ● Address: 600 19th Street NW, Washington, D.C. 20006
3. ● Website: https://travel.state.gov/content/travel/en/replace-certify-docs/authenticate-your-document/office-of-authentications.html

In addition, for those residing in the US, Vietnamese documents can be legalized at:

The Vietnamese Embassy in Washington: 1233 20th Street, NW, Suite 400, Washington, DC 20036.

The Vietnamese Consulate in San Francisco: 1700 California St, Suite 580 San Francisco, CA 94109.

Note: Business hours are from 9:00 AM to 12:00 AM and 2:00 PM to 4:30 PM, Monday to Friday (US time).

The US document legalization process

If you need to use US-issued documents in Vietnam, here’s a straightforward guide to help you through the legalization process:

Step 1: Start by getting your documents certified by either the U.S. Department of State or the U.S. Consulate in Vietnam.

You have 2 options for this:

1. Option 1: Request certification via email with the following documents:
   • ● Form DS-4194 for certification request
   • ● The documents requiring consular legalization
   • ● Your contact details, including a phone number and address, if you prefer to receive the results by mail.

1. Option 2: If your situation is urgent, you can request an appointment. Make sure to bring:
   • ● Proof of emergency: Hospital certificates, death certificates, and other relevant documents
   • ● Your flight booking
   • ● Form DS-4194 for certification request
   • ● Documents to be legalized

Step 2: Obtain consular authentication in Vietnam

Next, you’ll need to get the consular authentication seal in Vietnam. Here’s what you’ll need:

1. ● A completed request form for consular authentication or a statement of purpose.
2. ● A copy of your ID (original or photocopy) if submitting by mail.
3. ● The original document requiring legalization and a copy.
4. ● If you want your results sent by mail, include a self-addressed stamped envelope with your contact information.

Then, you can submit your application at one of the following locations:

1. ● In the US: The Consular Department of the Vietnamese Embassy or Consulate
2. ● In Vietnam: The Ministry of Foreign Affairs in Hanoi or the Department of Foreign Affairs in Ho Chi Minh City

Step 3: You can expect to receive your results within 5 working days.

Step 4: Once you have your legalized documents, ensure they are translated into Vietnamese and notarized as required.

How to book an appointment with the US Consulate in Vietnam?

To submit your documents in person at the U.S. Consulate, you’ll need to schedule an appointment in advance.

You can do this in 2 ways:

1. ● Schedule an appointment online through this link: https://evisaforms.state.gov/Instructions/ACSSchedulingSystem.asp
2. ●  Schedule an appointment by phone: 024 3850 5000

Frequently asked questions about US embassy legalization

At Thao & Co., we’re here to answer your most common questions about US embassy legalization.

1. Which documents typically need US legalization?

In most cases, administrative and business documents with foreign elements need to be legalized before they can be used in Vietnam. This usually includes:

1. ● Personal documents: Criminal record certificates, birth certificates, marriage certificates, medical records, certificates of marital status, etc.
2. ● Business documents: Patent certificate, powers of attorney, foreign investment certificate, business registration licenses, financial statements, audited financial statements, etc.
3. ● Export documents: Certificates of origin, commercial invoices, insurance policies, and many more

Check out: When is authentication required for driving license?

2. What documents cannot be legalized?

Certain documents are ineligible for consular legalization under current regulations, including:

1. ● Documents with erasures or signs of unauthorized alterations.
2. ● Forged documents
3. ● Documents issued or certified by unauthorized agencies
4. ● Documents with non-original seals and signatures
5. ● Documents containing information that conflict with Vietnam’s interests.

3. Can someone else handle the legalization process on my behalf?

Absolutely! You can delegate the legalization of your documents to a trusted service provider, saving yourself valuable time and effort.

4. Should I consider using US legalization services?

The US legalization process can be complex, involving multiple steps and strict adherence to legal requirements. To make the process smoother and ensure everything is done correctly, it’s wise to use a reputable service. Here’s why:

1. ● You’ll receive accurate and detailed advice on your documents and legal regulations.
2. ● No need to submit your documents in person
3. ● You’ll save time and avoid the hassle of navigating the procedures yourself.

5. What are the US embassy legalization fees?

The latest US legalization costs are as follows:

1. ● In Vietnam: $50 per stamp (with an exchange rate of $1 = 26,000 VND)
2. ● In the US: $20 per copy

Additional fees for mailing your documents can range from $10 to $50, depending on your location and the required delivery speed. Please be aware that there may also be extra charges for services and printing.

Trusted US legalization and embassy notarial services

At Thao & Co., we take pride in offering top-tier U.S. notarization and legalization services. With a proven track record, we’ve guided thousands of clients through this often complex process, ensuring a smooth experience that consistently exceeds expectations.

Our notarized translation services have earned the confidence of countless clients, thanks to these distinctive advantages:

1. ● Up-to-date expertise: We stay on top of the latest regulatory changes, providing you with accurate, current information on crucial procedures.
2. ● Seasoned linguists: Our team consists of skilled translators and legal experts who bring years of experience to every project, guaranteeing exceptional translation quality.
3. ● Expert guidance: Our experienced consultants assist you in completing your application professionally, ensuring all information is accurate and comprehensive to meet the strictest requirements.
4. ● Excellent translations: Our expert linguists deliver flawless translations that meticulously adhere to the stringent quality standards of relevant authorities.
5. ● On-time delivery: With an efficient workflow, we are committed to delivering the final work on schedule, every time.
6. ● Utmost confidentiality: Your privacy is our priority. Our secure proprietary platform protects your data throughout the entire process.

To learn more about our US legalization services, simply submit a request via our Get a Quote page. We will be in touch to assist you within 24 hours.