A document accepted in the country where it was issued may not automatically be accepted abroad. The receiving organization may ask for notarization, an apostille, government authentication, embassy legalization, a certified translation or a combination of these steps.
Global Screenings provides document-processing support for individuals and companies that need corporate, personal, education or employment documents prepared for use in another country. The required route depends on the document, the country in which it was issued and the country where it will be presented.
Choosing the Correct Document Process
Apostille, authentication and embassy legalization are related processes, but they are not interchangeable.
An apostille is generally used when a public document issued in one country covered by the Hague Apostille Convention will be presented in another country where the Convention applies. The apostille is issued by the competent authority designated by the country from which the document originates.
Where the destination country does not use the Apostille Convention process, the document may require authentication and further legalization through the relevant government department, embassy or consulate.
Before documents are submitted, the following should be confirmed:
- The country where the document was issued
- The country where the document will be used
- The type of document
- Whether the original or a certified copy is required
- Whether notarization is required first
- Whether a translation is required
- Whether embassy or consular legalization is required
- The deadline and purpose for which the document will be used
What an Apostille Confirms
An apostille confirms the authenticity of the signature on a public document, the capacity in which the person signed it and, where applicable, the identity of the official seal or stamp.
It does not independently confirm that every statement inside the document is accurate. For example, an apostille attached to an academic document confirms the relevant signature or certification process; it does not by itself prove that the person completed the course described.
Where the underlying information also needs to be checked, the document process may be combined with direct verification through our Immigration Screening Services, Pre-Employment Screening or another relevant service.
Corporate Documents
Companies may need apostille, authentication or legalization support when opening an overseas branch, entering a contract, appointing a representative, completing a transaction or submitting documents to a foreign authority.
Corporate documents may include:
- Certificate of incorporation
- Certificate of name change
- Memorandum and articles of association
- Minutes of meetings
- Company resolutions and records of resolutions
- Powers of attorney
- Certificate of good standing
- Certified copy of a certificate of incorporation
- Certified corporate records
- Income tax documents
- Chamber of commerce attestation
- Trade licences
- Export and import documents
- Letters and agreements
- ISO certificates
- Professional licences
- Intellectual property documents
- Company formation documents
The processing route can vary according to where the company is registered, who signed the document and which foreign authority will receive it.
Where company registration, ownership or other corporate information also needs to be reviewed, the instruction may be supported through Corporate Data Explore.
Personal and Civil Documents
Individuals may require documents for family, residence, immigration, inheritance, court, property or other official purposes abroad.
Personal documents may include:
- Marriage certificates
- Birth certificates
- Death certificates
- Powers of attorney
- Divorce-related legal documents
- Adoption certificates
- Documents signed before a solicitor or notary
- Other personal or civil records included in the agreed instruction
Some documents can be submitted in their original official form, while others may first require a certified copy, notarized signature or certification from the issuing authority.
Notary Public and Commissioner for Oaths Support
A notary or commissioner for oaths may be required when a private document needs an officially witnessed signature, a certified copy or another formal certification before it can proceed to the next stage.
This may apply to documents such as:
- Powers of attorney
- Declarations
- Agreements
- Company resolutions
- Certified copies
- Personal statements
- Other privately signed documents
The correct notarial wording and procedure depend on the issuing and destination jurisdictions. Documents should not be signed in advance where the notary or consular officer is required to witness the signature personally.
Education and Overseas Employment Documents
Education and employment documents are frequently required for overseas work, professional registration, immigration and study applications.
Documents may include:
- Educational certificates
- Diplomas and academic documents
- Experience certificates
- Professional qualifications
- Professional licences
- Disclosure Scotland certificates
- Police clearance certificates
- Criminal record documents
- Medical certificates
- Driving licences
- Certificates of good standing
- National identification documents
- Property ownership documents
The authority receiving the document may require an original, certified copy, apostille, translation or further embassy legalization. These requirements should be checked before the document is processed.
Translation of Documents
A document issued in one language may need to be translated before it is accepted in the destination country.
Depending on the receiving authority, the translation may need to be:
- Completed by a professional translator
- Certified by the translator or translation company
- Notarized
- Attached to the original document
- Authenticated or legalized together with the original
The receiving authority should confirm whether it requires the original document, the translation or both to be apostilled, authenticated or legalized.
Embassy and Consular Legalization
When an apostille is not the applicable process, the document may require authentication by the issuing country’s authorities followed by legalization through the embassy or consulate of the destination country.
The sequence may involve:
- Notarization or certification
- Authentication by a state, ministry or other competent department
- Embassy or consular legalization
- Further processing after the document reaches the destination country
The steps are determined by the document’s origin, destination and intended use. The same sequence should not be assumed for every country.
Documents Issued in the United States
United States documents may follow different routes depending on whether they were issued at state or federal level.
A document issued or certified by a U.S. state normally follows the process established by that state’s competent authority. A document issued by a federal authority may require processing through the United States Department of State.
The destination country determines whether the document requires an apostille or an authentication certificate followed by any additional legalization steps.
Chamber of Commerce and Commercial Attestation
Commercial documents may sometimes require certification or attestation through a chamber of commerce or another relevant body before government or embassy processing.
This may apply to:
- Trade documents
- Export and import documents
- Commercial agreements
- Invoices or certificates connected with international trade
- Company letters
- Other commercial documents requested by the receiving authority
The exact commercial attestation route should be confirmed according to the document and destination country.
How the Document Process Is Coordinated
A document instruction generally begins with a review of the documents and the requirements supplied by the receiving organization.
The process may involve:
- Identifying the issuing and destination countries
- Reviewing the document type and intended use
- Checking whether an original or certified copy is required
- Confirming whether notarization or translation is needed
- Identifying the appropriate apostille or authentication authority
- Coordinating embassy legalization where applicable
- Tracking the document through the agreed processing stages
- Returning or forwarding the processed document as agreed
The required steps should be confirmed before originals are sent. This can reduce the risk of documents being rejected because a certification, signature, translation or prior authentication was missing.
Information Required for a Quotation
To review a document request, the following information is normally useful:
- Document type
- Country of issue
- Destination country
- Purpose for which the document will be used
- Whether the original or a copy is available
- Number of documents
- Translation requirements
- Any instructions received from the foreign authority
- Required completion date
Providing these details at the beginning makes it easier to identify the likely route and avoid unnecessary processing.
Timing and Expedited Requests
Completion time depends on the document, issuing authority, destination country, government processing, embassy appointments, translation requirements and delivery arrangements.
Expedited processing may be available for some stages or authorities, but it cannot be guaranteed for every document or jurisdiction. The expected timeframe should be confirmed after the complete instruction has been reviewed.
Important Limitations
Global Screenings coordinates document submission, authentication, apostille, translation, attestation and legalization support within the agreed instruction. Apostilles and official authentication certificates are issued by the relevant designated government or competent authorities, not by Global Screenings.
An apostille or legalization certificate confirms the relevant signature, official capacity, seal or stamp. It does not independently verify the truth of all information contained in the underlying document.
The receiving authority remains responsible for deciding whether the processed document satisfies its requirements. Global Screenings does not provide legal advice or guarantee acceptance by a court, government, employer, university, embassy or other organization.
