Double Apostille: When It's Needed and How to Get It in Ukraine

What is a Double Apostille?

An apostille is a special stamp that certifies the authenticity of a signature, seal, and the capacity of the person who signed a document issued in one country for its use in another country that is a party to the 1961 Hague Convention. However, there are situations where a single apostille is not enough for full document legalization. This is when we talk about the so-called 'double apostille'.

A double apostille means that the document undergoes the apostille procedure twice. The first apostille is placed on the original document issued by the competent authority in Ukraine. After that, the document is translated into the language of the destination country, and the translation is notarized. And it is on this notarized translation that the second apostille is placed.

This procedure is necessary to confirm not only the authenticity of the document itself but also the legitimacy of the work of the translator and the notary who certified the translation. This is especially important for countries with strict requirements for document legalization.

When is a Double Apostille Required?

A double apostille is most often required in countries that have specific or stringent requirements for the legalization of foreign documents. Such countries typically include:

• Italy
• France
• Switzerland
• Belgium
• Portugal
• Austria
• Spain
• Netherlands

The use of a double apostille is mandatory for certain official purposes, including:

• Employment Abroad: Employers or government bodies may require double apostille to verify your qualifications and documents.
• Admission to Foreign Universities: Universities often require apostilled diplomas and their supplements.
• Marriage Registration or Other Civil Status Events: For the official recognition of marriage, birth of a child, or other civil status acts abroad.
• Inheritance Processing: If you are claiming an inheritance in another country, documents confirming family ties may require a double apostille.
• Obtaining a Residence Permit: For immigration purposes, full document legalization is often required.

Most often, a double apostille is needed for the following types of documents:

• Civil Registry Office Documents: Birth certificates, marriage certificates, divorce certificates, death certificates.
• Educational Documents: Higher education diplomas, diploma supplements, secondary education certificates.
• Certificates: Certificates of no criminal record, certificates of marital status, medical certificates.

Main Stages of Obtaining a Double Apostille

The procedure for obtaining a double apostille consists of several key steps:

Stage 1: Obtaining the First Apostille on the Original Document

The first step is to affix the apostille to the original document. In Ukraine, this is done by the following ministries, depending on the type of document:

• Ministry of Justice of Ukraine (Minjust): For documents issued by justice authorities and courts (e.g., documents related to civil status, powers of attorney, charters, etc.).
• Ministry of Education and Science of Ukraine (MES): For educational documents (diplomas, certificates).
• Ministry of Foreign Affairs of Ukraine (MFA): For documents issued by other ministries and departments, as well as for documents related to citizenship, personal documents (passports, driver's licenses).

To obtain the first apostille, you need to submit an application and the document itself to the relevant ministry. The processing time may vary.

Stage 2: Translation and Notarization of the Document

After obtaining the first apostille, the document must be translated into the language of the country where it will be used. The translation must be done by a qualified translator. It is important that the translator has the appropriate qualifications and language proficiency.

After the translation is completed, it must be notarized. The notary verifies the accuracy of the translation against the original document and the authenticity of the translator's signature (if required by law). Notarization of the translation is a mandatory step before obtaining the second apostille.

Stage 3: Obtaining the Second Apostille on the Notarized Translation

The final step is to affix the second apostille. This apostille is placed on the notarized translation of the document. In Ukraine, this is usually done at the Ministry of Justice of Ukraine.

The purpose of the second apostille is to confirm the authenticity of the notary's signature and their authority. This ensures that the translation was performed and certified in accordance with established norms.

Importance of Translation and Notarization

Document translation and notarization are critically important stages in the legalization process. An incorrect or incomplete translation can lead to the rejection of the document. Notarization confirms that the translation was done by a professional and corresponds to the original.

According to Ukrainian legislation, notaries have the right to certify the correctness of translations made by them or by other translators. This is regulated by the Law of Ukraine 'On Notaries'.

Conclusion

A double apostille is a complex but necessary procedure for legalizing documents in many countries around the world. Understanding its essence and the steps involved in obtaining it will help you avoid mistakes and successfully complete all the necessary formalities. If you plan to use Ukrainian documents abroad or vice versa, consult with specialists who can assist you with this process.