Understanding the Legalization Process for Official Documents

Before beginning any administrative procedure or getting your document translated, you first need to find out if your document needs to be legalized. Legalization attests to the authenticity of an official document so that it can be recognized in a foreign country. This process, supervised by the French Ministry of Europe and Foreign Affairs, mainly concerns countries that do not accept apostilles.

This document will tell you if your document needs to be legalized as it depends on the country you are sending it to: Official document legalization requirements.

When does a document need to be legalized?

A document generally needs to be legalized when:

  • It is issued in France for use by a governmental authority of a foreign country.
  • It is issued abroad and you need to send it to French authorities in France.

As each country has its own requirements, you should check the rules in force to avoid any administrative setbacks.

Do I need to translate a legalized document?

First, determine whether the document needs to be legalized. If it does, the next step is to check if a translation is required. If the destination country’s official language differs from that of the document, a sworn translation is typically necessary.

For example, if you are sending a legalized document to Guinea, a translation will not be necessary as French is an official language of the country. However, if Kenya is the destination country, a sworn translation into English will be required.

Before proceeding with translation, always check the requirements of the country in question to avoid any unnecessary expenses.

Country Legalization Requirements

Legalization requirements vary from country to country. Some countries systematically require legalization for all official documents, while others benefit from partial or total exemptions.

1. Countries requiring legalization for all documents

Documents destined for the following countries must be legalized, with no exceptions:

  • Afghanistan, Angola, Bangladesh, Bhutan, Cambodia, Comoros, Congo, Democratic Rep. ), Cuba, Egypt, Eritrea, Ethiopia, Gambia, Ghana, Guinea, Guinea Bissau, Equatorial Guinea, Haiti, Iraq, Iran, Jordan, Kenya, Kuwait, Laos, Lebanon, Libya, Malaysia, Maldives, Micronesia, Mozambique, Myanmar, Nauru, Nepal, North Korea, United Arab Emirates, Nigeria, Papua New Guinea, Qatar, Holy See (Vatican), Sierra Leone, Somalia, South Sudan, Sri Lanka, Syria, Taiwan, Tanzania, Palestinian Territories, Thailand, Timor-Leste, Turkmenistan, Tuvalu, Uganda, Yemen, Zambia, and Zimbabwe.

2. Countries partially exempt from legalization and apostille requirements

Some countries accept apostilles for certain documents, but still require legalization for others. For example, in Brazil and Mexico, some documents can be apostilled, while others require legalization.

3. Countries fully exempt from legalization and apostille requirements

Documents issued in the following countries are fully recognized without the need for legalization or an apostille:

  • Austria, Belgium, Benin, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Germany, Hungary, Ireland, Italy, Latvia, Morocco, Niger, Romania, Slovakia, Slovenia, and Togo.

How do I apply for legalization?

To get your document legalized, the first step is to fill out the official form provided by the Ministry. Please note: only original documents are accepted.

Translation of Legalized Documents

If French is not an official language of the recipient country, a sworn translation will be required. The translation must be legalized at the same time as the original document to be officially recognized.

How are translations currently being legalized in France?

Until the reform scheduled for 2025, the process involves two steps:

  • Initial legalization by the French Ministry of Europe and Foreign Affairs.
  • Super legalization by the diplomatic or consular representation in France of the destination country.

What are the requirements for legalizing a sworn translation?

To be legalized, a translation must:

  • Bear the original signature of a translator sworn in by a court of appeal in France.
  • Be presented in its original format.

Key Points for Sworn Translators

When submitting a sworn translation for legalization, the translator must comply with the following rules:

  • Original Documents Only: Digital copies, such as PDF files, are not accepted.
  • Translator’s Stamp: The translator’s stamp must appear on the original document and include his or her name and a unique identification number that matches the one on the sworn translation.
  • Signature Authentication: Also called “légalisation de signature” in French and not to be confused with the legalization of the original document and its sworn translation, the translator needs to sign his or her sworn translation in the presence of a French notary or a town hall official. The sworn translator is in charge of having their signature authenticated.

How to Get a Sworn Translation that Meets Legalization Requirements

You can order a sworn translation of an official French document from our Trad24.com online store. Be sure to tick the “legalization + mailed copy” option to cover the additional costs to have the signature authenticated and your sworn translation and original document sent back to you via registered mail. You will also need to send or hand-deliver the original document to us in Nice so that we can stamp it. If you need the sworn translation and the original document back in less than 7 days, we recommend that you send us the original via Chronopost and include a Chronopost envelope for us to send it back to you.

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The 2025 Legalization Reform: Impact on Translations

In 2025, significant changes will simplify the legalization process for French public documents, including sworn translations:

  • From May 1, 2025: Notaries will issue apostilles for French public documents – including sworn translations – destined for foreign countries.
  • From September 1, 2025: Notaries will also handle the legalization of French public documents – including sworn translations – for use abroad.

Special Cases for Translators

  • Within the European Union: Regulation (EU) 2016/1191 has eliminated the legalization requirement for certain public documents, including sworn translations, circulating between Member States since February 16, 2019.

Legalizing Foreign Translations for Use in France

When translations produced abroad are to be used in France, the procedure involves two steps:

  • Initial legalization by the competent authority in the country of origin.
  • Super legalization by the French embassy or consulate in the same country.

Alternatively, you can have a legalized document from another country or a document with an apostille translated by a sworn translator based in France. Make sure the translator appears in the directory of the CNCEJ website.

Example: Legalizing a Translated Intellectual Property Declaration

Imagine a French inventor wants to use their intellectual property declaration in Kenya, a country requiring legalization.

Step 1: Sworn Translation
The inventor hires a sworn translator in France to translate the declaration from French into English. The translator translates and stamps the original French document and the English translation. The stamp includes:

  • Translator’s full name
  • A unique identification number for the translation
  • The words “Certified translation from French into English”

Step 2: Signature Authentication
The translator has their signature on the sworn translation authenticated by a notary or at the town hall.

Step 3: Request for legalization of the original document and its sworn translation
The inventor or the translator submits:

  • The original declaration of intellectual property in French
  • The sworn translation into English of the declaration
  • The completed legalization request form
  • Proof of payment for the legalization fee

to the Bureau of Legalizations at the French Ministry of Foreign Affairs.

Step 4: Legalization by the Ministry
The ministry verifies the authenticity of the declaration of intellectual property and the signature of the sworn translator, and affixes its stamp to legalize the documents.

Step 5: Legalization by the Kenyan embassy
The inventor then goes to the Kenyan embassy in France to have the documents super legalized.

Result
The inventor now has a legally recognized sworn English translation of their intellectual property declaration for use in Kenya.

Bureau of Legalizations

The Bureau of Legalizations at the French Ministry of Europe and Foreign Affairs is only authorized to legalize French public deeds and private documents certified in advance by a French public authority, when they are to be used abroad.

The following documents can be legalized:

In a Nutshell

Legalization is a key procedure for ensuring the international recognition of official documents. By following the guidelines set by the French Ministry of Europe and Foreign Affairs, you can ensure that your documents and their sworn translations are properly authenticated and accepted abroad.

The 2025 reform promises to make the process simpler and more accessible. To avoid any setbacks, it is essential to stay informed about the specific requirements of each country and each type of document. With proper legalization, sworn translators can offer their customers certified, authentic documents ready for international use.

Need to legalize a document and its sworn translation?

If your document is a standard official document (birth certificate, criminal record, identity card, driving license, diploma, etc.), you can order it directly online from Trad24.com. For business contracts, private deeds, court orders, medical certificates and other documents, you can send them to us via our secure contact form for a free quote.

Order a sworn translation today