How to Get an Apostille on Documents Issued in Austria

Understanding Document Legalisation in Austria

Document legalisation is the process of giving your document an official stamp of approval. It's a process where authorities confirm that your document is genuine and valid. This is important when you're dealing with papers that need to be recognised in another country. It shows that your document follows the rules and standards set by the government or relevant authorities. There are two ways that documents can be legalised in Austria: By Hague apostilles and by Consular Legalisations.
 

Meaning of Apostille - Apostille Bedeutung

In Austria, an apostille is a form of legalisation that requires using a special stamp or certificate that authenticates a document and proves its origin by confirming the legitimacy of the signature and the authority of the official who signed it. It's a simplified way of proving that the document is real and official. 

Apostille legalisation ensures that documents are recognised as valid in countries that are part of the Hague Convention of 1961 on the simplification of the apostille. On the 14th of July 2020, Austria joined the Hague Convention and the apostille application entered into force on the 12th of September, 2020. This simplifies the process of document recognition between Austria and other Hague Convention member countries, eliminating the need for additional certifications like consular legalisation among member states.
 

What Does the Austrian Hague Apostille Document Look Like? 

Presently,  156 countries make up the Hague Convention. Of the 156 countries, 65 are connected parties, which means that they are partial members or they are in the process of becoming full members. The other 91 countries are permanent members of the convention and Austria is a part of them. The Austrian apostille document comes in the form of a 9cm square printed stamp that carries the handwritten signature of the apostille official, an official seal, and a heading that tells you it is an “Apostille”. It carries a reference to the Hague Convention in French (Convention de la Haye du 5 octobre, 1961)  and some information about which competent body issued it, the date of issue and the apostille number. All the information on the Austrian apostille is written in both French and German.

In Austria, the authorities responsible for issuing apostilles are: 

• The Federal Ministry for Europe, Integration and Foreign Affairs: They issue apostilles on documents issued by various entities such as the Federal President, federal government, Constitutional Court, Supreme Court, Court of Audit, etc.
   
• The Presidents of any Civil Court of First Instances (excluding the Commercial Court in Vienna and the Juvenile Court in Vienna): They issue apostilles on documents issued within their jurisdiction by courts, public prosecutor's offices, notaries, and bar associations.
   
• The Governors or Governments of the Federal Provinces: They issue apostilles on documents issued within their respective provinces in the execution of their official federal duties. 
  
   

The Electronic Apostille (e-apostille)

Electronic documents that have digital signatures or seals and have been sent to the right authorities without any mishaps can be authenticated digitally by getting a digital or electronic apostille if all the technical and organizational needs are taken care of.

E-apostilles are just as valid as paper ones and are accepted by countries in the Hague Convention. However, not all countries in the Convention are issuing e-apostilles yet like Austria. So, before you get an e-apostille, it's a good idea to check with the authorities in the country where you're sending the document to make sure they accept digitally signed documents with e-apostilles. They might still require a paper document based on their own rules.  

The Federal Ministry for Europe, Integration and Foreign Affairs is responsible for issuing electronic apostilles for the following documents:

• Issued by the Federal President or the Presidential Chancellery.
   
• Issued by the President of the National Council, the Chairman of the Federal Council, or the Parliamentary Directorate.
   
• Issued by the Federal Government.
   
• Issued by a Federal Minister.
   
• Issued by an Administrative Court, the Administrative Court of the Republic of Austria, or the Constitutional Court of the Republic of Austria.
   
• Issued by the Supreme Court, the Cartel Court at the Supreme Court, the Supreme Restitution Commission at the Supreme Court, or the Supreme Repatriation Commission at the Supreme Court.
   
• Issued by the Court of Audit.
   
• Extracts from central registers issued by a Federal Ministry.
   
• Confirmations from health insurance providers.
   
• Confirmations from pension insurance providers.
   
• Confirmations from military commands.
   
• Confirmations, certificates, and decisions from tax offices.
   
• Extracts from the Patent Office register.
   
• Criminal record certificates from regional police directorates.
   
• Documents, certificates, and decisions from the Federal Office for Safety in Health Care.
   
• Documents, certificates, and decisions from federal offices and federal agricultural institutions according to the Federal Act on Federal Offices for Agriculture and Agricultural Federal Institutions.
   
• Documents, certificates, and decisions from the Federal Research and Training Centre for Forests, Natural Hazards and Landscape and the Federal Office for Forests.
   
• Documents, certificates, and decisions from the Agency for Health and Food Safety and the Federal Office for Food Safety.
   
• Documents and certificates from the Federal Cellar Inspection.
   
• Documents and certificates from the Environment Agency Austria.
   
• Documents, certificates, and decisions from the plant protection services of the federal states and the regional agricultural chambers.
   
• Certificates and documents from the Austrian Chambers of Commerce.
   
• Certificates and documents from recognized public educational institutions.
   
• Certificates and confirmations from the Austrian Medical Chamber, the Austrian Dental Chamber, the Austrian Chamber of Pharmacists, and the Austrian Midwives' Board.
   

What Documents Can Be Legalised in Austria?

People typically need to legalise various documents for various purposes, depending on their needs. The European Union has now authorised some documents to be exempt from legalisation but common documents that people often legalise in Austria include:

• Civil status certificates: Marriage certificates, birth certificates, death certificates, etc.
   
• Austrian trade register excerpts: Documents related to business registrations and trade activities.
   
• Austrian land record extracts: Official documents providing information about real estate or land ownership and legal status.
   
• Court documents: Documents related to legal proceedings and judgments i.e. powers of attorney, last will and testaments, declarations.
   
• Patents: Documents related to patents and intellectual property.
   
• Academic documents Public Institutions: School transcripts, university degree transcripts, overviews of subjects and grades, matriculation certificates, and other additional certificates from schools or universities as well as certificates.
   
• Official documents issued by state authorities and notaries.
   
• Translations by court interpreters.
   

Types of Documents That Cannot be Legalised in Austria

• Documents that were not Issued by Competent Authorities: Private contracts, private letters, or documents issued by non-official entities.
   
• Commercial Documents: Documents such as invoices, trade contracts, and customs documents. 
   
• Diplomatic and Consular Documents.
   
• ID Cards.
   

Consular Legalisation

Consular legalisation involves a more complex procedure. It is also the process of confirming or certifying legal documents to ensure their recognition and acceptance by another country's legal system although it can be an extra layer of verification in addition to the apostille that is carried out by the diplomatic or consular mission in Austria representing the country where the document is intended for use. For Example, a document to be used in Congo will be legalised by the Congolese Embassy in Austria. 

This is done if the document is to be used in countries that are not part of the Hague Convention or when one of the states involved has raised objections to the other's accession. Consular legalisation can be a more expensive and time-consuming process compared to getting an apostille stamp. This is because various local authorities and the diplomatic mission of the receiving country are involved in this legalisation process. Several additional certifications are required before your document can receive approval in Austria at the embassy or consulate of the destination country.

 

How to Legalise Your Documents in Austria

Here is a simple guide to legalising your documents in Austria going to other countries:

Step One - Get the Original Documents: Ensure you have the original document or an official copy issued by the relevant Austrian authorities if you have lost the original. Make sure that this official copy has the official seal and signature of the institution and is a true copy of the original. 
 

Step Two - Translate the Document: If the document is not already in the official language of the destination country, you'll need to get a notarised translation. This document translation should be done by a trusted sworn translation service in Austria. Sworn translation services ensure your documents are translated accurately and legally.
 

Step Three - Have Them Certified: Certify your documents by getting them notarised. Translayte makes this step easy.  You can translate and notarise your documents at the same time. All you have to do is select the “notarisation” option while placing your order. This certification verifies the authenticity of the document and the signatures on it. 
 

Step Four - Get the Apostille from the Relevant Austrian Authorities: To get an apostille in Austria, contact the relevant authority responsible for the document you want to apostille or the Ministry of Foreign Affairs of Austria (The Federal Ministry for Europe, Integration and Foreign Affairs). You can equally send an email to [email protected] or place a call to (+43) (0) 501150 4425 to get more information on how to proceed with getting your apostille. Opening hours at the ministry are Monday to Friday (excluding public holidays) from 9 a.m. to 12.30 p.m. You do not need to make an appointment to visit. 

The following are the document requirements to get an apostille in Austria:

• The document in need of an apostille is meant to be used in international legal relations.
   
• The receiving country is part of the Hague Convention. 
   
• There's no other agreement between Austria and the country where this document will be used that says this type of document doesn't need extra authentication.
   
• The document has to meet all Austrian certification laws. 
   
• The person who verifies the document should be able to easily read it and be sure of who signed it and which official stamps are on it.
   
• All the signatures and official stamps from Austrian authorities on the document match the examples provided by those authorities.
   
• If the document has multiple pages, they should all be securely attached.
   
• When the document, signatures, and authentication notes are being verified, there shouldn't be any doubts about whether they're real.
   
• When private documents are being verified, there shouldn't be any doubts about their accuracy.
   
• Apostille Fees: The regional courts' fees (for judicial and notarial documents) for an apostille is €13.70. While at the Federal Ministry for Europe, Integration and Foreign Affairs, the fee is €17.50.
   

Step Five - Receive the Apostilled Document: Once the apostille is affixed, you will receive the legalised document which is now valid for use in countries that are party to the Hague Convention. 
 

Step Six - Send the Document to the Embassy or Consulate (for Consular Legalisation): If the receiving country does not recognise the Hague Convention, you must visit their embassy or consulate in Austria and further legalise the document according to their requirements. After this step, your document can then be used in a country that is not party to the Hague Convention.

 

How to get a Notarised Translation in Austria Online

To get a notarised translation in Austria online, follow these steps: 

1. Visit the Translayte website. 

2. Click on “Order Certified Translation”.

3. Select “Certified Translation”, select the target and source language, and your preferred turnover time. 

4. Upload the document you want to translate. Ensure the file has been named correctly. 

5. Select either the Standard, Specialist or Professional translation services, based on your needs and budget.

6. Specify that you want a “notarised translation” and any other specifications you prefer for your document.

7. Place your order and wait for your translation.  Your translation will be delivered to you either by email or by post on or before the stipulated time.
 

Getting an Apostille for Documents Going to Austria

Getting an apostille on document(s) to be used in Austria is the process of legalising documents that will be used in Austria, according to the legal requirements of the Austrian authority receiving the document(s). Authorities such as Notaries, or the Embassy do the attestation of documents, however, the final attestation is done by the Ministry of Foreign Affairs of your country. 

Here’s the process for getting an apostille in your country for documents going to Austria:

1. Identify the Competent Authority: Find out the authority responsible for issuing apostilles in your country. The competent authority responsible for issuing apostilles in most countries is usually the Ministry of Foreign Affairs. If it is a different authority, make sure to identify them. 
 

2. Prepare Your Documents: Make sure your documents are in order and meet any requirements set by the Ministry of Foreign Affairs in your country. This usually includes notarisation, translations or other authentication steps. The documents you will be expected to take along with you usually include:

• The original document that is to be legalised.
• A national identification like an international passport or national ID card.
• Photocopies of your documents.
• Proof of payment of legalisation fees.
• A filled application form, usually from the Ministry of Foreign Affairs of the country.

3. Submit the Documents: Submit your documents to the Ministry of Foreign Affairs along with any required fees set by your country. This can often be done in person or through their designated channels.
 

4. Wait for Processing: Wait for the Ministry of Foreign Affairs to process your request. Processing times for every country are different, so it's advisable to check with them for an estimated time. 


5. Receive the Apostilled Documents:  Once the apostille is issued, you can either pick up the documents in person or have them mailed to you, depending on the options provided by the Ministry of Foreign Affairs in your country. Before travelling to Austria, ensure that the apostille has been properly affixed as per the requirements of the Hague Apostille Convention. Here are some of the things to check for: 

• The Seal and Signature: Look for the official seal of the competent authority that issued the apostille. There should also be a signature of an authorised representative from the apostille office.
   
• Verify the Document: Ensure the apostille is attached to the correct document. Check that the details on the apostille, such as the parties' names, match the document's information. 
   
• Check for Watermarks or Security Features: Every country’s apostille has security features such as watermarks, numbers, barcodes, etc., to prevent forgery. Make sure to confirm which security features are present in your country’s apostille and that they are present in your apostille.
   
• Examine the Language: Make sure that the language on the apostille is consistent with the language used in the official documents of your country.
   
• Use Verification Tools: Many countries have verification tools, online and otherwise, where you can check the apostille to confirm its authenticity.
  
   

Get English to German Translations With Translayte

Every foreign document that is not in German needs to be translated by a certified or sworn translator in Austria. Translayte is your best bet for getting the most accurate professional translation services like English to German translations and meeting the standards set by Austrian authority is our top priority. 

Our professional German translators ensure that your documents are not just translated, but are in line with Austrian standards. Give it a try and request a free quote in a few simple steps.
 

FAQs 
 

Who Can Issue an Apostille in Austria?

In Austria, the authorities responsible for issuing apostilles are the Federal Ministry for Europe, Integration and Foreign Affairs, the Presidents of any Civil Court of First Instances (excluding the Commercial Court in Vienna and the Juvenile Court in Vienna) and the Governors or Governments of the Federal Provinces.
 

What is an Apostille in Austria?

In Austria, an apostille is a way to legalize a document. This involves a special stamp or certificate that verifies the document's authenticity and confirms the validity of the signature and the authority of the person who signed it. It's a straightforward method to show that the document is genuine and official.
 

Is Austria Part of the Hague Convention?

Yes, Austria is part of the 91 permanent members of the Hague Convention. They joined the convention on the 14th of July 2020, and the apostille application entered into force on the 12th of September, 2020.
 

Are there Notaries in Austria?

Yes, there are notaries in Austria. There are currently about 500 Civil Law Notaries in Austria.
 

How Much Does it Cost to Notarise a Document in Germany?

Yes, you can get a document notarised online in Germany for just $24.50 by simply logging on to translayte.com and uploading it in any of the available formats. 
 

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