How To Get An Apostille On Documents Issued In Switzerland

Created: Mar 1, 2024 | Updated: Mar 11, 2024

If you have international transactions and you need to make your papers acceptable around the world, today’s post will help you figure out the steps. We'll break down the process so it's easy to understand and give you a full picture of what you need to do to ensure your documents are accepted in Switzerland. Every step we outline is really important to make sure your paperwork is good to go, both legally and in terms of the language. Come along with us as we go through the details of making your documents official in Switzerland.

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Understanding Document Legalisation in Switzerland

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. In Switzerland, documents can be legalised in two ways: By Hague apostilles and by Consular Legalisations.
 

Apostilles in Switzerland

An apostille is a form of legalisation that requires using a special stamp or certificate that makes a document valid 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. It simplifies the process of cross-border document recognition, eliminating the need for additional certifications like consular legalisation in member states.
 

What Does the Swiss Hague Apostille Document Look Like? 

156 countries are part of the Hague Convention, and 65 of these countries are connected parties, which means that they are partial members or are in the process of becoming full, permanent members. The other 91 countries are permanent members of the convention and Switzerland is a part of them. The Swiss apostille document comes in the form of a rectangular printed stamp that carries the Swiss national emblem, the handwritten signature of the apostille official and an official seal. At the top of the apostille stamp reads “Apostille”, and at the bottom, it specifies the authority that issued it. Beneath the apostille heading is a reference to the Hague Convention in French (Convention de la Haye du 5 octobre, 1961). The apostille also contains some information about the document such as the apostille number and the date it was issued.

In Switzerland, the designated competent authorities responsible for issuing apostilles are:

• The Swiss Federal Chancellery: They issue apostilles to federal documents.
• The Cantonal Authorities: They issue apostilles to documents in their Cantonal jurisdictions.

 

What Documents Can Be Legalised in Switzerland?

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

• Civil status certificates: Marriage certificates, birth certificates, death certificates, etc.
   
• Excerpts of the Commercial Register, certified by the Commercial Registry Office of the relevant Canton: Documents related to business registrations and trade activities.
   
• Certifications by a Stadtammannamt or a Gemeindeammannamt (Mayor).
   
• Land register extracts: Official documents providing information about real estate or land ownership and legal status.
   
• Documents Connected with a Court: Documents related to legal proceedings and judgments.
   
• Documents of a particular nature that a notary and county clerk have recognised: travel authorisation for a minor and forms of authorisation to obtain the passport of a minor.
   
• Any other public document bearing the original signatures of cantonal, city or municipal authorities.
   
• Patents: Documents related to patents and intellectual property.
   
• Academic Diplomas issued by Public Institutions: transcripts, overviews of subjects and grades, matriculation certificates, and additional certificates from schools or universities.
   
• Official documents issued by state authorities.
   
• Confirmations of place of residence.
   
• Vehicle registration certificates, stamped and signed by the relevant Canton Road Traffic Office.
   
• Decisions passed by the Children and Adult Protection Authority (CAPA).
   
• Powers of attorney, last will and testaments, declarations.
   

Types of Documents That Cannot be Legalised in Switzerland

• Documents 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.
   
• Government-issued ID Cards and passports.
   
• Informal Personal Documents: Personal letters, unofficial certificates, self-written affidavits or declarations not recognized by a public notary.
   
• Certain Academic Documents: unofficial transcripts, diplomas from unaccredited institutions, or personal academic work may not qualify.
   
• Commercial Samples and Prototypes: Goods intended for commercial use, samples, prototypes, or other items that are not documents.
   
• Medical Reports for Use Outside of Professional Contexts: Medical reports for personal use or for reasons other than professional medical treatment or analysis.
   
• Documents Issued by International Organizations: Documents issued by international organizations, such as the United Nations.
   
• Illegal documents.
   
• Unofficial Translations: Translations not done by a recognized translator or without an affidavit from the translator.
  
   

Consular Legalisation

Consular legalisation is the process of confirming or certifying legal documents and ensuring their recognition and acceptance by another country's legal system. This extra layer of verification is carried out by the diplomatic or consular mission in Switzerland representing the country where the document is intended for use. For Example, a Swiss document to be used in Congo will be legalised by the Congolese Embassy in Switzerland. 

It is usually used between 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 just getting an apostille stamp. This is because various local authorities and the diplomatic mission of the destination country are involved in this legalisation process. Several additional certifications are required before your document can receive approval in Switzerland at the embassy or consulate of the destination country.

 

How to Legalise Your Documents in Switzerland

Here is a simple guide to legalising your Swiss-issued documents in Switzerland if you are going to other countries:

Step One - Get the Original Documents: Ensure you have the original document or an official copy issued by the relevant Swiss authorities. Make sure that the 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 certified translation should be done by a certified translation service in Switzerland. Certified translation services ensure your documents are translated accurately and legally.

Step Three - Have Them Certified: Certify your documents by getting them notarised. Translayte offers you a place to translate and notarise your documents in one step. 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. For certain Swiss documents, you will need to have them certified by the necessary authorities. Such documents and their corresponding authorities include:

• Signatures of private individuals: Notary’s Office, City or Municipal Clerk’s Office.
• Signatures of authorized company signatories: Notary’s Office, City or Municipal Clerk’s Office.
• School reports, apprenticeship certificates, diplomas: Department of Education.
• Medical certificates: Cantonal Medical Service.
• Vaccination certificates for animals: Cantonal Veterinary Office.
   

Step Four - Get the Apostille from the Responsible Authority: There are two ways to get an apostille in Switzerland. You can get one in person or send it by post. To get one by post, send the following documents to the relevant authorities:

• The original documents that are to be legalised.
• A written request letter with the following details:
• Your name and address, or your company’s letterhead.
• Returning address.
• Your contact details.
• The country(s) of destination of the documents.
• Date and signature.

Once the apostille is affixed, you will receive the legalised document by mail together with the payment invoice. Make payments for the apostille service to the accounts specified on the invoice.

To get an apostille in person, visit either the Federal Chancellery or the relevant Canton.  You do not need an appointment to visit and you do not need to go by yourself. You are free to send a representative. To get barrier-free access to the premises, you can contact the Canton or Chancellery in advance via telephone for further information. You are expected to do the following when you go to get the apostille:

• Hand over the original documents.
• Indicate the country of destination for each document.
• Pay the fees in cash or by direct debit/credit card (15 - 30 Swiss Francs).
• Receive the certified documents.

If you are certifying more than 5 documents at a time, you will have to submit the documents and pick them up 1 - 5 days later. After your apostille has been affixed, your document is now valid for use in countries that are party to the Hague Convention. 

Step Five - Send the Document to the Embassy or Consulate (for Consular Legalisation): If the receiving country does not recognise the Hague Convention, you will need to visit their embassy or consulate in Switzerland and further legalise the document according to their requirements. After this step, you can use your document in the receiving country. 
 

How to get a Notarised Translation in Switzerland Online

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

1. Visit the Translayte website. 

2. Click on “Order Certified Translation”.

3. Select “Certified Translation”,then 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 Switzerland

Getting an apostille on document(s) to be used in Switzerland is the process of legalising documents that will be used in Switzerland, according to the legal requirements of the Swiss 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 Switzerland:

1. Identify the Competent Authority: Find out the authority responsible for issuing apostilles in your country. The competent authority 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, getting an official translation of documents or other authentication steps. The documents you will be expected to take along with you usually include:

• The original documents that are 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 Switzerland, 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 Watermark 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 Online Verification Tools: Many countries have online verification tools where you can check the apostille to confirm its authenticity. 
  
   

Get Swiss Translaytions With Translayte

The official languages of Switzerland are French, Italian, German and Romansh but you can get an apostille in Switzerland in either German, French, Spanish or Portuguese, depending on the Canton you live in. Every foreign document that is not in any of these languages needs to be translated by a certified translator in Switzerland. Translayte is your best bet for getting locally relevant professional translation services such as English to German translations, English to Spanish translation, English to French translations and vice versa. Meeting the standards set by international authorities is our top priority. 

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

FAQs 
 

Is Switzerland an Apostille Country?

Yes, Switzerland is among the 156 countries that are part of the Hague Convention and issue apostilles. 
 

How do I Get a Document Apostilled in Switzerland?

To get a document apostilled in Switzerland, you have to contact the Federal Chancellery or the Cantonal authorities, submit the original documents to them, pay the requested fees and you will get an apostille. 
 

How Much Does an Apostille Cost in Switzerland?

An apostille in Switzerland costs between 15 to 30 Swiss Francs.

 

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