Double Apostille
Preparing documents for use abroad often seems straightforward: obtain an apostille, have the document translated, and submit it to the relevant authority. In practice, however, the requirements can be more complex. A foreign university, immigration authority, court, employer or local authority may sometimes request confirmation of both the document’s origin and that its translation has been duly notarised.
- In such situations, a double apostille may be required. This is a step-by-step procedure in which each stage has its own legal significance. An error in the sequence of steps, an incomplete translation or an incorrect method of certification may result in the documents being returned and the process having to be repeated.
- It is therefore advisable to begin by checking the requirements of the institution that will be receiving the documents. Simply stating the country’s name is usually insufficient: the rules of a university, court or immigration service may differ even within the same country.
What is a double apostille?
A double apostille is the common name for a procedure in which the main document is first apostilled. Then, after it has been translated and notarised, a second apostille is affixed.
The first apostille certifies the authenticity of the official’s signature, their status and the authenticity of the seal or stamp on the document. It does not certify the accuracy of the information contained therein, nor does it assess the content of the document.
The document is then translated together with the first apostille, seals, stamps and official endorsements. A notary certifies the authenticity of the translator’s signature, whilst the second apostille confirms the notary’s signature and authority.
Therefore, the second apostille does not confirm the quality of the translation. It relates to the notarial act by which the translation package is formalized.
How does a double apostille differ from a standard one?
Several procedures are used for submitting documents abroad. In the simplest case, an apostille on the original document is sufficient. A notarised translation is often attached to it. A double apostille involves an additional step – an apostille on the notarised translation.
These options cannot be considered interchangeable. Each corresponds to the specific requirements of the receiving party. Obtaining a second apostille ‘just in case’ is not always advisable: it increases processing times and costs, but does not guarantee that the document will be accepted.
Firstly, you need to find out exactly what type of translation the foreign institution recognizes: one carried out and notarised in Ukraine, prepared by a sworn translator abroad, or certified by another prescribed method.
When a double apostille may be required
Most commonly, the procedure is used when applying to a foreign educational institution or when confirming education, qualifications or professional status. Double certification may be required for diplomas, transcripts, school leaving certificates, academic references and certificates.
It is also required in matters relating to marriage registration, divorce, adoption, inheritance, name changes, citizenship and family reunification. In immigration procedures, apostilled certificates of good conduct, educational documents, proof of marital status or employment records may be required.
A separate category covers legal, banking and corporate matters. These include powers of attorney, applications, extracts, court judgments, constitutive documents and resolutions of founders.
There is no universal list. The final answer depends on the rules of the specific institution and the requirements for the specific document.
Which documents can be apostilled?
A double apostille is most commonly obtained for:
- birth, marriage, divorce, change of name and death certificates;
- diplomas, school leaving certificates, transcripts, academic references and certificates;
- certificates of good conduct;
- court judgments;
- notarised applications, powers of attorney and consents;
- extracts and documents from legal entities.
At the same time, it is important to assess the condition and format of the document. Damaged, laminated or out-of-date copies may not be accepted. Sometimes, before apostille certification, it is necessary to obtain a replacement certificate, a duplicate, an archive certificate or a notarised copy.
This is precisely why a preliminary check of the scan is not a mere formality. It helps to determine straight away whether the document is suitable for further processing.
How the procedure works
The correct procedure is as follows:
- Verification of the document, country, institution and purpose of submission.
- Identification of the competent authority and the form in which the document can be apostilled.
- Affixing the first apostille.
- Translating the document together with the apostille and all the necessary details.
- Notarising the translator’s signature.
- Affixing the second apostille to the notarised document.
- Final check of the complete set of documents.
Changing this sequence is risky. If the translation is carried out before the first apostille is affixed, its text will not be included in the final version. As a result, the translation and notarisation will have to be redone.
Once the second apostille has been obtained, the set of documents must not be expanded, pages removed or new sheets added. This could compromise the integrity of the document.
Who issues apostilles in Ukraine?
The competent authority depends on the type and origin of the document. In Ukraine, apostilles are issued by the Ministry of Justice, the Ministry of Education and Science, and the Ministry of Foreign Affairs within the scope of their respective powers.
Educational documents are processed through the relevant education authority. Documents issued by judicial authorities, courts and notaries fall within the remit of the judicial authorities. Other official documents may be processed through the Ministry of Foreign Affairs.
The second apostille usually relates to the notarisation of the translator’s signature. Therefore, the route for the first and second apostilles may differ.
Choosing the wrong authority is one of the most common reasons for delays. A document may be returned without being processed, even if all other stages have been completed correctly.
Double apostille or sworn translation
The terms ‘certified translation’, ‘sworn translation’, ‘official translation’ and ‘notarised translation’ refer to different procedures in different countries. A literal translation of the requirement often leads to confusion.
One authority may accept a document with a double apostille, whilst another may require a translation by a local sworn translator. In some cases, the original document is apostilled in Ukraine, whilst the translation is carried out in the country of submission.
Therefore, before ordering the service, it is advisable to obtain the receiving party’s written requirements or a link to the official guidelines. This allows you to choose the correct procedure first time round.
Common mistakes
Problems most often arise due to an incorrect sequence, an incomplete translation or the incorrect spelling of personal details. It is advisable to reproduce the first name and surname exactly as they appear in the international passport, particularly when the document is being submitted for immigration, educational or family-related procedures.
The translation must cover the main text, the apostille, seals, stamps, signatures, handwritten notes and official annotations. Any omitted details may lead to further queries or result in the document being rejected.
Another common mistake is to opt for the most complex procedure without checking the requirements. A double apostille is only appropriate if it is genuinely recognized and required by the receiving authority.
Factors affecting turnaround times and cost
The cost is influenced by the type of document, the competent authority, the language and volume of the translation, the number of pages, the need for a notarised copy, the urgency, and the delivery method.
Each document is assessed individually. For example, a degree certificate with its supplement, a birth certificate and a certificate of good conduct may follow different processing routes and have different turnaround times.
For a preliminary quote, send clear scans, specify the country, the name of the institution, the purpose of submission and the required language of translation. Once checked, we can determine the sequence of tasks, estimated turnaround times and the total cost.
Obtaining a double apostille at STATUS KO
The STATUS KO Translation Centre organises the comprehensive preparation of documents for use abroad. We check the source document, clarify the requirements, determine the apostille route, carry out the translation, arrange for notarisation and verify the final set of documents.
We pay particular attention to personal data, the completeness of the translation and the integrity of the notarised package. Orders can be placed in Ukraine or remotely from abroad. If required, the completed documents are sent by courier service.
We do not automatically include a second apostille. We first ascertain whether it is required in the specific situation and whether the receiving party requires a different translation method. This approach helps to avoid unnecessary costs and ensures the document is prepared in the format expected by the foreign authority.
Please send us a scan or a clear photo of the document, specifying the country and the purpose of submission. STATUS KO’s specialists will assess the feasibility of the application, suggest the best procedure, and provide a personalized quote.
