Apostille and Legalising Business Documents in Romania: A Practical Guide

When your Romanian company needs to present official documents overseas—whether for opening a bank account, registering a branch, or entering a contract—foreign authorities often require proof that the documents are genuine. This is usually done through an apostille or legalisation. Understanding the difference and the correct procedure can save you time and prevent costly rejections.

What is an apostille?

An apostille is a certificate that authenticates the origin of a public document. It confirms the signature, seal, or stamp on the document is genuine. Romania is a member of the Hague Apostille Convention, so an apostille issued here is recognised in all other member countries without further legalisation.

When do you need an apostille?

You need an apostille when you intend to use a Romanian public document in another country that is also a party to the Hague Convention. More than 120 countries are members, including most of the EU, the UK, the US, and Australia. If the destination country is not a member, you will need full legalisation instead.

Which documents commonly need an apostille?

Typical business documents that may require an apostille include:

• Certificate of incorporation or registration
• Articles of association or company statutes
• Good standing certificates
• Power of attorney documents
• Court rulings or notarised contracts
• Official extracts from the trade register

Private documents, such as commercial invoices or contracts signed only by the parties, cannot be apostilled directly. They must first be certified by a notary public, and then the notary's signature and seal can be apostilled.

How to get an apostille in Romania

The apostille is issued by the competent Romanian authority, which depends on the document's origin. Generally, documents issued by local authorities or notaries are apostilled by the prefecture in the county where they were issued. Documents issued by central authorities, such as the Ministry of Justice or the National Trade Register Office, are handled by the Ministry of Foreign Affairs. You can apply in person or through a representative, and you will need to present the original document and proof of payment of the official fee. Processing times can vary from a few days to a couple of weeks.

Legalisation for non-Hague countries

If the destination country is not part of the Hague Convention, you will need a longer process called legalisation. First, the document must be authenticated by the Romanian Ministry of Foreign Affairs. Then, it must be legalised by the embassy or consulate of the destination country in Romania. Some countries may also require a translation and an additional certification. Always check the specific requirements of the receiving country before starting.

Practical tips

• Check the requirement early: Ask the foreign authority exactly what they need—an apostille or legalisation, and on which document.
• Get certified translations: Even with an apostille, the document often needs to be translated into the official language of the destination country by a certified translator.
• Plan for processing time: Apostilles are usually quicker than legalisation, but both take time. Avoid last-minute requests.
• Verify the competent authority: The office that can apostille your document may change if the document was issued in a different county or by a central body.
• Keep copies: Always keep certified copies of the original document and the apostille for your records.

Navigating document authentication can seem bureaucratic, but it is a straightforward process once you know the rules. A little preparation ensures your Romanian business papers are accepted abroad without delays.