Introduction
Many expats moving to the Netherlands must submit official documents such as birth certificates, marriage certificates, or diplomas.
Dutch authorities often require these documents to be legalised to confirm they are genuine. Legalisation confirms the authenticity of the signature and issuing authority so the document can be accepted by Dutch institutions.
In many cases legalisation must happen in the country where the document was issued, and translation may also be required.
What document legalisation means
Legalisation verifies that a document issued abroad is genuine and can be used by Dutch authorities.
Legalisation confirms the signature on the document and the authority that issued the document. Once legalised, the document can generally be used in the Netherlands or at Dutch embassies.
Apostille vs full legalisation
Apostille is a simplified form of legalisation used between countries that signed the Hague Apostille Convention. It is applied as a stamp or sticker by a designated authority in the country where the document was issued.
Full legalisation (the legalisation chain) involves multiple authorities—such as ministries and embassies—and is used when the issuing country is not part of the Hague Convention. The exact steps depend on the country of origin.
| Aspect | Apostille | Full legalisation |
|---|---|---|
| Process | Single step: one stamp or sticker from designated authority | Multiple steps: often ministry then embassy or consulate |
| When it applies | Between Hague Convention countries | When the issuing country is not in the Hague Convention |
| Typical speed | Often a few days to a few weeks | Several weeks, depending on country |
When expats usually need legalisation
Expats commonly need legalised documents for visa applications, residence permits, municipality registration, family reunification, marriage registration, and education recognition. Legalised birth or marriage certificates are frequently required for immigration or registration procedures.
Legalisation vs translation
Legalisation confirms that a document is authentic. Translation converts the text into another language. They are different steps; you may need one or both.
Documents not written in Dutch, English, French, or German usually need sworn translation for use with Dutch authorities. The order of steps—legalise first or translate first—depends on the country that issued the document.
Country-specific examples
Processes differ by country. Foreign documents used in the Netherlands usually need legalisation in the country where they originate. Below are examples; always check the official Netherlands Worldwide page for the country that issued your document.
Common documents requiring legalisation
These document types are often required for municipality registration, residence procedures, and official administration. Whether they need apostille or full legalisation depends on the issuing country.
- Visa applications
- Residence permits
- Municipality registration
- Family reunification
- Marriage registration
- Education recognition
- Legalisation → confirms authenticity
- Translation → converts language
- Birth certificates
- Marriage certificates
- Divorce certificates
- Diplomas
- Police certificates
- Adoption documents
Check the order for your country
In many cases you legalise or apostille the original first, then translate. For some countries (e.g. China), translation is done in the country of issue before legalisation. Always check the official page for the country that issued your document.
Costs and timelines
Costs and timelines vary by country and authority. The ranges below are indicative for planning only; always confirm with the authority that will legalise your document.
- Simple apostille: often a few days to 2–3 weeks, depending on the authority and backlog.
- Full legalisation chain: typically several weeks (e.g. 2–6 weeks), as multiple authorities are involved.
| Category | Typical range (indicative) |
|---|---|
| Apostille fee | Often €20–€50 per document. Examples: US state apostille ~USD 10–25; UK FCDO £30 per document; India MEA apostille ~INR 50–200 per document; many EU countries €15–€40. |
| Government legalisation fee | When full legalisation applies: e.g. ministry fee €20–€80, then embassy/consulate fee €15–€50 per document, depending on country. |
| Courier fees | Sending documents to/from the issuing country: often €15–€50 per shipment (national or international courier). |
| Translation (if required) | Sworn translation in the Netherlands: short document ~€25–€60; birth/marriage certificate ~€40–€100; diploma ~€60–€150. See Document Translation guide. |
Start early
Timing depends on the country and the authority. Start the process as soon as you know which documents you need.
Where to get documents legalised
Legalisation is typically done in the country where the document was issued. Authorities involved may include foreign ministries, government notary offices, embassies, and courts. Begin in the country where the document was issued and follow the official workflow for that country.
Common mistakes
Avoid these pitfalls to save time and avoid rework.
- Foreign ministries
- Government notary offices
- Embassies and consulates
- Courts (in some countries)
- Starting translation before legalisation when the correct order is legalise first
- Using photocopies instead of originals where originals are required
- Using the wrong country workflow (always check the official page for the issuing country)
- Waiting until after arriving in the Netherlands to start legalisation
Order matters
Translating first when legalisation should happen first is a common mistake. Check the official steps for the country that issued your document.
Official sources
Always confirm requirements with the authority that will receive your document (IND, municipality, university). Use these official sources for legalisation and apostille.