Document Legalization: Complete Guide
Learn how document legalization works for non-Hague Convention countries: procedures, timelines, required papers, and professional legal assistance.
Legalizations & Translations
Sep 14, 2025
4 min read
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Document Legalizations
International authentication for documents in countries not adhering to The Hague Convention
Legal recognition of documents in destination countries
Complete chain of authentications through all levels
Management of multiple coordinated bureaucratic procedures
Specialized support for every phase of the international process
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Introduction
What You Need to Know
Complex but fundamental procedure for international authentication
Legalization is a complex but fundamental procedure to authenticate your documents when you need to use them in countries that do NOT adhere to The Hague Convention of 1961. Unlike Apostille, legalization requires a chain of authentications through different levels of authority: from the issuing entity, to the competent Ministry, up to the Consulate of the destination country.
There are two main scenarios: foreign documents for Italy (legalization to be completed in the country of origin at the Italian Consulate) and Italian documents for abroad (legalization to be completed in Italy at the Consulate of the destination country).
If you are planning to relocate, work, study or initiate official practices in countries like China, United Arab Emirates, many African and Asian countries, legalization is the only way to ensure your documents are legally recognized.
Ready to start your journey? Follow the steps below to understand the complete process.
Step 1
Who can request legalization?
For foreign documents to be used in Italy:
🌍
Eligible
Citizens of non-adherent countries
Citizens of countries not adhering to The Hague Convention (China, UAE, Vietnam, Egypt, Algeria, etc.)
🎓
Eligible
International students
International students from these countries for Italian universities
💼
Eligible
Qualified workers
Qualified workers for employment contracts and title recognition
💰
Eligible
Investors and entrepreneurs
Investors and entrepreneurs for opening activities in Italy
💑
Eligible
Mixed couples
Mixed couples for marriages and family practices
For Italian documents to be used abroad:
Eligible
Italian citizens abroad
Italian citizens relocating to countries not adhering to the Convention
📄
Eligible
Foreign citizens with Italian documents
Foreign citizens with Italian documents to be used in their country of origin
🏢
Eligible
Italian companies
Italian companies for export and international joint ventures
👨💼
Eligible
Professionals
Professionals to practice activities in non-adherent countries
🌎
Eligible
Students for international programs
Students for study programs in countries requiring legalization
Step 2
Step 2: Required Documents
Complete document checklist for your application
🌍
To legalize foreign documents (procedure in country of origin)
Phase 1 - Local authentication: Original document issued by competent authority
Authentication at the office that issued the document
Copy of applicant's identity document
Phase 2 - Ministerial legalization: Document authenticated from previous phase
Ministry request form
Receipt of payment of ministerial fees
Phase 3 - Consular legalization: Document legalized by the Ministry
Consular form from Italian Consulate
Identity documents and any additional certificates
Receipt of payment of consular fees
To legalize Italian documents (procedure in Italy)
Phase 1 - Preparation: Original Italian document (certificate, diploma, notarial act)
Possible authentication at issuing office (if required)
Phase 2 - Legalization at Italian Ministry: Document prepared from previous phase
Ministerial request form
Copy of identity document
Receipt of payment of secretarial fees
Phase 3 - Legalization at foreign Consulate: Document legalized by Italian Ministry
Consular form from destination country
Additional documents required by specific Consulate
Receipts of payment of consular fees
What Legalization Certifies
Legalization certifies the authenticity of signatures and seals, but does not guarantee automatic acceptance of the document.
We Handle Everything
Future Italian offers complete support throughout the legalization process, coordinating with international Ministries and Consulates for every phase of the procedure.
Step 3
Step 3: Application Process
From start to finish: here's everything that happens step by step
1
Consultation and Identification
We verify that the destination country requires legalization (not Apostille), identify all offices involved in the process and plan the extended timelines.
2
Document Preparation
We prepare all documents for every phase, verify compliance for each bureaucratic step and support obtaining preliminary authentications.
3
Ministerial Legalization
We manage presentation at competent Ministries, coordinating payments and completion of different forms for each phase of the process.
4
Consular Legalization
We coordinate the final phase at Consulates, managing additional requests and constant communications on progress of each step.
5
Final Control and Delivery
We verify that all stamps and legalizations are present and legible. We assist with final sworn translations and support for use at local authorities.
🎉 Your legalization has been completed! Your documents are now valid for international use.
How long does it take?
The complete legalization process from document preparation to final consular phase.
2-6
weeks
Average processing time
How Future Italian Can Help You
Legalization is a complex process requiring experience and international coordination. With Future Italian, we manage every phase with precision to obtain your legalized documents without errors or delays.
Personalized consultation
Verification that destination country requires legalization (not Apostille), identification of all offices involved and complete planning of extended timelines
Document assistance
Preparation of all documents for every phase, compliance verification for each bureaucratic step, support for obtaining preliminary authentications
Drafting and submission support
Completion of different forms for each phase, presentation at Ministries and Consulates, management of multiple payments and coordination with international representatives
Case monitoring
Detailed control of every single phase of the process, constant communications on progress, management of additional requests from Consulates
Post-issuance support
Accurate verification of all obtained stamps and legalizations, assistance for final sworn translations in destination country, consultation for any additional verifications required
You cross continents. We legalize for every destination.
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FAQ
Frequently Asked Questions
Get answers to the most common questions about this service
Apostille applies only to countries adhering to The Hague Convention of 1961. Legalization is required for NON-adherent countries (China, UAE, Vietnam, Egypt, Algeria, etc.) and requires a complete chain of authentications through different levels of authority.
For foreign documents: 35-75 working days (5-15 days local authentication + 15-30 days Ministry + 15-30 days Italian Consulate). For Italian documents: 45-95 working days (5-10 days preparation + 20-40 days Italian Ministry + 20-45 days foreign Consulate).
Technically yes, but the process is very complex and involves different offices in multiple countries. An error in one phase compromises the entire procedure. Professional assistance guarantees international coordination and correct management of every bureaucratic step.
Costs include: ministerial fees in country of origin, Italian or foreign Ministry secretarial fees, consular fees, sworn translations, international shipping expenses. The amount varies based on country and document type.
Sworn translation must be done AFTER completion of all legalization phases, in the destination country by a certified translator. Legalization authenticates the original document, then the legalized document is translated.
Countries not adhering to The Hague Convention require legalization. Main ones: China, United Arab Emirates, Vietnam, Egypt, Algeria, many African and Asian countries. Future Italian always verifies specific requirements for your destination country.
No, legalization is specific to the destination country. A document legalized for China is not valid in UAE. Each country has its own procedures and requires legalization at its own Consulate.
If an office in the legalization chain refuses the document, we must identify the problem (non-compliant document, missing documentation, procedural errors) and redo the correct phase. This is why accurate initial preparation is important.
Legalization itself has no expiration regarding authentication of signatures and seals. However, document content might lose validity (e.g., medical certificates, criminal records). Always verify destination country freshness requirements.
It's not advisable. The legalized document is often a fundamental prerequisite for visas, permits, title recognition, business opening. It's better to complete legalization first to avoid delays in subsequent procedures that depend on this document.
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