To use a certificate issued abroad in Italy, such as a birth or marriage certificate or a criminal record certificate, you usually need two steps: validation of the document and translation into Italian. If the issuing country is party to the 1961 Hague Convention, an apostille is enough. If it is not, legalisation at the Italian consulate is required. Between European Union countries, neither is needed for many documents.
Guide updated in October 2026.
What are legalisation and the apostille for?
They allow a foreign public document to be used in Italy, confirming that the signature and stamp of the issuing authority are genuine. They are required in many immigration procedures:
- Italian citizenship, with the birth certificate and criminal record certificates from the country of origin;
- family reunification (in Italian), with the certificates proving the family relationship;
- registration with the Comune (municipality) of a marriage or birth that took place abroad;
- applications for an entry visa and for a permesso di soggiorno (residence permit), when they require foreign certificates.
What is an apostille?
The apostille is a stamp or certificate that the competent authority of the country that issued the document places on the original. It is provided for by the Hague Convention of 5 October 1961, which abolished legalisation between the States that are party to it, including Italy.
- Obtain the original certificate from the office in the country of origin.
- Have the apostille affixed by the authority designated by that country, often the Ministry of Foreign Affairs or of Justice.
- Have the document with the apostille translated into Italian.
The apostille is obtained in the country of origin and does not require an appointment at the Italian consulate. Processing times are generally shorter than for legalisation.
How does consular legalisation work?
If the issuing country is not party to the Hague Convention, the certificate must be legalised.
- Obtain the original certificate from the office in the country of origin.
- Have it validated by the designated local authorities, usually the Ministry of Foreign Affairs.
- Have it translated into Italian.
- Submit it to the Italian embassy or consulate, which legalises the document and, where applicable, certifies that the translation is accurate.
Consular legalisation requires an appointment, and processing times vary greatly from one consulate to another. It is best to check the website of the competent consulate in advance.
When are neither an apostille nor legalisation required?
- Documents between European Union countries: EU Regulation 2016/1191 exempts many public documents from legalisation and the apostille, such as birth, marriage, residence and absence of a criminal record. For some documents there are standard multilingual forms that also avoid the need for translation.
- Bilateral agreements or special conventions: for some countries and some types of document, Italy has agreements that remove the need for validation.
- Holders of international protection: refugees and holders of subsidiary protection cannot request documents from the authorities of the country they fled. In the cases provided for, for example for citizenship, certificates can be replaced by an atto notorio (sworn statement) made before the Italian authorities with two witnesses.
How do you translate a foreign certificate?
- Translation abroad: done by a local translator and then legalised by the Italian consulate, or done or certified by the consulate itself, where this service is available.
- Sworn translation in Italy: the translator swears to the accuracy of the translation before a court clerk, a giudice di pace (justice of the peace) or a notary. The document to be translated must first be apostilled or legalised.
For a sworn translation in Italy you pay a €16 marca da bollo (revenue stamp) for every four pages, in addition to the translator’s fee. Some offices only accept translations by translators registered with the court’s lists: it is best to check first with the office that will receive the document.
How long is a foreign certificate valid?
It depends on the office receiving it. For many procedures, such as citizenship, the foreign criminal record certificate must be recent, as a rule issued within six months of submission. Birth and marriage certificates do not expire, but some offices still ask for a recent copy.
What are the most common mistakes?
- translating the document before apostilling it, when the office requires the apostille to be translated as well;
- submitting a criminal record certificate that is no longer recent;
- using a short extract when the office requires the full certificate with the parents’ names;
- differences in the spelling of names between passport and certificates, which must be clarified before submitting the application.
What are the most frequently asked questions about legalisation and the apostille?
What is the difference between an apostille and legalisation?
The apostille is obtained in the country that issued the document and is sufficient for countries party to the Hague Convention. Legalisation is done at the Italian consulate and is required for countries that are not party to the Convention.
Can a foreign document be apostilled in Italy?
No. The apostille can only be affixed by the authority of the country that issued the document. In Italy, Prefetture (Prefectures) and Procure (Public Prosecutor’s Offices) only apostille Italian documents to be used abroad.
How much does a sworn translation cost?
In addition to the translator’s fee, a €16 marca da bollo is paid for every four pages for the sworn statement.
Do European Union documents need an apostille?
For many public documents, no, thanks to EU Regulation 2016/1191. This applies to documents such as birth, marriage and residence certificates issued by one EU country and submitted in another.
What are the official sources?
- Hague Convention of 5 October 1961, list of contracting States.
- EU Regulation 2016/1191 on the circulation of public documents in the European Union.
How can SH Immigration Specialists help?
SH Immigration Specialists checks which certificates your application requires and whether they need an apostille or legalisation, and prepares sworn translations with our translation specialist. Contact us to have your documents checked before you submit them.
This content provides general information and does not constitute legal advice.
