Not long ago, someone who needed to present a document to an authority would simply go to the relevant embassy. Today, more often than not, the embassy would require a document to be verified at the source of its issuance first, prior to affixation of the embassy’s certificate. This process is typically known as “attestation” or “apostille”. Referred to as “embassy certification” or “consular legalization” by the layperson, the local regulatory bodies would typically also require verification prior to attestation or apostille, thus making it a 3-step process – 1. Verification, 2. Attestation or Apostille, 3. Endorsement.
Firstly, please note that requirements differ depending on the specific requestor. The Immigration and Checkpoints Authority (ICA), for example, has criteria for document legalization that may differ from the Land Transport Authority (LTA), Singapore General Hospital, or the Central Provident Fund. Hence, always check with the specific authority for specific details.
Are you thinking of moving to Singapore for work or getting married to your fiancé, who is a PR in Singapore? Welcome to our vibrant city! Depending on the specific requirements, you may find that you need to present certain documents. It can be tricky, especially if you are dealing with documents from different jurisdictions. You might have heard the term “legalization”. What does this mean? In this article, we hope to demystify some aspects of document legalization.
Understanding Document Legalization in Singapore
In Singapore, any local document going overseas must be presented to the Department of Consular Affairs of the Ministry of Foreign Affairs (MFA) for authentication. The procedures for MFA authentication vary according to the type of document and the nature of the recipient country. Unlike the normal process followed by countries that are members of the Hague Convention, Singapore has Alternative 1 and Alternative 2 authentication procedures. These two procedures can apply to different degrees depending on precedence and certification. Alternative 1 requires sight of the original document, and the MFA certification cost varies from S$10 to S$50 for different documents. With the introduction of Option 1A, documents legalized under “Option 1” can be further legalized with the recipient’s country’s diplomatic mission based in Singapore. Not all countries have a diplomatic mission in Singapore, however, and some countries may seek further consular legalization of their documents.
A standardized procedure of document legalization has been defined for participating countries in the Hague Convention process of legalization. For countries that have elected the Non-Hague process of legalization, such as Singapore, the document legalization process is different and can be more complex. What appears to be a relatively simple procedure if one were to follow the process in a Hague Convention-abiding country could turn into a maze of red tape when applied to the Non-Hague Convention process countries. The diversity of procedures also resulted in differing requirements and objectives, further complicating this supposedly straightforward process. This paper provides an introduction to the document legalization process in Singapore. It explains how this process works and investigates the fake certificate it was established to prevent. For staff who handle Singapore legalizations in overseas offices, and for colleagues who deal with the Ministry of Foreign Affairs in Singapore, an appreciation of the document legalization procedure can improve self-sufficiency in the handling of such matters.
What is document legalization?
Document legalization is well off an investigation that encourages the lawfulness of a specific document, thus empowering it to be perceived in the international law area ordinarily. Legalization may likewise demonstrate that, from the perspectives of the certificate grapple, the certificate is confirmed valid as per the protocols to which the validity of a certificate is sure. Signature and seal from authorities of the local, and likewise for the consulate or embassy of a foreign nation, is an example. The apostille or equivalent authentication certificate is appended by the document but outside the United States gives reference to associated suspension example to confirm the identification of the authorizing signatory and stamp or seal. Aside from all these, a foreign nation likewise has the way to check the apostille of a certificate or an outside authorization license.
Firstly, when there is a need for any document to be used outside of its country of origin, the seal of approval is needed. This approval then is accomplished by the original document’s legalization, the process that allows a foreign country to verify the significance of the document from another one. Generally, the term “authentication” or “apostille” refers to the similar process in United Nations countries.
Legalisation of documents Singapore is nothing but the process of processing official documents that transparent others countries legal systems or government authorities. Every country has its own document requirements which usually consist of applications, forms, and fees, apart from the original document that is to be legalized and maybe its copies. Is your requirements involve for the same documents for various countries?
Do you know how important document legalization is for both the personal and business spheres? In a world where movement is, in reality, restricted, getting one wrong stamp may cost a loss of mobility or slow down a particular process. We at Singapore Translators have done some study on the paperwork and get some basic to represent you for better understanding.
Why is document legalization important?
Due to document legalization, an ordinary document becomes certified, allowing it to be used not only in the country where it was issued but also in other countries. This is the fundamental interest in document legalization. Whether you have a public, private, or notarized document, you may need to go through the legalization process so that your document can be used in a country that was not its place of issue. So the legalization of documents is the set of a structured administrative sequence of formalities, indicating the recognition of an act performed according to the law of the country that issued it, making its circulation possible in other countries through the process of identifying the authenticity. In the absence of legalization, the documents would therefore always remain alien and unusable in a foreign country.
Why is document legalization important? Document legalization is a necessary process for the circulation abroad of documents of private and public character, as well as for documents originating from Singapore contractors, the presentation of which is needed in foreign countries for the development of various commercial transactions, as proof of acts, operations, kept in customs records or for other purposes. This is because each country is bound by its own regulations in the issuance of documents, which go through different stages and acquire different levels of guarantee and proof of credibility over time, as well as different expense burdens. The legalization of documents declares that the signatures on the documents are those of the signing authority and the same can be authorized to sign such documents. Attestations or authentications serve as documentation to the notary public to sign documents based on their position. There is no shortcut to document legalization. The process must be completed step by step to become a valid document in a foreign country.
The process of document legalization in Singapore
The process of document legalization in Singapore, even if all documents are in order, takes at least four working days. Ensure that your original document/copy can be created upon request and that your report is unreadable during travel. You must personally attend the embassy that performs your document in foreign service authentication. Companies that offer free pick-up services, such as International and Domestic Express delivery, are also available to assist customers. Although legalization restraints are not directly imposed, the processing time is still at the discretion of the foreign mission. We additionally advise private clients to consider recent internal restrictive sanctions that several hurdles have faced during the criminal record process.
Once the determining legal department has authenticated the document, the Ministry of Foreign Affairs will grant effective permission by validating the document’s signer or their issuing body. It will impose a stamp or paper stub to the document to confirm its legitimacy. The final step in this close-cautious process is the international embassy’s legal bureau visited via the suit-issued parties. The department may submit documents with your statements and allows you to execute clinical tests. You will approach them with MFA-confirmed documents in person or through their online secure website if they are satisfied with this business.
Types of Documents that Require Legalization
Only lawyers licensed in Singapore draw up or execute a will or any estate related to any property located in Singapore. Property includes intangible personal property, whether located in Singapore or elsewhere, such as cash held in Singapore bank accounts or tangible personal property located in Singapore. Singapore’s Wills Act of 1996, which sets the rules for making a will in Singapore, does not provide an exemption, although the Notaries Law does not require it when drafting a guarantee letter in connection with the execution of a sponsor according to the Islamic law and the Muslim Law Act. Singapore law requires that the executors obtain a grant of probate from a lawyer to administer the expatriate, although many notaries are specialized in large foreign estates because the Third Schedule of the Administration Law allows full-time Singapore government officials at district and magistrate level to provide application instructions.
Other than identification documents and personal credentials, such as driver’s licenses, passports, and graduation certificates, which fall under the category of general official copies that “require an apostille for use abroad” after legalization, above “fifteen untitled documents of their own” categories of official copies that exist, are: certificate of marriage, certificate of death, certificate of divorce, certificate of no criminal conviction, certificate of no bankruptcy, certificate of status of landing, document related to tax, extract of certificate of no relationship, certificate of degree, medical certificate, psychological examination conclusion, certificate that there is no medical indication, application for responsibility for trial, bank guarantee letter, guarantee letter by guarantor of company director. The categories only refer to the constraints and are insufficient to fully justify authorization or notarization requirements mandated by the Notaries Requirements Regulation (NRR), especially concerning the need for notarization in connection with applications such as guardianship, auctions, wills and real estate conveyancing.
Personal documents
If you are a Thai police officer who has been offered a job with the Singapore Police Force, or a Thai nurse or doctor who has successfully passed the relevant skills evaluation test, you may reasonably need to have your confirmation documents attested by the competent council. The qualifications include the Nursing Council of Thailand, the Medical Council of Thailand, the Thai Board of Nursing, and the Thai Board of Medicine. For accountants, the Accounting Professions Act prescribes a different requirement. As accounting qualification documents are not included in the category of educational documents, they must be notarized by a notary public before being attested by the Lawyers Council of Thailand. This is a formal step and should therefore be in accordance with the applicable regulations. Be warned that documents that have not been properly authenticated will cause problems in the application process when they reach Singapore: another document may be required and a new application will need to be made.
For obvious reasons, it is quite common for individuals to wish to come to and settle in Singapore. Therefore, one particular type of document often attested is the basic set required by the Singapore authorities to allow foreign nationals to reside and work here: personal and educational documents. It is fairly easy to do so. The obvious condition, of course, is that the document was issued in Thailand. The other notable condition is that, for some organizations such as Thai schools, it is the Thai consulate that processes and attests these documents, not the Ministry of Foreign Affairs of Thailand. For those documents attested and legalized in Thailand, the starting step is completed. Singapore is a state party to the Hague Apostille Convention and accepts apostilled foreign public documents as legally binding in this country. Documents eligible for apostillization with the Thai authorities as the competent authority (teaching councils, universities, standardizing bodies, etc.) should not pass through the Thai Supreme Court or the Ministry of Foreign Affairs, so the process is fairly straightforward.
Educational documents
If a business or individual needs to employ a certificate of service or issue a certificate to the police force, police access-based certificates are issued by the new security police. A certificate of service can also be issued by an insurance judiciary in case of disputes. These certificates should be logged with the police or any court and the insurance judiciary.
This chapter discusses the most common reasons why individuals and employers need to verify a person’s educational certificate. It also explains how educational institutions are formed in Singapore, their historical background, and the certification process. Additionally, it provides examples of public and private educational institutions, as well as certificates issued by the police, the safeguarding forces, and the judiciary.
Commercial documents
Legal firms can be generally grouped into local and international law firms. Local law firms are governed by the Singapore Legislation and Law Society. International law firms have roots in other jurisdictions, with many having offices in locations capitalized as a global law firm. The services that each firm provides will often depend on the size of their operations and whether they have extensive international experience and strong global presence. The broad arguments over legalization by international law firms are (a) that international law firms are generally known for identifying, advising, and preparing corporate documentation for global activities as their global clients’ reach demands wide-ranging services beyond a single jurisdiction. Further, associated Korean documentation does not require lengthy explanations as international firms naturally understand the business implications, leading to a more responsive turnaround; and (b) trusted, carefully pre-selected law firms may “in-source” also certify and legalize commercial documents.
Commercial documents are anything produced or issued by a company, for its own or external use, and includes those issued by law firms, such as certificates of incorporation and trademark registrations issued by the Intellectual Property Office. In cases of limited copies of the document, photocopies and scanned copies are subjected to the Notary Public’s assessment of the document’s condition. If presentable, document legalization process can commence. Type-written documents on the company’s letterheads are usually deemed well-presented for legalization. Documents that are written in hand or computer printouts falling under the category of commercial documents may not bear Singapore company’s letterheads or logos. Such documents include Singapore income tax statements, online database searches, and Singapore banking documents.
Tips for a Smooth Document Legalization Process
Tip #4: Keep the original and make a copy. It’s important to always give out copies of your documents, even when using a mailing or pickup service. You don’t want originals to be spirited away by inquisitive bureaucratic hands. Always provide copies of the original documents. Provide copies of previous renewal forms, if any, to avoid mistakes. Retain the original, as it should never be given away. Always keep a copy of the places and return documents to the department where the service was requested.
Fill out legal forms. If you choose to use a service, you will likely have to fill out a form. Prepare a set of all documents required, including additional documents, for the type of service you want to request. Check the host country’s website to complete the necessary forms and avoid errors.
Set a timeframe for document legalization. Find out the time it takes to legalize your document and the approximate costs involved. Typically, standard processing time is 1-2 weeks depending on the country and the service.
Contact the concerned departments. If your documents are from a foreign country and you do not wish to send them yourself, contact local embassies or consulates with a search phrase similar to the following: the name of your home country + educational document legalization in a foreign country.
Prior planning can save you from unwanted stress at a time when you are already dealing with the relocation process. While there is no one-size-fits-all approach to the documentation legalization process in Singapore, following these steps should help ensure that you have a smooth and efficient document legalization experience.
Gather all necessary documents
Before you bring your documents to ICA, notarize them. Find a Notary Public specializing in document legalization at our Legalization counter. Our Notary Public will compare your passport, your Deed of Appointment documents, and the Will. If everything is in order, you will be prompted to sign the documents in his presence at the Notary Public counter. Once you have signed in front of the Notary Public, he will, in turn, affix the Official Seal of the Notary Public and sign the last page of the documents, alongside the said Seal.
When you gather your documents to get them ready for legalization, it is crucial to be disciplined. All essential documents must be collected and reviewed. Missing even one piece of paper can result in delays that could cost you a career-changing opportunity or, worse, arouse the government’s suspicion or possibly lead to rejection. Hence, talk to our Notary Public and our Legalization Officer. Both of them are experts in this field and can guide you well. It is very important to have this worked out as legalization can be excruciatingly painstaking if not managed properly.
Research the requirements and procedures
Prepare your school/college study certificate and photocopy which requires authentication by the school/college authorities. Or you can request them to send the college study certificate directly to the Registrar of The Tamil University in a sealed cover. The following procedure should be followed before authentication of the study certificate received by the student. Stamp and sign must be provided by the principal for the certificate to be authenticated. Apply in person to the responsible officer in the school where the diploma was previously awarded. A sealed cover containing all relevant documents should be sent directly to the Registrar of the University without opening it. Upon receipt of the cover, it will be opened at the Deputy Registrar’s office and the original certificate will be authenticated by the authorities of the University.
This article explains document legalization in Singapore so that you know exactly how to get your certificates, contracts, and other documents signed in Singapore and with which authorities you need to authenticate them. If you are not in Singapore, check out our document authentication countries overview. I hope that they will help you in no time and without much confusion to find the right authorities for legalization of certificate services in Singapore. The following steps are included in authenticating your degree certificate in Singapore. Learn exactly how to get your certificate authenticated with detailed, freely available, and free of charge guidelines on how to use official and unofficial documents. A guide to Singapore’s free services for the authentication of educational documents.
Seek professional assistance if needed
As an individual or overseas entity, you may have documents such as affidavits, statutory declarations, transcripts of evidence, business agreements, and powers of attorney that are of relevance to legal cases or regulatory proceedings administered by the courts, ministries, Central Authority, or tribunals in Singapore, respectively. In most cases, your documents need to comply with the relevant legal requirements before they can be submitted. While the types of documents that are subject to verification and legalization requirements may vary widely, and each organization and authority administering the laws, regulations, and process in Singapore may have its own set of evidence standards. In general, a typical procedure involves the following: there is a business agreement which is a conditional precedent to the performance of a particular act or the establishment of a commercial relationship in Singapore. A notary public notarizes the business agreement according to the rules and procedure. The authenticity and legal efficacy of the notarized business agreement are verified by the central authority or a local lawyer representing the foreign entity in the matter. Finally, the notarized business agreement and its cover letter are submitted to the relevant authority in Singapore for decision.
If you are an overseas entity or individual client who is unfamiliar with Singapore’s laws and processes, it is best to seek professional assistance for document legalization. To accurately meet your document submission and legalization requirements, you must undertake consultations with a lawyer practicing Singapore law. In addition, depending on your requirements, the service of a notary public or a notarial section officer from the Singapore Academy of Law may be required to authenticate your document before it can be submitted to the relevant authority for verification and legalization. So what kind of assistance will be provided? Typically, a law firm would advise and assist on the evidentiary requirements for your documents, prepare and draft the necessary documents, authenticate the executed documents, advise and assist on the relevant fees for your application, and prepare and submit the requisite application.
