Complete Guide to Document Certification for Germany
Planning to relocate employees to Germany, but bogged down by confusing document certification rules? Apostilles and legalisations can delay your visa by months or lead to outright rejection. This complete guide delivers the exact information to understand these terms and why they are important for your employee relocation.
Why Document Certification Matters for Companies Hiring Abroad
When hiring foreign professionals, your company is not just facilitating relocation—it is ensuring compliance with German immigration law. German authorities require verified proof of identity, education, and professional qualifications. If a document is incomplete, uncertified, or incorrectly legalised, the consequences are severe: visa delays, blocked employment, or even legal liability.
Companies face risks, including:
Delayed Onboarding: Employees cannot start work without visa approval.
Compliance Breaches: Misfiled or uncertified documents may violate immigration law.
Financial Impact: Not only processing times but also costs may increase when documents need to be re-certified or legalised.
By understanding the certification process upfront, businesses can streamline hiring workflows and avoid bureaucratic bottlenecks.
What Is Document Certification?
Document certification is the formal confirmation that a document is authentic. For German authorities, this is non-negotiable for foreign public documents, which include:
Civil status documents: Birth, marriage, death certificates
Judicial and notarial documents: Court records, powers of attorney
Administrative certificates: University diplomas, professional licenses
Private documents, like internal contracts, usually do not require certification unless notarised.
Certification ensures that a foreign-issued document is legally recognized in Germany, forming the foundation of visa applications, residence permits, and professional qualification recognition.
Certification Types Companies Need to Know
Not all verification processes are the same. The required type depends on the country of document issuance:
1. Apostille (Hague Convention Countries)
For countries in the Hague Convention (e.g., USA, UK, Brazil, India), an Apostille is a simplified certification applied by a designated local authority in the home country. German authorities accept this stamp without further embassy intervention. relokate verifies each employee’s documents by country and ensures the correct certification type is applied, so your team never has to guess.
2. Consular Legalisation (Non-Hague Countries)
For non-Hague countries (e.g., Vietnam), documents must be first authenticated by the home country’s ministry, then legalised at the German embassy or consulate. This multi-step process is mandatory for visa acceptance.
3. Beglaubigte Kopien & Signature Authentication
Certified copies (beglaubigte Kopien) confirm that a photocopy matches the original. Most German authorities prefer submitting certified copies, not originals. Signature authentication verifies that the employee signed the document.
⚠️ Important: Authenticity does not equal equivalence. Degrees or professional qualifications may still require recognition.
Key Documents for relocation
When hiring international employees, companies should focus on critical public documents:
Civil Status: Birth certificates, marriage certificates, divorce decrees
Education: Diplomas, transcripts, school-leaving certificates
Professional: Medical licenses, trade certifications, bar admissions
Legal: Police clearance certificates, power of attorney
Corporate: Commercial register extracts if relocating a business entity
Common Pitfalls for Companies
Translating before certification (translation must include the Apostille or Legalisation)
Relying on home-country notaries for German legalisation
Confusing authenticity with recognition/equivalence
How Relokate Supports Corporate Hiring Abroad
relokate simplifies international document management for HR / People and mobility teams. Our experts:
Identifies which documents require certification for each employee
Guides your employees in obtaining Apostilles, legalisations, and translations
Ensures the visa application is only submitted once the documents are ready
Reduces errors, delays, and the risk of visa rejection
This ensures that employees arrive in Germany ready to start work on schedule, fully compliant with local regulations.
For companies hiring abroad, document certification is not optional—it is a legal and operational necessity. Understanding the differences between Apostille, Consular Legalisation, and certified copies ensures seamless visa approvals, quicker onboarding, and regulatory compliance.
By implementing a structured certification workflow, your company protects its international hires and mitigates the risks of German bureaucracy.
FAQ for HR and Mobility Teams on Document Certification for Germany
Which countries are Hague Convention members?
Over 120 countries, including the US, UK, Brazil, and India. Non-members, such as Vietnam, require consular legalisation. relokate verifies each employee’s documents by country and ensures the correct certification type is applied, so your team never has to guess.
How long is a certified copy valid in Germany?
Certified copies are valid indefinitely, as long as the original remains unchanged.
Where can I find sworn translators in Germany?
Sworn translators are registered at local or higher regional courts. Listings are available at justiz.de or via the BDÜ directory.relokate supports your employees by connecting them with the necessary sworn translators and managing the translation process.
Do EU documents need an Apostille?
It depends on the country where the document was issued. Some EU documents require certification. relokate guides your employees in obtaining the necessary certifications for their documents, ensuring full compliance.
Can documents be apostilled in Germany?
No. Apostilles must always be applied in the country of origin by the competent authority, which may vary by country—sometimes ministries, sometimes other administrative bodies. relokate guides your employees to the correct local authorities to secure the proper certifications.
