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Use your NZ documents overseas

To use a document overseas it may need to be apostilled or authenticated. Apostilles and authentications are certificates that prove the signature, stamp or seal on a document is genuine.

Overview

When you need to use a New Zealand document in another country, you may be asked to get the document apostilled or authenticated.

Apostilles and authentications are certificates that prove the signature, stamp or seal on a document is genuine.

Step 1 - Check what you need to apply for

Whether you need an apostille or authentication depends on the country your documents will be used in.

Check the country you are using your document in

This is an apostille country.

You can get:

  • a paper apostille, or
  • an electronic apostille, called an e-apostille.

Ask the overseas organisation which type of apostille they want.

For a paper apostille, the Department of Internal Affairs Authentication Unit will put a covering page, called an apostille certificate, on top of your documents. They will be tied together with a ribbon and get an official embossed seal.

An e-apostille is a secure PDF that’s emailed to you.

This is a category A authentication country.

Your documents will be authenticated by the Department of Internal Affairs Authentication Unit, and then sent to the Ministry of Foreign Affairs and Trade (MFAT) for verification.

Your authenticated documents will have a covering page on top with a stamp from MFAT. The documents will be tied together with a ribbon and get an official embossed seal. They are then sent to the address you included on your application form.

This is a category B authentication country.

The process is more complicated for category B countries, so authentication costs more and takes longer.

Some organisations that are in a category B country will let you change to get a category A authentication. It is worth asking the organisation if they will accept a category A authentication as they are quicker and cost less.

If you’re sending documents to a category B country, you should contact their embassy to find out what you need to send them, how you can pay and how you can get your documents sent back to you.

List of embassies (Ministry of Foreign Affairs and Trade website)

Then contact the Authentication Unit so they can check what you will be sending them. This could include:

  • a letter for that country’s embassy, asking them to verify the documents
  • their payment, and
  • some way for them to return your documents to you, like a self-addressed envelope.

Russia is an apostille country.

You can get:

  • a paper apostille, or
  • an electronic apostille, called an e-apostille.

Ask the Russian organisation which type of apostille they want.

For a paper apostille, the Department of Internal Affairs Authentication Unit will put a covering page, called an apostille certificate, on top of your documents. They will be tied together with a ribbon and get an official embossed seal.

An e-apostille is an electronic version of the apostille certificate that is emailed to you as a secure PDF.

Authentication Unit requirements

Before you send any documents, check the Department of Internal Affairs Authentication Unit's requirements. You may need to provide either an original or a copy that has been notorised.

Authentication Unit document requirements

The Authentication Unit does not provide an urgent service.

Check document requirements with the overseas organisation

You should also check if the organisation asking for the document has specific requirements. For example, they may:

  • only accept documents that were recently issued
  • want the documents translated
  • accept multiple original documents, and not notarised copies
  • accept electronic e-apostilles or paper apostilles.

Difference between an apostille and an authentication

Apostilles and authentications are certificates that prove the signature, stamp or seal on a document is genuine.

The apostille and authentication process is done by the Department of Internal Affairs' Authentication Unit. 

Some documents also require checking by the Ministry of Foreign Affairs and Trade (MFAT).

Authentication

An authentication is an official government certificate that proves the signature, stamp or seal on a document is genuine. Authentication is sometimes called 'legalisation'.

There are 2 categories of authentication, depending on the country the documents are being used in.

Category A

These are authenticated by the Authentication Unit, and then sent to the MFAT for verification.

Category B

The process is more complicated for category B countries. Documents will need to be sent to an embassy. This type of authentication costs more and takes longer. 

If you’re sending documents to a category B country, you should contact their embassy to find out what you need to send them, how you can pay and how you can get your documents sent back to you.

List of embassies - Ministry of Foreign Affairs and Trade

Apostille

An apostille is an official government certificate that proves the signature, stamp or seal on a document is genuine for use in countries that are members of the 1961 Hague Convention Treaty.

When you apply for an apostille you can request either a paper or an electronic apostille (e-apostille).

Apostilles do not need to go to MFAT for checking.

Step 2 - Preparing your documents

The Authentication Unit can only process documents that meet their requirements.

Before you send your documents to the Authentication Unit, check if they need to be:

  • originals, or if copies are accepted
  • translated
  • notarised or certified.

Check the Authentication Unit's document requirements:

Authentication Unit document requirements

If you need your document notarised

If you need to get your document notarised, you must use a New Zealand notary public.

Tell them that your document is being notarised for an apostille or authentication.

A notary public, sometimes called a public notary, is a lawyer authorised by the Archbishop of Canterbury in England to officially witness signatures on legal documents, collect sworn statements, administer oaths and certify the authenticity of legal documents for use overseas.

Find a notary public in New Zealand - New Zealand Society of Notaries

Do not get it certified by a justice of the peace or a solicitor. If you do, your document will not be able to be apostilled or authenticated.

What the notary public will do

The notary public must:

  • make a statement that describes what they have done, for example ‘witnessed a signature’ or ‘certified a true copy’. This is called a Notarial Act
  • include their name and signature
  • add their seal or stamp
  • write the date and place they signed the documents, and
  • make it clear they have seen all the pages in a document (e.g. by marking every page).

If you need your document translated

If you need to get your documents translated, the Department of Internal Affairs can do the translation as part of your application. Alternatively, you can organise your own translation.

If you organise your own translation, you need to get it notarised by a New Zealand notary public.

Step 3 - Complete the application form and pay

Download the application form

You will need Adobe Acrobat for Windows or Mac to complete the PDF application form.

Request a document authentication or apostille (PDF 401KB)

Request a document authentication or apostille accessible version (TXT 6.2KB)

Adobe Acrobat Reader - Get Adobe

Pay for your apostille or authentication

Certificate / service Type Cost (in NZ dollars)
Apostille  First certificate (paper or electronic apostille) $32
Any additional apostilles and e-apostilles will cost $15
Authentication category A  First certificate $65
Any additional category A authentications will cost $31
Authentication category B  First certificate $195
Any additional category B authentications will cost $61
Translations included as part of your application The Translation Service will tell you if the fee is different for your translation $95 each
Courier DIA delivers your documents by courier because it’s more secure
  • $5 within NZ
  • $15 to Australia and Asia-Pacific countries
  • $20 to the United States (not Canada)
  • $25 to European countries (including the UK)
  • $30 for the rest of the world

Ways to pay

You can pay by:

  • credit, debit or prepaid gift card (for example, Prezzy® card)
  • EFTPOS (only available when you visit an office in person)
  • foreign draft (only available if you apply at the Sydney or London office).

Step 4 - Submit the application

Submit the completed application form and the documents to the Authentication Unit at the Department of Internal Affairs.

By post

Authentication Unit
Department of Internal Affairs
PO Box 10526
Wellington 6140
New Zealand

By courier

Authentication Unit
Department of Internal Affairs
Level 2
7 Waterloo Quay
Wellington
New Zealand

In person

If you would like to deliver your application in person, you must make an appointment at one of our offices in New Zealand:

Contact one of our offices in New Zealand

Include related documents or items to be sent overseas

The Authentication Unit can send any additional documents or items to an overseas organisation along with your apostilled or authenticated documents. Include them with your application.

Make sure you:

  • check with the overseas organisation for any specific requirements, such as any extra forms, payments or courier bags.
  • clearly write which documents need to be apostilled or authenticated.

What happens next and timeframes

If your documents are being apostilled

  • The Authentication Unit will send your documents to the address on your application form.
  • We will process your application within 7 working days.

If your documents are being authenticated

Category A authentications

  • Documents are sent to the Ministry of Foreign Affairs and Trade to do a check.
  • The Authentication Unit will send your documents to the address on your application form.
  • We will process your application within 7 working days.

Category B authentications

  • Documents are sent to the Ministry of Foreign Affairs and Trade and to international embassies for authentication (sometimes also called 'legalisation').
  • The Authentication Unit will send your documents to the address on your application form.
  • There is no set timeframe for the Ministry of Foreign Affairs and Trade checks or authentication by overseas embassies.

Authentication Unit contact details

Utility links and page information

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