Legitimizing Documents: Austrian Embassy Verification Process

The legalization of documents is a necessary step to ensure their validity and recognition in a foreign country. When it comes to verifying and legalizing documents from the Austrian Embassy, specific procedures and requirements must be followed. The process may vary slightly depending on the type of document and the country of origin, but there are standard guidelines and principles that apply. This includes understanding the role of the Austrian Embassy in the legalization process, the fees involved, and the steps to take before and after submitting documents for verification and legalization.

What is legalization and why is it necessary?

Legalization is the process of authenticating or certifying a document so that it can be accepted in another country. The process often involves several steps and is necessary because many countries require foreign documents to be legalized for them to be recognized as official. This is due to the lack of familiarity with foreign documents or the entities that issue them.

Legalisation shows that:

• The document was issued by an official authority
• The signature, seal and/or stamp on the document are genuine
• The document's format is correct

The legalization procedure generally consists of a chain of certifications by one or more authorities of the country of origin of the document and of the destination country. The first authority certifies the issuer of the document, and each subsequent authority certifies the previous one until the final certification is made by an authority of the destination country.

For example, a document from the US state of Maryland not issued by a government official must be certified by a notary public, who must then be certified by the clerk of the circuit court in the notary's county, and so on until the final certification is made by an authority of the destination country.

Some countries, such as Canada, the UK, and the US, generally accept documents from any country without any certification. Additionally, some countries have agreements eliminating the legalization requirement for certain documents. For instance, public documents issued in one EU member state do not need to be legalized for use in another.

How to submit documents for verification

To submit documents for verification to the Austrian Embassy, there are several procedures to follow, depending on the type of document and the country in which it was issued. Here is a detailed, step-by-step guide on how to submit documents for verification:

Afghan Documents and Certificates:

As of 2013, Austrian law stipulates that documents from Afghanistan cannot be verified or legalized by the Austrian Embassy.

Pakistani Documents and Certificates:

Due to the complex public administration system in Pakistan and the lack of document reliability, public documents from Pakistan must undergo a prior examination by the Embassy's legal counsel before legalization. The legalization steps are as follows:

• Submission of Documents: The document holder, their legal guardian, or an authorized person with a notarized authorization and a valid official identity document can submit the documents.
• Fee Payment: When submitting the documents, a fee of PKR 28,600 must be paid in cash. No additional payments are required during the verification process.
• Original and Photocopy: All documents must be submitted in their original form, along with easily readable photocopies.
• Verification Results:

• Positive Result: The embassy will inform you via email and provide an appointment for the legalization of the documents. Ensure that all documents are certified by the Ministry of Foreign Affairs of Pakistan and translated into German or English. A consular fee of EUR 80 per document is payable in Pakistani Rupees at the current exchange rate.
• Negative Result: You can initiate another verification process for a fee of PKR 14,300, requiring a new appointment.

• Processing Time: The verification process typically takes 2-3 months but may take longer in some cases.
• Accuracy and Completeness: Ensure that the information provided is correct and that the documents are complete and legible. Inaccurate or incomplete submissions may result in delays or the need to return documents.

Documents from Ghana, Cameroon, and Nigeria:

For these countries, prior appointments are required for verification at VFS Global in specific cities (Abuja and Lagos in Nigeria, Yaoundé in Cameroon, and Accra in Ghana). Here are the steps to follow:

• Booking an Appointment: Each applicant must book an appointment through the VFS appointment system. Due to the high volume of applications, there may be longer waiting times.
• New Guidelines: Ensure you refer to the latest guidelines, available on the Austrian Embassy website, which include a detailed information sheet, a new questionnaire, and a general FAQ sheet.
• Criteria for Application:

• Each applicant must complete and personally sign the new questionnaire (or have it signed by a legal guardian for minors).
• All documents must be submitted in person by the applicant or an adult family member for family applications.
• All documents must already be legalized by the responsible Ministry of Foreign Affairs.
• Provide a good quality copy of the data page of the passport for each applicant.
• Submit two complete sets of documents: one with originals and one with high-quality color copies.

• Fees: Pay the verification fee in Naira in cash at the time of the appointment.
• Incomplete Applications: The embassy will not accept incomplete applications. In such cases, a new appointment must be booked.

Attestation of Foreign Documents for Austrian Official Channels:

To be recognized by Austrian authorities, foreign documents require an attestation. For documents from the United States, an apostille is needed, which can be obtained from the list of authorities on the National Association of the Secretaries of States (NASS) website.

Attestation of Signatures on Private Documents:

The Austrian Embassy can attest to the authenticity of signatures on private documents for citizens of all nations, provided the document will be used in Austria. The signature must be rendered in person at the Austrian Embassy or an Austrian Honorary Consulate, and the document owner must present the document and a valid picture ID (e.g., passport) in their original form. The consular fee for this service is EUR 80, payable in the local currency.

It is important to schedule appointments for these services via email.

Requirements for document verification

The requirements for document verification depend on the type of document and the country in which it was issued. Here are the detailed requirements for various scenarios:

Verification of Documents from Pakistan and Afghanistan

Due to the complex structure of public administration in Pakistan and Afghanistan and the lack of reliable documentation, special procedures are in place for verifying documents from these countries.

For Pakistani documents, the following steps should be followed:

• Submit the documents, along with the required fees, to the Austrian Embassy in person or through an authorized representative with a notarized authorization letter and a valid official identity document.
• Provide the documents in their original form, along with easily readable photocopies.
• All documents must be in German or English or have a certified translation in one of these languages.
• Pay the verification fee, which is non-refundable.
• If the verification result is positive, you will receive an email notification and an appointment for the legalization of the documents.
• Pay the consular fee for each document to be legalized.
• If the verification result is negative, you can initiate another verification process for an additional fee.

For Afghan documents and certificates, the Austrian Embassy no longer verifies or legalizes them as of January 1, 2013, according to Austrian law.

Verification of Documents from Other Countries

For documents issued in other countries, the requirements for verification may vary. Here are some general guidelines:

• Apostille: If the document is from a country that is a member of the Hague Apostille Convention, it will require an apostille for verification. This is obtained from the public authorities that issued the document or a higher-ranking authority.
• Diplomatic Legalisation: Documents from countries that do not issue apostilles require diplomatic or consular certification. This involves pre-certification by the relevant ministry, followed by certification by the Austrian representative authority (embassy or consulate).
• Translation: Documents must be translated into German or English by a certified translator, especially if they are not issued in one of these languages.
• Supporting Documents: Depending on the type of application, additional supporting documents may be required, such as passport photos, proof of accommodation, travel insurance, and evidence of financial means.
• Biometric Data: Biometric data, including fingerprints, may be required for certain applications.
• Fees: Various fees may apply during the verification and legalization process, which must be paid in the required currency (usually the local currency or Euros).
• Appointment: In most cases, an appointment is necessary for submitting documents for verification and legalization.

Requirements for Over-legalisation by the Legalisation Office

The Legalisation Office can over-legalise certain documents, provided the necessary requirements are fulfilled:

• Document Type: The office can over-legalise specific types of documents, including originals of Austrian official public documents without authentication notes, duplicates of such documents, transcripts or copies with translations, and originals of private documents executed in Austria with translations.
• International Legal Relations: The document must be intended for use in international legal relations, and the applicant may need to provide proof of this.
• Hague Convention: The Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents should not apply between Austria and the state where the document will be used.
• Domestic Certification: The domestic certification/authentication process must comply with the requirements of relevant national legislation.
• Readability and Identification: The document must be clearly readable, and the signatures and official seals must be unambiguously identifiable.
• Signature and Seal Compliance: All signatures and official seals must fully comply with the samples provided by the issuing authority.
• Document Integrity: The pages of multi-page documents must be permanently attached to each other.
• Mandatory Verification: The mandatory verification of the document, signatures, and authentication notes must not raise any doubts regarding their authenticity.
• Accuracy of Private Documents: The mandatory verification of private documents must not give rise to any doubts regarding their accuracy.

The process of document verification

• Determine the Requirement for Legalization: Before initiating the process, check with the competent Austrian authority whether legalization is required for your specific documents. This step is crucial as it ensures you are taking the right approach for your documents to be recognized in Austria.
• Understand the Verification Process: The Austrian Embassy or Consulate will review your documents and initiate a verification process if there are doubts regarding the content or accuracy. This verification is conducted by a trusted individual chosen by the Embassy, and the associated expenses are covered by the applicant. Only documents with a positive verification result will be legalized.
• Prepare Required Documents: The specific documents needed will depend on the type of legalization or verification required. In most cases, you will need to submit the original documents, along with easily readable photocopies or colour copies. Ensure that all documents are in the accepted language, which is typically German or English, and get them translated if necessary. Some common documents that may require verification include birth certificates, police clearance certificates, marriage certificates, change of name certificates, and adoption certificates.
• Submit Documents and Pay Fees: Submit your documents to the Austrian Embassy or Consulate, either in person or through an authorized representative with the necessary authorization and identification. At the time of submission, you will typically be required to pay a fee, which varies depending on the type of document and the country. For instance, the fee for document legalization in Pakistan is PKR 28,600, while the consular fee for attestation of signatures on private documents in Washington is EUR 80.
• Wait for Verification Results: The verification process can take approximately 2-3 months, but this duration may vary depending on individual cases. During this time, the Embassy will review your documents and conduct any necessary examinations or consultations with legal counsel.
• Receive Notification and Next Steps: Once the verification is complete, the Embassy will notify you of the results. If the result is positive, they will provide an appointment for the legalization of your documents. In the case of a negative result, you may initiate another verification process for an additional fee.
• Legalization of Documents: After receiving a positive verification result, attend the appointment for legalization. Present the original documents along with certified translations, if applicable. Pay the required consular fees, which may vary based on the document type and the current exchange rate.
• Follow-up Procedures: Depending on the purpose of your document legalization, there may be additional steps to complete. For instance, if you are applying for a residence permit or naturalization, the Austrian authorities may require certified translations of your documents by a sworn translator in Austria.

It is important to note that the process may differ slightly depending on your specific situation and the country from which you are seeking document verification and legalization. Always refer to the guidelines provided by the Austrian Embassy or Consulate in your country of residence for the most accurate and up-to-date information.

Legalization fees

The legalization fees for verifying and legalizing documents from the Austrian Embassy vary depending on the type of document and the country where the legalization is being requested. Here is a detailed breakdown of the legalization fees:

For Pakistani documents and certificates, due to the complex structure of the public administration and the lack of reliability in document issuance, an examination by the Embassy's legal counsel is required before legalization. The submission of documents and certificates incurs a fee of PKR 28,600, payable in cash. This fee covers the legalization process, and no additional payments are required during the verification. The verification process takes approximately 2-3 months. After a positive verification result, a consular fee of EUR 80 per document must be paid for legalization, in compliance with the Austrian Diplomatic and Consular Fees Act. This fee is payable in Pakistani Rupees at the current exchange rate.

For applicants from Ghana, Cameroon, and Nigeria, the legalization fees are EUR 80 per document or the equivalent amount in the local currency (e.g., Naira). These fees apply specifically to criminal record certificates, which are the only type of document that does not require prior verification. For other types of documents from these countries, the fees may vary, and prior verification by the Austrian Embassy or an authorized entity is typically required.

The Austrian Embassy in Washington charges different fees for various services related to document legalization. An apostille for a document issued by the Austrian Embassy requires a consular fee of EUR 40, payable in USD. The attestation of signatures on private documents intended for use in Austria incurs a consular fee of EUR 80, payable in local currency. Additionally, the authentication of private documents, which confirms the authenticity of signatures, costs EUR 80 in cash per signature.

The Austrian Embassy in Ireland also charges specific fees for document legalization services. An apostille for an Austrian official document issued by the Austrian Embassy costs a consular fee of EUR 40 per apostille. The certification of copies of documents, known as a "vidimus" note, incurs a consular fee of EUR 40 in cash per single duplicate authentication. These fees must be paid in cash, and checks and credit cards are not accepted.

Frequently asked questions