The Hague Apostille: How to Legalize Official Documents Correctly in 2026
How to obtain the Hague Apostille on documents from Moldova and Romania: competent authorities, Convention countries, timelines, fees and when you don't need it.
The Hague Apostille is the international stamp that confirms the authenticity of a public document issued in one state and makes it valid, without any further formality, in any other state party to the Hague Convention of 5 October 1961. For citizens of Moldova and Romania, the apostille is the mandatory step before using diplomas, birth certificates, criminal records, notarial documents or court rulings abroad. This guide explains which institution applies the apostille to each type of document, how long it takes, what it costs, and when it is not needed at all.
What the Hague Apostille Is and Why You Need It
The Hague Apostille is a simplified international legalization procedure introduced by the Convention Abolishing the Requirement of Legalization for Foreign Public Documents, signed in The Hague on 5 October 1961. Before the Convention, a document issued in Romania and used, say, in Italy had to go through a chain of legalizations: notary → ministry → the destination country's embassy. The apostille replaces that chain with a single square stamp, automatically recognized in more than 125 states.
Both Romania (since 16 March 2001) and the Republic of Moldova (since 16 March 2007) are parties to the Convention. That means a birth certificate apostilled in Chisinau is valid in Spain with no consular visa, and a Romanian university diploma apostilled in Romania is valid in Canada, Japan or South Africa. To actually use the document, in most cases you also need a [notarized translation](/en/notarized-translations) into the destination country's language.
Competent Authorities: Who Issues the Apostille in Romania
In Romania, the apostille is not issued by a single centralized institution. Competence is split by document type. Below is the official table of authorities designated under Law 142/2004 and subsequent legislation.
| Institution | Document types apostilled | Location / coverage |
|---|---|---|
| Prefect's Institution (county level) | Civil status documents (birth, marriage, death), criminal record certificates, administrative documents issued by local authorities, diplomas after prior legalization at the Ministry of Education | All 41 prefectures plus Bucharest Municipality (prefecturi.ro) |
| Ministry of Justice (Directorate of Related Legal Services) | Notarial documents (powers of attorney, declarations, notarized copies), notarized translations, court rulings, certificates issued by court bailiffs | Bucharest, 17 Apolodor St. |
| Ministry of Foreign Affairs — Legal Directorate | Documents issued by central authorities: diplomatic documents, certificates issued by ministries, citizenship-related documents, patents, veterinary and sanitary certificates | Bucharest, 31 Alexandru Alley |
| Chambers of Public Notaries | Prior verification of notarial documents before apostille at the Ministry of Justice (in some cases) | Territorial chambers of UNNPR |
The Case of the Republic of Moldova
In the Republic of Moldova, the apostille is issued exclusively by the Ministry of Justice — Apostille Directorate, based in Chisinau at 82, 31 August 1989 St. Unlike Romania, the Moldovan system is centralized: all document types (civil status, education, judicial, notarial, medical) are submitted at the same counter or through the e-Apostille platform (apostila.gov.md), launched in 2015 to allow online submission and electronic payment of the fee.
Current Timelines and Costs
Timelines and fees differ significantly between the two countries and depending on the processing regime chosen (standard or rush).
| Country | Standard regime | Rush regime | Fee (standard) |
|---|---|---|---|
| Romania — Prefecture | 2 business days | Same day (subject to availability) | 30 RON / document (fiscal stamp) |
| Romania — Ministry of Justice | 3-5 business days | 1-2 days (with additional fee) | 30 RON / document |
| Romania — Foreign Affairs Legal Directorate | 3-5 business days | 24 hours | 30 RON / document |
| Moldova — MoJ Chisinau | 3 business days | 1 day or 4 hours (super-rush) | 200 MDL / document |
| Moldova — e-Apostille online | 5 business days | Not available | 200 MDL plus 20 MDL online fee |
Concrete Steps for Getting the Apostille
- Identify the document type and the competent authority (see the table above).
- Check the document's validity: civil status certificates must be on the new form (from 1996 onwards in Romania, from 1998 in Moldova); older ones require an up-to-date duplicate from the civil status office.
- For notarial documents and diplomas — obtain prior endorsements first (for example, Romanian diplomas must be endorsed at the National Center for Diploma Recognition and Equivalence — CNRED — before going to the prefecture).
- Pay the fee: 30 RON fiscal stamp (Romania) or 200 MDL payment slip (Moldova) — at BCR/CEC banks or directly at the counter.
- Submit the original document along with a copy, your ID and the standard application form.
- Pick up the apostilled document on the communicated date. The apostille is a square stamp at least 9 cm, applied on the back or on an attached allonge.
- Order the [notarized translation](/en/notarized-translations) after apostilling, not before — the apostille must be included in the translated text.
Convention Countries vs. Countries That Require Legalization
As of 2026, the Hague Convention has more than 125 contracting states. For those destinations, the apostille is enough. For the rest, the document must be legalized at the destination country's embassy or consulate in Romania or Moldova, after prior legalization at the Ministry of Foreign Affairs.
Countries that accept the Hague Apostille (selection)
- The entire European Union plus the European Economic Area (Norway, Iceland, Liechtenstein)
- United Kingdom, Switzerland, Andorra, Monaco, San Marino
- United States, Canada (since 2024), Mexico, Brazil, Argentina, Chile, Uruguay
- Russian Federation, Ukraine, Belarus, Georgia, Armenia, Azerbaijan, Kazakhstan
- Turkey, Israel, United Arab Emirates, Saudi Arabia (since 2022), Bahrain, Oman
- Japan, South Korea, China (since 7 November 2023), India, the Philippines, Australia, New Zealand
- South Africa, Morocco, Tunisia, Algeria, Senegal
Non-member countries — consular legalization required
- Canada — acceded in 2024, but check the effective date for older documents
- Egypt, Libya, Jordan, Lebanon, Syria, Iraq, Iran, Yemen
- Democratic People's Republic of Korea (North Korea)
- Vietnam, Thailand, Malaysia, Cambodia, Laos
- Most Sub-Saharan African states (exceptions: South Africa, Botswana, Lesotho, Mauritius, Namibia)
- Cuba, Bolivia, Haiti, Jamaica
For these destinations, the procedure is: notary → Foreign Affairs (legalization of the officer's signature) → the destination country's embassy or consulate in Bucharest or Chisinau (consular legalization). Costs rise significantly — consular fees range between 30 and 150 EUR per document. The official, up-to-date list of signatory states is available at hcch.net under 'Status table — Apostille Convention'.
Documents That CANNOT Be Apostilled
Under Article 1(3) of the Hague Convention, the following categories are excluded from apostille:
- Documents issued by diplomatic or consular agents (these are authenticated through other channels)
- Administrative documents directly related to commercial or customs operations (invoices, customs declarations)
- Private documents that have not been notarized (a contract signed only between the parties, with no notary)
- Illegible, damaged documents or documents with uncorrected alterations
- ID cards, passports, driving licenses — these are not 'public' documents within the meaning of the Convention
Common Mistakes and How to Avoid Them
- Translating the document BEFORE apostilling — the apostille will not be captured in the translated document, and the translation will have to be redone.
- Submitting a civil status certificate older than 6 months — many consulates reject expired documents.
- Missing prior endorsements for diplomas (CNRED in Romania, CNAA in Moldova).
- Confusing apostille with notary legalization — they are different procedures.
- Paying the fee to the wrong bank account — always verify the IBAN communicated by the prefecture or Ministry of Justice.
- For Moldovan documents used in Romania (or vice versa): apostille is NOT required, because a bilateral Treaty on Legal Assistance between the two states replaces the apostille.
How tradu.online Helps
For most international uses, the apostille is only the first step — the second is the notarized translation into the destination country's language, produced by an authorized translator and legalized by a notary. tradu.online takes your apostilled document (scanned or photographed), generates an instant price with our calculator, automatically assigns a translator specialized in the document's field (legal, medical, academic) and delivers the notarized translation in 24 to 48 hours. Check our [pricing](/en/pricing) for the language you need.