Notarisation and Apostille: A Simple Guide

Many people ordering a translation discover at some point that their document needs to go through a few extra steps before it will be accepted abroad. Terms like notarisation and apostille suddenly appear, and it is not always easy to understand what they mean – or who is actually responsible for what. This article gives you a clear overview so you are prepared before you start the process.

‍

What is notarisation?

Notarisation is an official confirmation that the signature on a document is genuine. When TolkeNett delivers a translation – whether through a qualified professional translator or a state-authorised translator – the translation will be signed and stamped by us. It is this signature that a notary public at the district court can certify if the receiving institution requires it. It is important to note that notarisation says nothing about the accuracy of the translation content – it only confirms that the signature is genuine. A translation carried out by a state-authorised translator is legally valid in Norway in its own right. Notarisation only becomes relevant when the receiving authority abroad specifically requires it.

‍

What is an apostille, and when do you need one?

Apostille is a simplified form of legalisation for documents intended for use abroad, between countries that are party to the Hague Convention of 1961. The apostille stamp confirms that the signature is genuine – not that the content is correct. For a translated document to be apostilled, it must generally be notarised first. In Norway, it is the County Governor (Statsforvalteren) who issues apostilles.

‍

If the document is to be used in a country outside the convention – such as the United Arab Emirates – a different process applies: legalisation through the Norwegian Ministry of Foreign Affairs and the relevant country's embassy in Norway. We always recommend checking the requirements with the receiving institution well in advance.

‍

Do you need notarisation, an apostille – or neither?

This is perhaps the most important question, and the answer depends on three things: what document you have, where it will be used, and what the recipient requires. Here is a straightforward way to think about it:

‍

If the translation is only going to be used in Norway – by Norwegian authorities, employers, or institutions – you need neither notarisation nor an apostille. A state-authorised translation is sufficient.

‍

If the document is going to be used in another Nordic country, notarisation alone is generally enough. An apostille is not required within the Nordic region.

‍

If the document is going to be used in a country outside the Nordic region that is a member of the apostille convention – such as Australia, the USA, Poland, or Ukraine – both notarisation and an apostille may be required. But not always: requirements vary from institution to institution, and sometimes a standard state-authorised translation is sufficient. Always check with the recipient – the university, employer, or authority receiving the document – before starting the process.

‍

If the document is going to be used in a country that is not part of the convention – such as the United Arab Emirates – you will need to go through a more involved legalisation process via the Ministry of Foreign Affairs.

‍

When in doubt, always ask the recipient directly. If you are unsure, TolkeNett is happy to help you assess what applies in your situation.

‍

What happens if there is no state-authorised translator for your language?

For some languages, there are no state-authorised translators available in Norway, or they may not be available within your required timeframe. In such cases, TolkeNett can provide a translation carried out by a qualified professional translator, issued with TolkeNett's stamp and signature. If the receiving institution requires further documentation, the translation can be taken to a notary public at the district court, who can confirm TolkeNett's identity as a registered translation provider. TolkeNett will guide you through the available options and help you understand what is actually required in your case.

‍

How the process might look in practice

Imagine you live in Oslo and have received a job offer in Sydney. Your new employer requires you to document your qualifications with a Norwegian diploma translated into English – and the translation must be apostilled. Here is how you would go about it:

‍

Step 1 – Order a translation from TolkeNett

Send your diploma to oversetting@tolkenett.no. Let us know that the document will be used in Australia, your required deadline, and your contact details. If it is urgent, mention this clearly in your email – we will do our best to prioritise your order. TolkeNett will deliver the state-authorised translation and guide you on what comes next.

‍

Step 2 – Notarisation at the district court

Book an appointment with a notary public at your nearest district court – in Oslo, this is done through Oslo District Court's website. The translator's signature will be certified here, and your document will be ready for the next step.

‍

Step 3 – Apostille from the County Governor

Apply for an apostille from Statsforvalteren, either by post or in person. Australia is a member of the apostille convention, and once the stamp is in place, your diploma is formally approved for use there.

‍

Delivery times and costs

Delivery times vary depending on the scope and complexity of the assignment and the languages involved. Feel free to get in touch at oversetting@tolkenett.no and let us know your deadline – we will do our best to accommodate your needs. Any additional costs will be assessed based on the specifics of the assignment.