How to Get an Apostille for Portugal: The Non-EU Citizen’s Guide

TL;DR: An Apostille is a legal verification required for non-EU documents (like Powers of Attorney) to be accepted by the Portuguese Tax Authority (AT). If you are abroad, get it via your local Secretary of State or FCDO. If you are already in Portugal, you must use a legal service or mail documents back home; you cannot apostille a foreign document at a Portuguese notary.

Why does Portugal require an Apostille for my NIF?

When you apply for a NIF (Número de Identificação Fiscal) as a non-EU resident, you must appoint a Fiscal Representative. This requires a signed Power of Attorney (Procuração).

Because the Portuguese Tax Authority cannot verify the signature of a notary in Chicago, Mumbai, or London, they require an Apostille — a certificate issued under the 1961 Hague Convention. This "legalizes" your document, proving to the Portuguese government that your signature is authentic and legally binding. Without this, your application will likely be rejected for "lack of formal validity."

🛠 The Apostille Hierarchy

How do I get an Apostille before I move?

The process varies significantly depending on your home country. Here is a breakdown of the four most common jurisdictions for our clients at Coepi.

1. The United States (Multi-Tiered)

In the US, the authority depends on the type of document:

• State Documents: If you notarised a Power of Attorney with a local notary, you must send it to the Secretary of State in the state where the notary is commissioned.
• Federal Documents: If you are using an FBI Background check for a D7 or D8 visa, you must send it to the U.S. Department of State in Washington, D.C.
• Timeframe: 5–20 business days.

2. The United Kingdom (FCDO)

The UK has streamlined the process via the Foreign, Commonwealth & Development Office (FCDO).

• The e-Apostille: The UK is a leader in digital apostilles. You can upload a PDF that has been electronically signed by a UK notary. This is often processed in 48 hours.
• The Paper Path: Essential for original "wet-ink" signatures.
• Timeframe: 3–10 business days.

3. Brazil (Cartórios)

Brazil is remarkably efficient for apostilles.

• Most authorized Cartórios (registries) can issue an Apostille on the spot or within 48 hours.
• Pro Tip: Ensure you ask for the "Apostila de Haia" specifically.

4. Canada (Global Affairs)

Canada officially joined the Hague Convention in January 2024.

• Ontario/BC/Quebec: You may need to go through provincial authorities.
• Other Provinces: Send to Global Affairs Canada.
• Timeframe: 10–25 business days (currently seeing high demand).

Can I get an Apostille if I am already in Portugal?

This is where many Novos Chegados get stuck. The Short Answer: No. A Portuguese authority cannot apostille a document issued by a foreign government. Even a foreign embassy in Lisbon (like the US or UK Embassy) generally lacks the authority to apostille their home country's documents.

However, we have developed two legal paths to solve this:

Path A: The Lawyer/Notary Loophole (Best for Passports)

Portuguese lawyers have specific "notarial powers" (poderes notariais). At Coepi, our lawyer can certify a copy of your passport in person. * Why it works: By having a Portuguese lawyer certify the copy, it becomes a "Portuguese-certified document." The Tax Authority (AT) accepts this certification from a local legal professional, removing the need for you to hunt down an apostille from your home country for your ID.

Path B: The Manual Export

You can mail your original signed documents back home to a trusted friend or family member. They visit the local authority, get the stamp, and courier it back to you in Portugal.

Common Pitfalls: Why the Tax Authority (AT) Rejects Documents

Getting the stamp is only half the battle. Here are the top 5 "Red Flags" that cause NIF rejections:

1. Low Resolution Scans: If your lawyer is submitting your NIF online via the Portal das Finanças, a blurry photo of an apostille is an instant "No." Always provide high-resolution, flat PDF scans.
2. Expired Notary Commission: If the notary who signed your document has an expired license, the Apostille authority will reject it before it even reaches Portugal.
3. Missing "Power of Representation": The Apostille confirms the signature, but the text of the Power of Attorney must explicitly state that your representative has the power to act before the Autoridade Tributária e Aduaneira.
4. Name Mismatches: If your passport says "Jonathan Doe" and your PoA says "John Doe," the AT will reject the application despite the Apostille.
5. Wrong Document Type: You cannot apostille a scan. You must apostille the original or a notarized copy.

Paper Apostille vs. e-Apostille: Which is better?

As of 2025, Portugal is increasingly accepting e-Apostilles (digitally signed PDFs with a verification QR code or link).

• e-Apostille Advantage: Faster, cheaper, and no risk of losing the document in the mail.
• Paper Advantage: Universally accepted. While the AT is modernizing, some conservative tax offices in smaller Portuguese towns still prefer the physical "wet-ink" sticker.
• Coepi Recommendation: For NIF applications, we highly recommend the e-Apostille if your home country offers it. It speeds up your start date by weeks.

🚀 Get Your NIF with Confidence

At Coepi.eu, we understand that you didn't move to Portugal to become a legal expert in international treaties. Our Human-in-the-Loop model ensures that a qualified Portuguese lawyer reviews every document before it hits the tax office desk.

Ready to start your journey? Order Your NIF Online Now Trusted by hundreds of digital nomads and expatriates.

Frequently Asked Questions (FAQs)

"Can a foreign embassy in Portugal apostille my documents?"

No. While embassies can sometimes notarize a signature, they are not the "Competent Authority" for the Hague Convention. They cannot provide an Apostille for documents like birth certificates or diplomas from their home country.

"Do I need to translate my document before the Apostille?"

In Portugal, the AT usually accepts documents in English or Portuguese. If your document is in another language (like German or Hindi), you must get it translated by a certified translator in Portugal. Pro Tip: Always get the Apostille before the translation.

"Does an Apostille expire?"

The Apostille itself does not expire. However, the document it is attached to might. For a NIF, your Power of Attorney is usually fine for a year, but for a Visa application, SEF/AIMA requires criminal records to be less than 90 days old.

"Is the Apostille the same as a Notarization?"

No. Think of it this way: The Notary verifies you. The Apostille authority verifies the Notary. It is a second layer of security for international use.