Apostille Guide for Non-EU Documents

If you're a non-EU citizen planning a move to Portugal, you'll quickly encounter the need for an "apostille." This official-sounding term can be confusing, but understanding it is essential, especially when applying for your Portuguese NIF (Número de Identificação Fiscal) from abroad.

This simple guide will walk you through what an apostille is, why you need it, and how to get one.

What is an Apostille and Why Do You Need It?

An apostille (pronounced ah-po-steel) is simply a certificate that authenticates your documents for international use. It verifies that the signature or seal on your document is genuine, so that it can be legally recognized in another country.

Both Portugal and most non-EU nations are members of the 1961 Hague Apostille Convention, which created this standardized process.

The Golden Rule of Apostilles

This is the most important thing to remember: A document can only be apostilled in the country where it was issued.

For example, a document certified in Canada must be apostilled in Canada. A document from Australia must be apostilled in Australia. You cannot get an apostille for your foreign documents from any authority inside Portugal.

How to Get an Apostille: Two Scenarios

The process depends on one key factor: your current location.

Scenario A: You are OUTSIDE of Portugal (The Easy Way)

This is the ideal situation. Getting your documents in order before you travel will save you a lot of time and hassle.

• Step 1: Certify Your Document. First, you need to sign your Power of Attorney, and the signature must be certified by an official authority. The exact title of the person who does this varies by country, but it is typically a professional authorized by the state to witness and certify documents, such as a lawyer or a similar legal figure.
• Step 2: Find Your Country's "Competent Authority". Next, you will send the certified document to your country's designated "Competent Authority" to receive the apostille. This isn't always a single government office; in some countries, specific legal professionals or authorized bodies can issue apostilles. The exact authority varies widely. A web search for "[Your Country] Apostille Authority" is the best way to find the correct entity responsible for this in your region. For example, in the United Kingdom, this is the Foreign, Commonwealth & Development Office (FCDO).
• Step 3: Submit and Receive. Follow the authority's instructions to submit your document. They will attach the apostille certificate and return it to you.

Scenario B: You are ALREADY IN Portugal (The Tricky Way)

This is a common problem, but it can be solved. If you're already in Portugal and discover you need an apostille for a document from your home country, here are your options:

• Option 1: Mail Your Documents Home. You can mail the original document back to your home country to be apostilled by the Competent Authority there. This can be slow and often requires a reliable friend or family member to handle the process and mail the document back to you in Portugal.

• Option 2: Use an Online Apostille Service. This is often the most practical solution. These are third-party companies that specialize in managing this process for people who are already abroad. You typically send your document to their office in your home country, and they handle all the steps of submitting it to the correct authority and shipping the final apostilled document directly to you in Portugal. This is generally faster and more secure.

Getting an apostille is a crucial step that can't be skipped. By planning ahead, you can make sure it's a smooth and straightforward part of your journey to Portugal.