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Use your NZ documents overseas

To use a document overseas it may need to be apostilled or authenticated. Apostilles and authentications are certificates that prove the signature, stamp or seal on a document is genuine.

Overview

When you need to use a New Zealand document in another country, you may be asked to get the document apostilled or authenticated.

Apostilles and authentications are certificates that prove the signature, stamp or seal on a document is genuine.

Step 1 - Check what you need to apply for

Whether you need an apostille or authentication depends on the country your documents will be used in.

Check the country you are using your document in

List of apostille and authentication countries

Select the country from the list. This will show the country’s category and how to get your document apostilled or authenticated.

Apostille and authentication categories

Apostille

You can get:

  • a paper apostille, or
  • an electronic apostille, called an e-apostille.

Ask the overseas organisation which type of apostille they want.

For a paper apostille, the Department of Internal Affairs Authentication Unit will put a covering page, called an apostille certificate, on top of your documents. They will be tied together with a ribbon and get an official embossed seal.

An e-apostille is a secure PDF that’s emailed to you.

Category A

Your documents will be authenticated by the Department of Internal Affairs Authentication Unit, and then sent to the Ministry of Foreign Affairs and Trade (MFAT) for verification.

Your authenticated documents will have a covering page on top with a stamp from MFAT. The documents will be tied together with a ribbon and get an official embossed seal. They are then sent to the address you included on your application form.

Category B

The process is more complicated for category B countries, so authentication costs more and takes longer.

Some organisations that are in a category B country will let you change to get a category A authentication. It is worth asking the organisation if they will accept a category A authentication as they are quicker and cost less.

If you’re sending documents to a category B country, you should contact their embassy to find out what you need to send them, how you can pay and how you can get your documents sent back to you.

List of embassies (Ministry of Foreign Affairs and Trade website)

Then contact the Authentication Unit so they can check what you will be sending them. This could include:

  • a letter for that country’s embassy, asking them to verify the documents
  • their payment, and
  • some way for them to return your documents to you, like a self-addressed envelope.

Authentication Unit requirements

Before you send any documents, check the Department of Internal Affairs Authentication Unit's requirements. You may need to provide either an original or a copy that has been notorised.

Authentication Unit document requirements

The Authentication Unit does not provide an urgent service.

Check document requirements with the overseas organisation

You should also check if the organisation asking for the document has specific requirements. For example, they may:

  • only accept documents that were recently issued
  • want the documents translated
  • accept multiple original documents, and not notarised copies
  • accept electronic e-apostilles or paper apostilles.

Difference between an apostille and an authentication

Step 2 - Preparing your documents

The Authentication Unit can only process documents that meet their requirements.

Before you send your documents to the Authentication Unit, check if they need to be:

  • originals, or if copies are accepted
  • translated
  • notarised or certified.

Check the Authentication Unit's document requirements:

Authentication Unit document requirements

If you need your document notarised

If you need your document translated

Step 3 - Complete the application form and pay

Download the application form

You can complete the PDF form in Adobe Acrobat Reader for Windows or Mac, or print it off and complete it by hand. 

BDM460 Request a document authentication or apostille (PDF 401KB)

BDM460 Request a document authentication or apostille accessible version (TXT 6.2KB)

Adobe Acrobat Reader - Get Adobe

Pay for your apostille or authentication

Certificate / service Type Cost (in NZ dollars)
Apostille  First certificate (paper or electronic apostille) $32
Any additional apostilles and e-apostilles will cost $15
Authentication category A  First certificate $65
Any additional category A authentications will cost $31
Authentication category B  First certificate $195
Any additional category B authentications will cost $61
Translations included as part of your application The Translation Service will tell you if the fee is different for your translation $95 each
Courier DIA delivers your documents by courier because it’s more secure
  • $5 within NZ
  • $15 to Australia and Asia-Pacific countries
  • $20 to the United States (not Canada)
  • $25 to European countries (including the UK)
  • $30 for the rest of the world

Ways to pay

You can pay by:

  • credit, debit or prepaid gift card (for example, Prezzy® card)
  • EFTPOS (only available when you visit an office in person)
  • foreign draft (only available if you apply at the Sydney office).

Step 4 - Submit the application

Submit the completed application form and the documents to the Authentication Unit at the Department of Internal Affairs.

By post

By courier

In person

Include related documents or items to be sent overseas

The Authentication Unit can send any additional documents or items to an overseas organisation along with your apostilled or authenticated documents. Include them with your application.

Make sure you:

  • check with the overseas organisation for any specific requirements, such as any extra forms, payments or courier bags.
  • clearly write which documents need to be apostilled or authenticated.

What happens next and timeframes

If your documents are being apostilled

  • The Authentication Unit will send your documents to the address on your application form.
  • We will process your application within 15 working days.

If your documents are being authenticated

Category A authentications

  • Documents are sent to the Ministry of Foreign Affairs and Trade to do a check.
  • The Authentication Unit will send your documents to the address on your application form.
  • We will process your application within 15 working days.

Category B authentications

  • Documents are sent to the Ministry of Foreign Affairs and Trade and to international embassies for authentication (sometimes also called 'legalisation').
  • The Authentication Unit will send your documents to the address on your application form.
  • There is no set timeframe for the Ministry of Foreign Affairs and Trade checks or authentication by overseas embassies.

Authentication Unit contact details

Utility links and page information

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