When Your Documents Need an Embassy Stamp
Many countries—particularly in the Middle East, Asia, and Latin America—do not accept New Zealand export documents at face value. They require those documents to be legalized by their embassy or consulate in New Zealand.
Legalization (also called “attestation” or “authentication”) is a multi-step government process that verifies the authenticity of signatures and stamps on your documents. Without it, customs authorities in these countries will refuse to clear your shipment.
The problem: Legalization is bureaucratic, time-consuming, and requires physically visiting multiple government offices and embassies. Most exporters don’t have the time or resources to navigate this process.
Our service: We handle the entire legalization chain—from notary to embassy—so your documents are accepted without question at the destination.
Which Countries Require Legalization?
Middle East
Legalization is mandatory for most exports
- United Arab Emirates (UAE)
- Saudi Arabia
- Qatar
- Kuwait
- Oman
- Egypt
- Jordan
- Lebanon
Asia
Select countries require legalization
- China (for certain transactions)
- Vietnam
- Philippines
- Pakistan
- Bangladesh
Latin America & Other
Occasional legalization requirements
- Brazil
- Mexico
- Colombia
- Argentina
- Russia (for commercial documents)
Note: Legalization requirements vary by country and document type. Contact us to confirm if your destination requires legalization.
Documents We Legalize
Export Documents
- Certificate of Origin: Most commonly legalized document
- Commercial Invoice: Required by Middle Eastern customs
- Packing List: For customs clearance verification
- Bill of Lading: Occasionally required by destination authorities
- Health Certificates (MPI): For food products
Corporate & Legal Documents
- Power of Attorney: For legal representation abroad
- Company Registration: NZ Companies Office extracts
- Board Resolutions: Corporate authorizations
- Articles of Association: Company constitution documents
- Contracts & Agreements: Commercial contracts for overseas enforcement
The Legalization Process: Chain of Authentication
Legalization is not a single stamp—it’s a multi-level authentication process involving several government agencies.
Standard Legalization Chain
Notary Public
A New Zealand Notary Public verifies the document is genuine and signs it with their official seal. This is the first level of authentication.
Location: Auckland, Wellington, or Christchurch | Time: 1-2 days
Ministry of Foreign Affairs & Trade (MFAT)
MFAT (also called “Internal Affairs” for some documents) authenticates the Notary’s signature and stamp. This confirms the notary is genuine and authorized.
Location: Wellington | Time: 2-3 days
Destination Country Embassy/Consulate
The embassy or consulate of the destination country (e.g., UAE Embassy in Wellington) legalizes the document by verifying MFAT’s authentication and adding their own stamp.
Location: Wellington (or Auckland for some embassies) | Time: 1-3 days
Courier to You
Once fully legalized, we courier the documents back to you or directly to your freight forwarder for shipment with your cargo.
Time: 1 day (overnight courier within NZ)
Total Standard Timeline: 5-7 business days from receipt of your documents
Apostille vs. Legalization: What’s the Difference?
Understanding the Two Systems:
Apostille (Hague Convention)
For countries that are members of the Hague Convention, documents only need a single authentication called an “Apostille” from the Department of Internal Affairs (DIA). This replaces the full legalization chain.
Examples: Australia, UK, USA, EU countries, Japan, South Korea. Timeline: 2-3 days.
Full Legalization (Non-Hague Countries)
For countries not in the Hague Convention (most Middle Eastern and some Asian countries), the full chain of Notary → MFAT → Embassy is required.
Examples: UAE, Saudi Arabia, Qatar, Egypt, Vietnam, China. Timeline: 5-7 days.
We handle both Apostille and full legalization services. We’ll advise which process your destination requires.
Urgent Legalization Service
Need legalization faster than 5-7 days? We offer express handling for time-critical shipments.
Express Legalization
We fast-track your documents through each step with priority handling at MFAT and same-day embassy visits.
- Timeline: 2-3 business days
- Process: Expedited notary + priority MFAT + same-day embassy runs
- Best for: Urgent shipments where cargo is ready but legalized docs are missing
Planning Ahead
For the best experience, start the legalization process before your cargo is ready to ship.
- Ideal Timeline: 10-14 days before shipment
- Why: Gives buffer for embassy closures, public holidays, or unexpected delays
- Result: No cargo delays, no urgent fees, no stress
Pricing
Standard Legalization
$180
per document
Full chain: Notary Public → MFAT → Embassy legalization. Includes all government fees, notary fees, and courier return.
- 5-7 business day turnaround
- Notary Public fees included
- MFAT and embassy fees included
- Courier return to your address
Express Legalization
URGENT$280
per document
Fast-tracked processing for urgent shipments. Priority handling at every step to minimise delays.
- 2-3 business day turnaround
- Same-day notary appointment
- Priority MFAT processing
- Dedicated embassy liaison
Volume Discounts: 10% off for 5+ documents processed together. Contact us for multi-shipment packages.
Frequently Asked Questions
How do I know if my destination requires legalization?
Check with your buyer or importer first—they usually know the local requirements. If unsure, send us the destination country name and document type, and we’ll confirm if legalization is needed. Middle Eastern countries almost always require it.
Can I drop off documents at your office or do I need to mail them?
You can either courier them to us or drop them off at our Auckland office. We’ll handle all the Wellington embassy runs and return the legalized documents by courier when complete. Digital scans work for initial review, but we need originals for the actual legalization process.
What if the embassy is closed for a holiday?
Embassy closures (for their national holidays) are a common delay. We track embassy holiday schedules and will notify you if your timeline is affected. This is why we recommend starting legalization 10-14 days before your shipment date—it gives buffer for unexpected closures.
Do you legalize documents for personal use (not exports)?
Yes. We also legalize personal documents like birth certificates, marriage certificates, and educational transcripts for visa applications, overseas employment, or immigration purposes. Same process, same pricing.
What’s the difference between a Notary Public and a Justice of the Peace?
A Justice of the Peace (JP) can witness signatures for domestic NZ purposes. A Notary Public is internationally recognized and required for documents going overseas. Only Notary Public signatures can be authenticated by MFAT and embassies.
Ready to Legalize Your Documents?
Skip the Embassy Runs. We Handle It All.
Let us navigate the bureaucracy. Get your documents legalized without leaving your office.
Get Legalization Support
Or call us at 021 025 15316