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Key Takeaways
QUICK SUMMARYAn apostille is an international certificate that verifies a document's authenticity for use in Hague Convention countries — including Portugal.
Birth certificates, marriage certificates, criminal records, diplomas, and employment letters all require apostille before submission to AIMA.
AIMA accepts documents in Portuguese, English, French, and Spanish without translation. Other languages require certified translation by a lawyer with notarial powers.
Most countries' criminal record certificates are only valid for 3 months — plan your timeline carefully to avoid reapplying.
Every Portugal visa application — whether D7, Golden Visa, D8, or citizenship — requires properly legalized and translated documents. Getting this wrong causes delays, rejections, and wasted money. This guide covers the complete process: what an apostille is, which documents need one, how to get apostilles in different countries, and Portuguese translation requirements.
Last updated: February 2026. Source: Hague Conference on Private International Law, AIMA, Portuguese Immigration Law. For renewal-specific requirements, see our residence permit renewal guide.
What Is an Apostille? (And When Do You Need One)
An apostille is an international certificate that authenticates the origin of a public document, allowing it to be recognized in any of the nearly 130 countries that are part of the Hague Apostille Convention. For Portugal immigration, apostilles replace the older, more complex process of embassy legalization.
Hague Convention Explained Simply
The Hague Convention of 1961 created a standardized way to verify documents across borders. Instead of getting your birth certificate authenticated by multiple government offices and embassies, you get a single apostille certificate attached to your document. Portugal and most countries where visa applicants originate (US, UK, Canada, Australia, EU countries) are all Hague Convention members.
Apostille vs Consular Legalization
If your document originates from a country that is NOT part of the Hague Convention, you need consular legalization instead. This involves a longer chain: notarization, authentication by your foreign affairs ministry, then legalization at the Portuguese embassy or consulate in your country. Countries requiring consular legalization include UAE and Qatar, among others. Note: China joined the Hague Convention in November 2023 and Saudi Arabia in December 2022 — both now accept apostilles.
What an Apostille Looks Like
An apostille is typically a square certificate (approximately 9x9 cm) attached to your original document — either as a separate page, a stamp, or a sticker. It contains standardized information in French (the Convention's official language) including the country of origin, signatory's name, capacity, date, and a unique certificate number. The apostille itself does not need translation — its format is internationally recognized.
Which Documents Need Apostille for Portugal?
Any official document issued outside Portugal that you submit to AIMA, a Portuguese consulate, or other government body needs an apostille. The specific documents depend on your visa type, but the table below covers the most common requirements.
| Document | Required For | Notes |
|---|---|---|
| Birth Certificate | All visas, citizenship | Must be full/long-form certificate, not extract |
| Marriage Certificate | If including spouse | Or divorce decree if previously married |
| Criminal Record Certificate | All visas | Valid only 3 months — time carefully |
| Police Clearance (FBI, ACRO, etc.) | All visas (country-specific) | US: FBI channeler + state-level if required |
| University Diplomas | Tech Visa, some D8 applications | May need separate apostille for transcripts |
| Employment Letters | D8, Tech Visa | If issued by foreign employer |
| Bank Statements | D7, D8 | Often accepted without apostille if recent — check requirements |
| Income Verification Letters | D7 | Pension statements, investment income proof |
| Power of Attorney | If using representative | Must be notarized then apostilled |
| Company Registration Documents | D2, Golden Visa (fund) | Articles of incorporation, good standing certificates |
How to Get an Apostille (By Country)
Apostilles are issued by designated authorities in the country where the document was originally issued. The process varies significantly by country.
United States
The US has a decentralized apostille system. Most documents are apostilled at the state level, while federal documents require federal authentication.
- State-issued documents (birth certificates, marriage certificates, notarized documents): Contact the Secretary of State in the state where the document was issued. Processing time: 1-4 weeks. Cost: USD 10-50 per document.
- Federal documents (FBI background check): Apostilled by the US Department of State in Washington, DC. Processing time: approximately 5 weeks by mail, expedited options available. Cost: USD 20 per document.
- FBI background check process: Use an FBI-approved channeler (such as Fieldprint or Identogo) to get your fingerprints and background check, then submit the result to the Department of State for apostille.
Many US applicants use apostille services (USD 50-150 per document) to handle the process remotely, especially for state documents from states where they no longer reside.
United Kingdom
The UK has a centralized system through the Foreign, Commonwealth and Development Office (FCDO).
- Process: Submit documents to the FCDO Legalisation Office (in person in Milton Keynes or by post)
- Processing time: Standard service up to 15 working days (~3 weeks), premium service same-day or next-day (in person only)
- Cost: GBP 45 per document (standard), GBP 100 for urgent service
- ACRO police certificate: Order from ACRO, then apostille through FCDO
Canada
Canada joined the Hague Convention in 2024. Apostilles are now available through Global Affairs Canada.
- Process: Submit to Global Affairs Canada (GAC) Authentication Services
- Processing time: 20+ business days (may take longer)
- Cost: FREE (no government fee, only mailing costs)
- Note: Provincial documents may first need authentication by the provincial authority before federal apostille
Australia
Australia's apostilles are issued by the Department of Foreign Affairs and Trade (DFAT).
- Process: Submit to DFAT (online application, documents by post or in person)
- Processing time: 5-10 business days
- Cost: AUD 105 per document
- AFP police check: Order from Australian Federal Police, then apostille through DFAT
European Union Countries
Each EU member state has its own apostille authority, typically the Ministry of Foreign Affairs or Ministry of Justice. Processing times are generally 1-2 weeks and costs range from EUR 10-50 per document. Contact the relevant ministry in the country where your document was issued.
Non-Hague Convention Countries
If your document originates from a country not part of the Hague Convention, you need consular legalization instead of an apostille. The process typically involves:
- Notarization of the document (if not already an official government document)
- Authentication by your country's Ministry of Foreign Affairs
- Legalization at the Portuguese Embassy or Consulate in your country
This process takes longer (4-8 weeks) and costs more than apostille. Countries requiring this route include United Arab Emirates and Qatar, among others.
Certified Translation Requirements for Portugal
AIMA and Portuguese consulates require all non-Portuguese documents to be accompanied by certified translations. Portugal has specific requirements about who can provide these translations.
When Translation Is Required
As of January 2025, AIMA accepts documents in Portuguese, English, French, and Spanish without translation. Documents in other languages require certified translation (tradução certificada).
Certified Translation in Portugal
Unlike Brazil (which uses "tradutores juramentados"), Portugal does not have a certified translator system. Instead, certified translations are provided by lawyers registered with the Portuguese Bar Association (Ordem dos Advogados) who have notarial powers to certify document translations.
You can find certified translation services through:
- Immigration lawyers: Most provide translation certification as part of their services
- Professional associations: APT (Associação Portuguesa de Tradutores) at apt.pt
- Legal service providers: Many handle document preparation including certified translation
- Online directories: ProZ, TranslatorsCafe (filter for Portuguese-certified)
Translation After Apostille
The correct order is critical: get the apostille FIRST, then translate. The translator will translate both the original document AND the apostille certificate. If you translate before apostilling, you will need to pay for translation again.
Costs and Timeline
Certified translation in Portugal typically costs EUR 50-125 per document (translation fee plus notarial certification), depending on document complexity and language pair. Standard turnaround is 3-7 business days; rush services are available at premium rates. Budget EUR 100-400 for a typical visa application document set.
Step-by-Step: Document Preparation Workflow
Follow this sequence to avoid costly mistakes and delays. The entire process typically takes 2-6 weeks depending on your country of origin and document complexity.
- Identify required documents — Check AIMA requirements for your specific visa type. Make a complete list before starting.
- Obtain originals or certified copies — Order fresh copies of birth certificates, criminal records, and other documents. Ensure they are official versions (not photocopies).
- Get apostille in the issuing country — Submit each document to the appropriate apostille authority. For criminal records, time this carefully due to 3-month validity.
- Arrange certified translation — Once apostilled documents return, send to a Portuguese certified translator. The translator will translate both the document and the apostille.
- Compile final document set — Organize originals, apostilles, and translations together. Make copies for your records.
- Submit to AIMA or consulate — Upload to the AIMA portal or present at your consulate appointment.
Document Requirements by Visa Type
Different visas have different document requirements. The table below summarizes which documents typically need apostille and translation for each visa category.
| Visa Type | Key Documents | Apostille | Translation |
|---|---|---|---|
| D7 Passive Income | Birth cert, criminal record, income proof, bank statements | Yes (all except PT bank statements) | Yes (except EN/FR/ES) |
| D8 Digital Nomad | Birth cert, criminal record, employment contract, income proof | Yes | Yes |
| Golden Visa | Birth cert, criminal record, investment proof, fund documentation | Yes (personal docs); fund docs may be Portugal-issued | Yes |
| D2 Entrepreneur | Birth cert, criminal record, business plan, company docs | Yes (personal + foreign company docs) | Yes |
| Tech Visa | Birth cert, criminal record, diploma, employment contract | Yes | Yes |
| Citizenship | Birth cert, marriage cert, criminal records (all countries of residence), proof of Portuguese ties | Yes (all foreign docs) | Yes |
Timeline and Costs
Document preparation is often the longest part of your visa application. Plan for 2-6 weeks depending on your situation.
Apostille Processing Times by Country
| Country | Standard Processing | Expedited Option | Cost per Document |
|---|---|---|---|
| United States (State) | 1-4 weeks | Available in some states | USD 10-50 |
| United States (Federal/DoS) | ~5 weeks by mail | Expedited available | USD 20 |
| United Kingdom | Up to 3 weeks | Same-day (in person) | GBP 45-100 |
| Canada | 10-20 business days | Limited | FREE (no government fee) |
| Australia | 5-10 business days | Priority available | AUD 105 |
| EU countries | 1-2 weeks | Varies | EUR 10-50 |
Translation Costs
- Standard documents (birth certificate, marriage certificate): EUR 50-75 per document
- Technical documents (diplomas, legal contracts): EUR 75-125 per document
- Rush service: Add 50-100% to standard rates
- Typical visa application: EUR 200-500 total translation costs (if translation needed)
Total Budget Estimate
For a typical D7 or D8 visa application with 4-6 documents requiring apostille and translation:
- Apostille fees: EUR 50-200
- Translation fees: EUR 150-400
- Shipping/courier: EUR 50-100
- Total: EUR 250-700
Common Mistakes (and How to Avoid Them)
Wrong Document Order
Translating before getting the apostille is the most expensive mistake. The apostille must be attached to the original document, and the translation must include both. If you translate first, you will need to pay for translation again after apostilling.
Expired Criminal Records
Criminal record certificates are typically valid for only 3 months from issue date. If your visa processing takes longer than expected, you may need to obtain and apostille a new criminal record. Plan your timeline so the criminal record is one of the last documents you apostille.
Missing Apostille on Translations
In some cases, AIMA requires the translation itself to be certified or notarized. When using a Portuguese certified translator, their certification is sufficient. If using a translator outside Portugal, check whether their translation needs additional authentication.
Using Non-Certified Translators
Translations by friends, family, or non-certified translators will be rejected. AIMA specifically requires certified translators registered with Portuguese courts. Online translation services that are not sworn-certified in Portugal will not be accepted.
Forgetting Supporting Documents
Applicants often remember to apostille major documents (birth certificate, criminal record) but forget supporting documents like employment verification letters, bank reference letters, or academic transcripts. Review the complete AIMA checklist for your visa type.
Frequently Asked Questions
Do I need to apostille documents already in Portuguese?
If the document was issued in Portugal (such as your NIF certificate or a Portuguese bank statement), no apostille is needed. If the document was issued in another country but happens to be in Portuguese (such as a Brazilian birth certificate), it still needs an apostille from the issuing country, but may not need translation.
Can I get an apostille from Portugal for foreign documents?
No. Apostilles can only be issued by the country where the document originated. A US birth certificate must be apostilled in the US; a UK criminal record must be apostilled in the UK. Portugal can only apostille documents originally issued by Portuguese authorities.
How long is an apostille valid?
The apostille itself does not expire. However, the underlying document may have validity limits. Criminal records are typically valid for 3 months. Birth and marriage certificates must generally be issued within 180 days (6 months) for initial visa applications, though they can often be reused for renewals. Check AIMA requirements for specific document validity periods.
Do bank statements need apostille?
Requirements vary. Recent bank statements (within 3 months) from recognized international banks are often accepted without apostille for D7 and D8 applications. However, some consulates require apostille on all foreign documents. Check with your specific consulate or AIMA for current requirements.
Can I use online or remote apostille services?
Yes. Many legitimate services handle apostille processing remotely, which is especially useful if you no longer live in the country where your documents were issued. Expect to pay USD 50-150 per document for these services on top of government fees. Verify the service is reputable before sending original documents.
What if my country is not in the Hague Convention?
You need consular legalization instead. This involves authenticating your document through your country's Ministry of Foreign Affairs, then having it legalized at the Portuguese Embassy or Consulate in your country. The process takes longer (4-8 weeks) and costs more than apostille. Contact the Portuguese diplomatic mission in your country for specific requirements.
Can my lawyer or representative handle document legalization for me?
Yes. Immigration lawyers routinely coordinate apostille services, certified translations, and document preparation as part of their visa services. If you sign a power of attorney (which itself needs notarization and apostille), your representative can handle most of the process on your behalf.
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