Rules for legalization of documents

Legalization of documents involves establishment and verification of signature and seal authenticity on the documents with aim to use a document in another state.

Legalization of documents is carried out:

1) on the territory of the Republic of Kazakhstan: by the Consular Service Department under the Ministry of Foreign Affairs of the Republic of Kazakhstan (hereinafter: Consular Service Department);

2) outside the Republic of Kazakhstan: by foreign missions of the Republic of Kazakhstan (hereinafter: foreign missions).

Document legalization functions:

1) in Consular Service Department are assigned to authorized employees of the diplomatic service (hereinafter: an authorized employee);

2) in foreign missions are assigned to consular officials (hereinafter: consul).

International treaties ratified by the Republic of Kazakhstan have priority over its laws.

The procedure and conditions for implementation of international treaties to which the Republic of Kazakhstan is a party on the territory of the Republic of Kazakhstan are determined by the legislation of the Republic of Kazakhstan.

The following is not subject to legalization:

1. documents without signature and seal of an authorized person;
2. notarized copies and translations of documents, if an original document does not contain signature and seal of an authorized person;
3. electronic documents;
4. 4original copies of ID documents, except for birth certificate.

Documents legalization procedure

In order to legalize documents, an individual or legal entity (hereinafter: an applicant) submits an application in any form to the Consular Service Department or a foreign mission with the following documents (information) attached:

For individuals:

1. a copy of an ID document (original copy for verification) or an electronic document from the Digital Documents service (for identification);
2. a document subject to legalization;
3. a document confirming payment of consular fee;
4. a copy of document confirming an authority (an original copy for verification) (when submitting documents by a legal representative or an authorized person under a power of attorney on behalf of an owner of a document due to legalization).

For legal entities:

1. a copy of an ID document of an authorized employee (original copy for verification) or an electronic document from the Digital Documents service (for identification);
2. a document subject to legalization;
3. an original version of document confirming payment of consular fee.
4. information from the information system of e-Gov confirming the state registration (re-registration) of a legal entity or another document confirming a legal capacity of a legal entity (for foreigners);
5. a copy of document confirming an authority (an original copy for verification) (when submitting documents by a legal representative or an authorized person under a power of attorney on behalf of an owner of a document due to legalization).

A service recipient also gives a written consent in an application in any form for access to restricted personal data required for the public service delivery in accordance with Article 8 of the Law of the Republic of Kazakhstan "On Personal Data and its Protection".

Original copies of documents, as well as notarized copies are accepted for legalization.

Documents issued by foreign organizations and institutions should be translated into the state or Russian language and certified by a translator or an organization providing translation services.

Documents certified by public notaries of the Republic of Kazakhstan and intended to be used outside the Republic of Kazakhstan should comply with the requirements established by Chapter 10 of the Rules on Notarial Record Management approved by Order No. 32 of the Minister of Justice of the Republic of Kazakhstan as of January 31, 2012 (registered in the Register of State Registration of Regulatory Legal Acts under No. 7445).

When an applicant submits all the necessary documents to the Consular Service Department or a foreign mission, confirmation of paper-based application acceptance is a mark made on its copy indicating a date of receipt, surname, name, patronymic (if any) of a person who accepted the documents and time of documents package acceptance.

Legalization of documents is carried out within 3 working days from the date of application submission and if it is necessary to conduct additional verification, a period can be extended by no more than 30 calendar days.

The Consular Service Department carries out legalization of the following:

1. documents originating from organizations and institutions of the Republic of Kazakhstan, public notaries and persons authorized to perform actions to certify documents intended for presentation outside the Republic of Kazakhstan;
2. documents originating from foreign organizations and institutions, if they are previously legalized in a diplomatic mission or consular institution of a foreign state of origin of documents accredited in the Republic of Kazakhstan;
3. documents originating from foreign organizations and institutions, if they have been previously legalized in a diplomatic mission or consular office of a foreign state accredited in the Republic of Kazakhstan, concurrently carrying out the representation of a foreign state of origin of documents in the Republic of Kazakhstan.

To legalize documents, the Consular Service Department uses available samples of signatures and seals of:

1. officials of government agencies of the Republic of Kazakhstan, public notaries and persons authorized to perform actions to certify documents;
2. officials authorized to legalize documents in foreign diplomatic missions and consular offices accredited in the Republic of Kazakhstan.

In the absence of appropriate samples of signatures and seals, the Consular Service Department sends a request to an authorized body.

An authorized employee, having made sure that a document submitted for legalization complies with the Rules, legalizes a document by affixing a legalization inscription of the Consular Service Department on a document.

The consul accepts the following documents for legalization originating from:

1. authorities of a receiving state, if they are previously legalized in accordance with the legislation of a receiving state;
2. foreign organizations and institutions, if they are previously legalized in a diplomatic mission or consular institution of a foreign state accredited in the country of stay;
3. organizations and institutions of the Republic of Kazakhstan and intended for presentation outside the Republic of Kazakhstan.

To legalize documents, the consul uses available samples of signatures and seals of:

1. officials of a receiving state authorized to legalize documents originating from organizations and institutions;
2. officials authorized to perform legalization in diplomatic missions and consular offices of foreign states accredited in a host state. 

In the absence of appropriate samples of signatures and seals, a foreign mission sends a request to an authorized body. 

Upon receipt of documents from citizens, organizations and institutions drawn up on the territory of the Republic of Kazakhstan, but not legalized in the Consular Service Department, the consul sends such documents to the Consular Service Department to verify the authenticity of signatures and seals on such documents. Upon receiving a positive response, the consul legalizes such documents in accordance with the procedure provided for by the Rules. 

In cases when, in order to request documents from the Republic of Kazakhstan, the consul receives documents drawn up in the Republic of Kazakhstan, but not legalized in the Consular Service Department, and if the legislation of the host state requires legalization of such documents, the consul legalizes them. 

The council, having made sure that a document submitted for legalization complies with the Rules, legalizes a document by affixing a legalization inscription of a foreign mission on a document.

Grounds for refusal to provide public services established by the legislation of the Republic of Kazakhstan:

1. in case of establishing the unreliability of the documents submitted by a service recipient for receiving a public service, and (or) the data (information) contained therein.
2. inconsistency of an applicant and (or) the submitted materials, data and information necessary for the provision of public services to the Rules;
3. absence of a service recipient`s consent provided in accordance with Article 8 of the Law of the Republic of Kazakhstan "On Personal Data and its Protection" for access to restricted personal data required for public service delivery.

If the grounds for refusal to provide a public service are identified, a service provider shall inform a service recipient within two calendar days on a preliminary decision regarding refusal to provide a public service, as well as the time, date and place, method of hearing to enable a service recipient to express a position on a preliminary decision.

A notification on the hearing is sent at least three working days prior to an end of public service delivery term. The hearing is held no later than two working days from the date of notification.

Based on the hearing results, a service provider legalizes the submitted document or refuses to deliver a public service.

A legalization inscription is made on a document and in cases where there is no place on a document, then on a separate sheet attached to it, with a seal and signature of a person who made the legalization of a document.

It is allowed to make a legalization inscription with an ink stamp.