Apostille refusal: reasons, common mistakes, and how to successfully resubmit documents

What should you do if your application for an apostille has been denied? In this article, we have compiled the main reasons for denial, as well as instructions on how to proceed in order to obtain an apostille. Learn more about common reasons for denial and how to properly prepare documents for apostille

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An apostille is a special stamp that confirms the authenticity of an official document for use abroad, particularly in countries that are parties to the 1961 Hague Convention. Sometimes applicants are refused an apostille. This situation causes stress and delays in the processing of documents for work, study, travel abroad, or obtaining status. In this article, we have compiled the most common reasons for refusal, ways to resolve them, as well as tips on what to do in case of refusal and who to contact for help.

Common reasons for refusal to affix an apostille and typical mistakes

Among the most common reasons for refusal to apostille are the following:

1. Documents cannot be apostilled

The first and most common reason for refusal is that the document itself is not subject to the apostille procedure. This applies, in particular, to:

● documents issued by private entities (they cannot be apostilled without notarization);

● documents that must be submitted to countries that do not recognize apostilles (e.g., Canada or the UAE) — in such cases, consular legalization is required.

What to do: check the requirements of the country where you plan to submit the documents. If an apostille is not suitable, order the legalization procedure with translation and certification at the consulate.

2. Inconsistency in the form or content of the document

If the document has any damage, corrections, stains, blurred printing, missing signatures or seals, you will most likely be refused an apostille. Such documents are considered improperly executed.

Solution: you must replace the document with a new one from the appropriate authority or, if permissible, have a notarized copy of a high-quality sample made.

3. The document has not been pre-certified

Many documents must undergo additional certification before being submitted for an apostille. For example, certificates from higher education institutions must be confirmed by the Ministry of Education.

How to avoid mistakes: before submission, find out whether prior confirmation is required. Its absence is one of the key reasons for refusal.

4. Submitting a copy instead of the original

Another common mistake is attempting to apostille a copy of a document that is not notarized or does not meet the established requirements. An apostille is affixed exclusively:

● to the original document;

● or to a notarized copy (where permitted).

Tip: don't take any chances — it's better to check the format in which the document will be accepted for apostille.

5. Submission to the wrong authority

In Ukraine, apostilles are affixed by the following ministries:

● Ministry of Justice — court decisions, extracts, notarial documents;

● Ministry of Education and Science — diplomas, certificates, other educational documents;

● Ministry of Foreign Affairs — references, powers of attorney, other official documents.

Submission to the wrong authority will result in automatic rejection.

Solution: check which authority is responsible for apostille certification of your type of document.

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What to do if the apostille is not affixed: steps to take

If your application for an apostille has been rejected, Visit Ukraine lawyers advise you to follow these steps:

1. Carefully analyze the reason for the rejection. You should receive a written or verbal explanation. This will allow you to determine exactly what was wrong with the submitted documents.

2. Check that the document complies with the requirements of the Hague Convention. Find out whether the apostille is recognized by the country where you plan to use the document and whether it falls under the Convention.

3. Bring the document into compliance with the requirements of the state authorities. Depending on the situation, you may need to:

● order a new document;

● have a copy certified by a notary;

● obtain preliminary confirmation from the relevant ministry.

4. Resubmit or contact specialists. If the matter is urgent or there is a risk of repeated refusal, it is advisable to seek the help of migration experts. A lawyer knows exactly how to properly prepare documents and resubmit them to save you time and avoid delays.

Professional assistance in affixing an apostille: how to obtain it?

The team of migration lawyers at Visit Ukraine provides comprehensive apostille services:

● preliminary analysis of documents;

● instructions on how to correct deficiencies;

● preparation of notarized copies;

● submission to the relevant ministry;

● expedited apostille, if possible.

Our specialists also assist with translations and consular legalization of documents for further use abroad.

Still have questions or received a refusal? Contact our professionals — our lawyers will help you resolve the situation quickly and stress-free.

We remind you! On the Visit Ukraine portal, you can now order professional translation of documents of any complexity with notarization from experienced translators in Ukraine. Read about the full range of services for the translation of passports, diplomas, certificates, and other documents, as well as terms and prices at the link.

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