If you want to use a document abroad - such as a power of attorney, a partnership agreement or a certificate - you often need an apostille as international proof of authenticity. For decades, the process involved paper documents, post and visits to the authorities. Today it's easier: yes, an Apostille can be applied for online if the underlying document has been digitally notarised beforehand."
In this article, we explain how the process works, what the legal basis is and how it can be optimised using modern platforms such as notarity considerably simplified.
What is an apostille - and why is it important?
The apostille is an authentication mark that is affixed to the Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents of 5 October 1961. It confirms:
- the authenticity of the signature,
- the capacity in which the signatory has acted, and
- the authenticity of the seal or stamp, if applicable.
Art. 3 para. 1 of the Hague Convention"The only formality which may be required to certify the authenticity of the signature, the capacity in which the signatory has acted and, where appropriate, the authenticity of the seal or stamp, is the affixing of the apostille referred to in Article 4." (Hague Apostille Convention, Federal Law Gazette 1965 II p. 875)
The apostille is required in particular if documents are to be used in another contracting state of the Hague Convention - for example when setting up a company, international powers of attorney, residence procedures or the recognition of training certificates.
The Foreign Office describes it as: "a simplified form of authentication of public documents for international legal transactions."
The classic way: Apply for an apostille "offline" (Austria)
In Austria, the apostillisation process is still paper-based and takes place in several steps:
- Notarised or officially certified: The document must first be notarised by a notary or a public authority.
- Submission to the competent authority: Depending on the document, a different authority is responsible - e.g. the Regional court for notarial deeds, the Higher Regional Court for court documents or the Provincial government or the Federal Ministry for European and International Affairs (BMEIA) for administrative documents (BMEIA - Apostille and legalisations).
- Fees & processing time: The costs are usually between 15 € and 30 €processing usually takes a few working days.
- Collection or dispatch: The apostilled certificate can be collected in person or sent by post.
This process is legally recognised, but is time-consuming and involves original physical documents.
The digital way: Apply for an apostille online with Remote Online Notarisation
With the progressive digitalisation of legal processes, certifications can now be carried out completely online. The basis for this is the so-called Remote Online Notarisation (RON) - a procedure in which notarisation is carried out via video identification without the need for a physical notary appointment.
Via notarity the entire process can be handled digitally:
- Documents are uploaded online and legally notarised during a video appointment.
- Directly afterwards, a Apostille apply - without having to go through the authorities or submitting documents by post.
- The certificate is usually issued very promptly: the apostilled certificate is usually shortly after the online appointment digitally available. A physical copy can also be sent to any address on request.
This digitises and significantly speeds up the entire process - from the signature and notarisation to the apostille.
You can find more information about the process here: notarity - Apostille service
Step-by-step: how the digital process works
- Book an appointment: Arrange a suitable notary appointment online - usually within a few hours or on the same day.
- Upload document: Upload the document to be notarised directly to the platform.
- Identity check: Your identity is securely verified digitally
- Online notary appointment: A certified notary carries out the notarisation via the notarity platform
- Book an apostille directly: Already when booking an appointment the apostille can also be applied for, so that no additional application is necessary.
Receipt of the apostilled certificate: The document is within a few minutes after the notary appointment is issued digitally with an apostille and is available for download. A physical copy can also be sent on request.
Legal basis & limits
The principles of international apostille law also apply to the digital procedure:
- Validity: The apostille must always be issued by the competent authority of the issuing state (Hague Apostille Convention).
- Recognition: Not all states currently accept electronic apostilles ("e-Apostilles"). However, this is generally the case in all contracting states to the Hague Convention.
Document types: Only certain types of documents can be digitally notarised and apostilled.
Advantages of the online apostille at a glance
| Advantage | Explanation |
| Time saving | Apostille usually available after a few minutes |
| Comfort | No visits to authorities or postal channels necessary |
| Legal certainty | Recognition in all contracting states of the Hague Convention |
| Seamless process | Digital legalisation and apostille from a single source |
Conclusion: Applying for an apostille online - easier than ever before
Yes - an apostille can be completely cancelled today. online apply. The prerequisite is that the document has been digitally notarised beforehand. With solutions such as notarity all steps - from the identity check to the digital notary appointment to the issuing of the apostille - can be carried out online in a legally secure and time-saving manner.
The result: internationally valid documents without paperwork, without visits to the authorities and often within a few minutes.
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