If you’re an NRI preparing to use your Indian documents abroad—for a new job, university admission, visa application, or marriage registration—you’ve probably come across the term “apostille.” Many Indians living overseas are unsure what it means or how to get documents apostilled in India.
This guide explains what apostille means, why it’s required, the step-by-step apostille process for NRIs, and how it differs from attestation. By the end, you’ll know exactly how to make your documents valid for use abroad.
What Is Apostille?
An apostille is a government-issued certificate that authenticates Indian documents for use in foreign countries that are members of the Hague Convention of 1961.
In simple terms, it’s an international stamp of approval that confirms your Indian document—such as a birth certificate, degree, or power of attorney—is genuine and legally valid overseas.
In India, The MEA places a computer-generated sticker (with a unique number and QR code) on the back of the document, which is the established method for online verification. However, this process is evolving. According to recent 2025 guidelines, the Ministry of External Affairs (MEA) is also issuing a digital apostille in the form of a digitally signed PDF certificate, making the process partially paperless.
Apostille vs. Attestation: What’s the Difference?
Many NRIs confuse apostille with attestation, but they’re not the same. Both serve to verify the authenticity of Indian documents, but they’re used for different countries.
| Feature | Apostille | Attestation |
|---|---|---|
| Used for | Hague Convention member countries | Non-Hague countries |
| Issued by | Ministry of External Affairs (MEA), India | Embassy or Consulate of the destination country |
| Format | One-page sticker with QR code, Digitally signed PDF certificate | Multiple stamps and seals |
| Example countries | USA, UK, Australia, France, Germany | UAE, Qatar, China, Kuwait, Saudi Arabia |
If your document is going to a Hague Convention country, only apostille is required. For non-Hague countries, you’ll need embassy attestation after state-level and MEA verification.
Which Documents Need Apostille?
Different types of documents can be apostilled depending on their purpose.
| Category | Purpose | Examples of Documents |
|---|---|---|
| Personal Documents | Used for family or personal matters abroad | • Birth Certificate • Marriage Certificate • Death Certificate • Police Clearance Certificate Personal documents such as birth or marriage certificates often need apostille verification when applying for an OCI Card. Read full details here: OCI Card for NRIs – Complete Guide (2025). |
| Educational Documents | Needed for studying or working overseas | • Degree or Diploma Certificate • Mark Sheets or Transcripts • School Leaving Certificate |
| Commercial or Legal Documents | Used for business or legal representation abroad | • Power of Attorney • Company Registration Papers • Memorandum of Association (MOA) • Partnership Deed |
How to Get Documents Apostilled in India (Step-by-Step)
If you’re in India or have someone who can handle it for you, follow these steps to get your documents apostilled through the MEA.
Step 1: Pre-Authentication
Before the MEA apostilles a document, it must be verified by the relevant State Department or Union Territory authority:
- Educational documents: Verified by the State Education Department (HRD)
- Personal documents: Verified by the State Home Department
- Commercial documents: Verified by the Chamber of Commerce
Step 2: Submission to MEA
Once state authentication is complete, submit your documents to an MEA-authorized outsourcing agency such as:
- VFS Global
- BLS International
These agencies collect documents, process the apostille, and return them securely. You can also track your request online.
Step 3: Payment and Processing
- MEA fee: The official fee charged by the MEA is ₹50 per document
- Agency service charge: ₹100–₹300 depending on location
- Typical processing time: 3–5 working days. However, the total turnaround time, including mandatory State/UT authentication, can be up to 10 days depending on the document type, agency workload, and current service schedules.
Step 4: Receive Apostilled Document
You’ll receive the document with a QR-coded sticker on the back. You can verify it anytime on the MEA’s e-Apostille portal.
Apostille Process for NRIs Living Abroad
If you’re an NRI residing overseas, you don’t need to travel back to India for apostille services. You have two convenient options:
Option 1: Through an Authorized Representative in India
You can send your original documents to someone in India (a family member or agent) who will handle the apostille process on your behalf through an MEA-authorized agency. Most service providers also offer courier submission and return delivery.
Option 2: Through Indian Missions or Consulates
In some cases, Indian Embassies or Consulates can help attest documents, especially if they were issued abroad. However, note that apostille itself is issued only by the MEA, not by embassies.
If your foreign-issued documents need legalization in India, they must first be apostilled by the foreign authority in that country.
Apostille Validity and Acceptance
An apostille certificate issued by the MEA is valid indefinitely unless the document itself has an expiration date (for example, a police clearance certificate).
All Hague Convention member countries accept apostilled documents from India. These include:
USA, UK, Australia, France, Germany, Italy, Japan, Netherlands, and Canada (Canada joined in 2024).
If the country you’re submitting to is not part of the Hague Convention, you’ll need to go through the embassy attestation process instead.
Common Mistakes to Avoid
NRIs often face delays because of small but costly mistakes during the apostille process. Avoid these issues:
- Submitting scanned copies instead of original documents
- Skipping state-level attestation before MEA submission
- Sending laminated certificates (they are not accepted)
- Not checking whether your destination country is a Hague member
- Using unauthorized agents who charge high fees
Frequently Asked Questions (FAQs)
1. Is apostille the same as notarization?
No. Notarization only verifies the signature at a local level. Apostille authenticates the entire document for international use.
2. Can I get documents apostilled if I live abroad?
Yes. You can authorize a relative or agent in India to handle the process, or contact an Indian mission for guidance.
3. What if the destination country is not part of the Hague Convention?
Then you’ll need to go through the embassy attestation process instead of apostille.
4. How long does it take to get documents apostilled in India?
Usually 3–5 working days, depending on document type and agency workload.
5. Can commercial documents also be apostilled?
Yes, company papers, power of attorney, and partnership deeds can all be apostilled after Chamber of Commerce verification.
Conclusion
The apostille process for NRIs may sound complicated at first, but it’s actually a simple, standardized system designed to make your Indian documents valid abroad. Whether you’re moving overseas, studying in a foreign university, or handling cross-border business, apostille certification ensures smooth acceptance of your paperwork.
Before submitting your documents, always confirm whether your destination country is part of the Hague Convention and follow the MEA’s verified process.
Disclaimer: This article is for informational purposes only. Regulations can change, and individual situations may vary. Always verify details before making decisions.
