Are you planning to invest, work, travel, or get married in Poland? Do you need to use documents from Vietnam in Poland or vice versa? The Polish consular legalization process is an important step to ensure that your documents are recognized and legally valid in the country.
Vietnam is not a member of the 1961 Hague Convention, which relates to the exemption from legalization of public documents. In contrast, Poland has long been a member of this convention. This means that to use Vietnamese documents in Poland, or Polish documents in Vietnam, you are required to complete the consular legalization procedure.
This article will provide complete information regarding:
- Polish consular legalization for Vietnamese documents
- Polish consular legalization for Polish documents
Let’s explore in detail with No.1 Translation the procedures, required documents, and important notes to ensure the Polish consular legalization process goes smoothly and efficiently.
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What is Polish Consular Legalization / Certification?
Polish consular legalization is a legal process required to ensure that documents from Vietnam or Poland are legally recognized in the other country. This process includes two main steps: consular certification and consular legalization.
Consular Certification: This is the first step in the Polish legalization process. The document must be authenticated by the competent diplomatic authority of the issuing country. The purpose of this step is to verify that the seal, signature, and official title on the document are legitimate.
- Authority for Consular Certification of Vietnamese Documents for Use in Poland: Consular Department, Ministry of Foreign Affairs of Vietnam in Hanoi / Department of Foreign Affairs, Ho Chi Minh City.
- Authority for Consular Certification of Polish Documents for Use in Vietnam: Ministry of Foreign Affairs, Ministry of Culture, National Heritage and Sports, etc.
Consular Legalization: This is the second step, carried out after the document has been certified. Consular legalization is performed at the diplomatic authority of the country where the document will be used (Poland or Vietnam). This process verifies the seal, signature, and official title on the document, ensuring that it has legal validity in the country where it is legalized.
- Authority for Polish Consular Legalization: The Embassy/Consulate of Poland in Vietnam or the Embassy/Consulate of Vietnam in Poland.
Which Documents Require Polish Consular Legalization?
Polish consular legalization is often required for personal or commercial purposes such as job applications, marriage registration, investment, etc. To ensure that documents are recognized and legally used in Poland, the following is a list of commonly required documents for legalization:
- Birth certificate
- Death certificate
- Marriage Certificate
- Certificate of Single Status
- University degrees, certificates
- Criminal record certificate
- Work experience certificate
- Business registration certificate.
- Enterprise establishment registration
- Certificate of origin (CO)
- Import-export invoices
Additionally, under Articles 14 and 15 of the 1993 Mutual Legal Assistance Agreement, labor, civil, family, and criminal documents issued and authenticated by the competent authorities of Poland and Vietnam are exempt from legalization if used for mutual legal assistance purposes.
Furthermore, according to Article 34 of the 1979 Consular Agreement, documents within the consular officer's authority issued by the Polish representative office in Vietnam, and vice versa, are also exempt from legalization.
Polish Consular Legalization of Vietnamese Documents for Use in Poland
Below is a detailed guide on the procedure for consular legalization of Vietnamese documents for use in Poland:
Step 1: Translation and Notarization
First, you need to have the documents for legalization notarized and translated into Polish or English. This can be done at a State Notary Office or the Department of Justice.
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Step 2: Obtain Consular Certification from the Ministry of Foreign Affairs / Department of Foreign Affairs of Vietnam
1. Prepare the documents:
To apply for consular certification, you need to prepare the following documents:
- Consular/legalization declaration form: According to form LS/HPH-2012/TK.
- Giấy tờ tùy thân:
- Bản chính (CCCD, hộ chiếu hoặc giấy tờ có giá trị thay thế hộ chiếu) nếu nộp hồ sơ trực tiếp.
- Bản sao giấy tờ tùy thân nếu nộp qua bưu điện (không cần chứng thực).
- Giấy tờ đề nghị chứng nhận lãnh sự: Bản gốc đã được dịch thuật công chứng.
- Bản sao các giấy tờ: Bản sao của các tài liệu đề nghị được chứng nhận lãnh sự.
- Envelope with recipient address: If sending the application by mail and requesting the return of the documents.
2. Submit the Application:
For provinces from Da Nang northwards: Submit at the Consular Department in Hanoi.
- Address: 40 Tran Phu, Ba Dinh, Hanoi.
- Phone: 024 3845 0538.
- Working hours: 08:00 – 12:00 and 13:30 – 17:30, Monday to Friday.
For provinces from Quang Ngai southwards: Submit at the Department of Foreign Affairs, Ho Chi Minh City.
- Address: 123 Le Thanh Ton, Ben Nghe, District 1, Ho Chi Minh City.
- Phone: 028 3822 6551.
- Working hours: 08:00 – 12:00 and 13:30 – 17:30, Monday to Friday.
3. Receive Results
You will receive the results directly at the office or by mail within 1 working day from the submission of a complete application. For applications with 10 documents or more, the processing time may be longer but will not exceed 5 working days.
Step 3: Consular Legalization
1. Schedule an Appointment:
After receiving the consular certification, you need to schedule an appointment for consular legalization at the Polish Embassy in Vietnam. Note that you cannot schedule an appointment earlier than 5 days from the date of submitting the consular certification application.
2. Prepare the Consular Legalization Documents:
You need to prepare:
- Consular legalization application form: According to the template.
- Documents for legalization: 1 original + 1 copy that has been consularly certified.
- Document translation: Translation with 1 copy.
- Passport or personal identification: Original and 1 copy.
Note: The consulate only legalizes originals or officially certified copies; black-and-white photocopies or electronic prints are not accepted.
Submit the Application:
Submit the application at the Polish Embassy – Hanoi according to the scheduled appointment. You may authorize someone else to submit and collect the documents, with a notarized authorization letter and a photocopy of the authorized person’s ID.
- Address: 5 Chua Mot Cot, Ba Dinh, Hanoi
- Phone: +84 24 3845 2027 / +84 24 3845 3728
- E-mail: hanoi.amb.wk@msz.gov.pl
- Working hours: 8:00 – 16:30, Monday to Friday
3. Receive Results:
The results will be updated on the Embassy’s website. You can collect the documents on Wednesday between 13:00 – 15:00.
Fee Schedule for Full-Service Consular Legalization at No.1 Translation for Vietnamese documents to be legalized for use in Poland:
| Content: | Price: |
| Certified Copy Fee: | 10,000 VND / 1 page |
| Translation Fee from Vietnamese to Polish: | 300,000 VND / per original document page / 300 words |
| Notarization Fee for Translated Documents: | 50,000 VND / document |
| Consular Certification Fee (with Vietnamese Ministry of Foreign Affairs stamp): | 300,000 VND / stamp (Discounted to 250,000 VND / stamp for two or more documents) |
| Consular legalization fees at the Embassy or Consulate of Poland: | From 2,500,000 VND to 4,500,000 VND depending on the type of document |
Note: Clients may choose to use our service for any specific step(s) and complete the remaining steps on their own. No.1 Translation will only charge for the steps that the client requests us to handle.
Polish Consular Legalization for Documents Used in Vietnam
Step 1: Consular Certification in Poland
1. Prepare the documents:
- Consular certification application form.
- Documents to be certified: 1 original and 1 copy.
2. Submit the Application to the Competent Authority:
Documents requiring certification:
- Notarized documents and court documents must be certified by the competent Regional Court President.
- Diplomas, degrees, transcripts, or certifications from higher education institutions must be certified by the National Academic Exchange Agency (Narodowa Agencja Wymiany Akademickiej).
- Certificates, diplomas, transcripts, or certifications issued by art schools must be certified by the Ministry of Culture, National Heritage and Sports.
- Craftsman certificates must be certified by the Polish Crafts Association in Warsaw.
- Certificates and documents from primary, middle, and high schools must be certified by the school principal with authority.
- Medical qualification documents (specialist doctor diplomas, national medical examination certificates, certificates issued by health offices) must be certified by the Ministry of Health.
- Commercial documents must be certified by the Polish Chamber of Commerce in Warsaw and regional chambers of commerce.
Note: You can send documents by mail, but you must include proof of payment (bank transfer copy or printed electronic account statement) and a return address for the certified documents.
3. Receive Certification Results:
Consular certification takes 1 day if submitted in person, and 2–3 weeks if submitted by mail.
Step 2: Notarized Translation into Vietnamese or English
Translate the documents requiring certification into Vietnamese or English and then proceed with consular legalization at the Embassy of Vietnam in Poland.
Step 3: Consular Legalization at the Embassy of Vietnam in Poland
1. Prepare the documents:
- 01 Consular certification/legalization declaration form (Form No. LS/HPH-2012/TK).
- 01 original valid ID (Citizen ID card, passport, or equivalent document) for direct submission; or 01 photocopy of the ID if submitting by post.
- Original documents to be legalized (already certified by the competent authority in Poland).
- One photocopy of the document/material requested for consular legalization.
- 01 notarized translation of the documents into Vietnamese or English.
- 01 copy of the translation for filing purposes.
- 01 envelope with the recipient’s address (if you request to receive results by post).
2. Submit the Application:
Submit the complete dossier to the Embassy of Vietnam in Poland using the information below:
- Address: Ul. Resorowa 36, 02-956 Warsaw, Poland
- Phone (Consular Section): (0048 – 22) 6516098 / ext. 18
- Email: vnemb.poland@yahoo.com / vnemb.pl@mofa.gov.vn
- Working hours: 9:00 – 12:00, Monday to Friday (except holidays)
3. Receive the Results:
You may collect the legalized documents directly at the Embassy or request postal delivery.
Note: You may also authenticate Polish documents at the Embassy of Poland in Vietnam, then complete consular legalization at the Ministry of Foreign Affairs in Hanoi or the Department of Foreign Affairs in Ho Chi Minh City.
To simplify the process, No.1 Translation offers a comprehensive Polish consular legalization service, helping clients complete all procedures quickly and efficiently. We will handle all necessary documents on your behalf — from authentication to translation and legalization — ensuring you don’t have to worry about any details throughout the process. With a dedicated team of professionals and years of experience, we are committed to delivering the best service to our clients.
