Apostille in Switzerland

What is an Apostille in Switzerland?

An apostille in Switzerland is an official certification affixed to a document to confirm its authenticity and allow its use in a foreign country without requiring additional legalization. It is issued in accordance with the Hague Convention of October 5, 1961, which aims to simplify the recognition of public documents among signatory countries.

What is the purpose of an Apostille in Switzerland?

The apostille in Switzerland is a simplified and quick procedure to certify the authenticity of a document intended for another member country of the Hague Convention. For other countries, a traditional legalization process is required.

The apostille certifies:
✅ The authenticity of the signature on an official document
✅ The capacity of the signer (function and authority of the person who signed)
✅ The identity of the official seal or stamp affixed to the document

It does not validate the content of the document but only the authenticity of the signature and official elements.

What types of documents can be Apostilled?

The types of documents that can be apostilled vary by country, but they generally include:

• Administrative documents: birth, marriage, death certificates, criminal records
  • Judicial documents: court decisions, notarial certificates
  • Educational documents: diplomas, transcripts, certificates of study
  • Commercial documents: company statutes, powers of attorney, certificates from the commercial register

What is the Difference Between an Apostille and Legalization?

If the document is to be used in a country that has not signed the Hague Convention, a traditional legalization process involving multiple steps will be necessary.

How to obtain an Apostille in Switzerland?

1. Have the document certified by the competent authority (notary, court, etc.).
2. Request the apostille from the designated authority in the country of origin (e.g., Ministry of Foreign Affairs, Court of Appeal, Chancellery).
3. Receive the apostille in the form of a stamp, seal, or attached annex to the document.

Practical Examples of Apostille for Swiss Companies and Documents

In Switzerland, an apostille is often required to certify documents intended for use abroad, especially for companies looking to establish subsidiaries, sign contracts, or open bank accounts in other countries.

Example 1: Opening a Swiss Subsidiary Abroad

📌 A Swiss company wants to open a subsidiary in Spain.
🔹 The Spanish administration requires several certified Swiss documents:
• Extract from the Commercial Register (Certificate of Good Standing or IDE extract)
• Company statutes
• Minutes of appointment of the legal representative
➡ These documents must be apostilled in Switzerland to be valid in Spain, avoiding more complex legalization.
➡ The company submits a request to the State Chancellery of the relevant canton (e.g., Geneva, Vaud, Zurich), which affixes the apostille before sending them to Spain.

Example 2: Opening a Bank Account for a Swiss Company in the UAE

📌 A Swiss company wants to open a bank account in the United Arab Emirates for commercial transactions.
🔹 The local bank requires:
• An extract from the Swiss Commercial Register
• A company tax residency certificate
• The company’s statutes
➡ Since the UAE is not a signatory to the Hague Convention, a simple apostille is insufficient.
➡ The document must first be apostilled in Switzerland, then legalized by:

1. The Swiss Ministry of Foreign Affairs
2. The UAE Embassy in Bern

Example 3: A Swiss Entrepreneur Signing a Contract in Italy

📌 A Swiss company signs a commercial contract with an Italian supplier.
🔹 The Italian supplier requests a notarized power of attorney to ensure that the Swiss signatory has the authority to represent the company.
🔹 This power of attorney must be:

1. Drafted and signed before a Swiss notary
2. Apostilled by the State Chancellery of the canton
3. Sent to the Italian partner, who can use it without further formalities
   ➡ Thanks to the apostille, the Swiss company avoids a complex legalization process through the embassy, saving time.

Example 4: A Swiss Company Hiring a Foreign Employee

📌 A Swiss company hires an executive based in Argentina, who needs to validate their employment contract in Argentina for tax and social security purposes.
🔹 The employee must provide the Argentine authorities with:
• Their Swiss-signed employment contract
• A work certificate issued by the Swiss company
➡ These documents must be apostilled in Switzerland before being used in Argentina.
➡ The apostille is issued by the State Chancellery of the canton where the company is located.

Example 5: Exporting Swiss Products to China

📌 A Swiss company exports pharmaceutical or watchmaking products to China and needs to provide certificates of origin and compliance.
🔹 Chinese customs authorities require:
• A certificate of origin issued by the Swiss Chamber of Commerce
• A certificate of compliance to confirm the products meet international standards
➡ These documents must first be apostilled in Switzerland and then legalized by the Chinese Embassy in Bern, as China is not a signatory to the Hague Convention.

Where to obtain an Apostille in Switzerland?

The apostille in Switzerland is issued by:
✅ The State Chancellery of the canton where the document was issued (e.g., Geneva, Vaud, Zurich)
✅ For certain federal documents (e.g., tax residency certificates): the Federal Legalization Office in Bern

The apostille is an essential process for Swiss companies wishing to operate internationally. It simplifies the use of legal documents in countries that are signatories to the Hague Convention. However, for non-signatory countries, additional legalization may be required.

Need an apostille for a Swiss document? Contact the State Chancellery of the relevant canton or a specialized Coprorate Services Provider such as My Swiss Company SA, which can assist you with administrative procedures.