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Validity and rejection

How long apostilles are valid, why documents are rejected and how authenticity is checked. This page explains the practice without official German and points out the most common stumbling blocks.

The apostille usually does not expire

The apostille itself usually does not have a fixed expiry date. Nevertheless, the receiving authority can request a current basic document.

Three and six month rules

Currency rules are common for birth certificates, criminal record extracts, commercial register extracts or confirmations of residence. These rules come from the destination office, not necessarily from the apostille authority.

Check authenticity

Many apostilles can be checked via electronic registers or authority websites. If the number, date, authority and signature are not correct, the document will quickly be rejected.

Common reasons for rejection

Incorrect canton, missing original signature, loose copy, private document, incorrect order, untranslated apostille or document that is too old are the typical causes.

Apostille valid, document still too old

This is the classic: The apostille can still be formally genuine, while the underlying document is too old for the specific purpose. The date of issue should be checked, especially for marriage, visa, criminal records and commercial registers.

If an authority refuses

Be specific about the reason for rejection: language, timeliness, type of document, lack of legalization, wrong country or non-accepted form of translation. Without this information, the wrong problem is often solved.

Multiple copies avoid stress

If authorities keep originals, several official copies should be ordered early. A copy of an apostilled document does not automatically replace another original.

Practical exam

Which country and which specific destination?
Original, certified copy or private declaration?
Apostille, legalization or just a certified translation?
Does the apostille have to be translated itself?
How current does the basic document have to be?

Questions about this topic

Frequent detailed questions

How long is an apostille valid?

The apostille itself does not normally expire. However, many recipients require a current basic document, perhaps not older than three or six months.

My document is old – will it be accepted?

That decides the destination. Civil status, criminal records and commercial records documents often need to be relatively up to date.

How do I check the authenticity?

Many countries maintain electronic registries or verification sites. Check the number and authority via the official e-Register, if available.

Why was my document rejected?

Typical reasons include a missing original signature, wrong canton, private instead of official document, illegible documents, lack of prior certification or an official who cannot be verified.

What to do if the foreign authority does not accept?

Ask in writing for the exact reason for rejection. Often a translation is missing, the order was wrong, the document is too old or legalization is required instead of an apostille.

Do I need multiple copies?

If several places keep originals or check them at the same time, multiple copies make sense. A copy of an apostilled document is not always enough.

Can an apostille be revoked?

Authorities can correct incorrect or abusive certificates or declare them invalid. In practice, what matters is whether the receiving agency accepts the document.