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Document Attestation: Steps, Benefits, & Challenges

Document Attestation: Steps, Benefits, & Challenges

Attestation refers to the verification of or making documents legally acceptable. This is a crucial process for those who are settled abroad. This process is also called legalization, which is essential for employment, education, immigration, or any other legal purpose in the host country.

One should always remember that each country has its own rules and regulations related to this attestation process. Here, we are going to describe the procedure for document attestation. But first, let’s discover which documents should be legalized.

Key Documents That Require Attestation

These are categorized into three. Let’s find them out below:

  1. Educational Certificates: Degrees, diplomas, transcripts, and certificates that your educational institutions have issued as proofs of your academic records, which can be asked to present for further education and employment abroad.
  2. Personal Documents: Documents like birth certificates, marriage certificates, CENOMAR, non-availability of birth certificates, and affidavits are often presented before immigration authorities to discover the date of birth and marital status.
  3. Commercial Documents: Like the aforesaid documents, commercial documents like power of attorney, certificates of incorporation, and financial documents can be required by non-residents or residents who are doing or likely to do business abroad.

These are some papers that one may have to get legalized by the responsible authorities.

Let’s move on to comprehend the process to follow for attestation in India.

Document Attestation Process for NRIs

There are multiple levels of attestation in India. You should know about them to avoid any hassles.

Home Department Attestation:

This is the very first step of authentication, which is done in the very town, city, or village where your roots are.

Step 1: Notarization

Notarization is a document verification step that is conducted by a notary public in a court. The local notary public verifies the originality and validity of the presented documents and discovers the intention of the applicant. Once satisfied, he or she stamps the authenticity of the documents.

Step 2: State Attestation

The very next step is to visit the state’s home ministry or human resources department and get the requisite documents legalized. The competent officer examines the originality of the supporting documents and then attests to them if he or she is satisfied.

Ministry of External Affairs (MEA)

Now comes the verification from the Ministry of External Affairs (MEA) department.

Step 3: MEA Attestation

This is mostly required when you’re likely to visit abroad or have a purpose like marriage or study abroad. Before that, you have to pass through the aforementioned steps of attestation. For this step, you should always remember that an outsourcing consultant like Services2NRI can help you forward your request. It does not accept any requests from individuals or applicants. The outsourcing consultants forwarded the document. Thereby, this ministry is not responsible for the authenticity of the content in the documents, which were previously legalized. It’s role is to finally put its own stamp.

Step 4. Embassy or Consulate Attestation

The very next attestation is the embassy attestation. Mostly, it is required in the case of a change of status or background verification via the police clearance certificate of the applicant. He or she has to obtain this attestation from the country of origin.

These are various types of attestations that can help an individual legalize a document.

Tips for NRIs During Document Attestation

There are multiple ways to get your documents attested. If you are a bureaucrat, it won’t be a difficult task. But a layman faces the real challenge, as he or she does not have any information, nor does he or she know bureaucrats. In this case, hiring a consultant or legal advisor can be helpful. A few more tips can also make this journey easier. Let’s share with you.

  1. Research the requirements.

Before taking any step, non-residents or any citizen should dive deeply online and ask friends or relatives about specific requirements. This can be concerned with the documents and supporting documents required for attestation

  1. Plan Ahead

Avoid taking random steps. Start by brainstorming how long the attestation procedure is for a particular document. Then, make a plan and decide the right time to apply, especially when it is related to a case, marriage, employment, or study abroad.

  1. Choose reliable attestation services.

Another step is to decide if you are going to handle everything yourself or hire a professional for attestation services. This decision can make this procedure more efficient and hassle-free.

  1. Keep copies of documents.

The attestation procedure requires multiple copies of the original documents. So before going ahead, you should keep multiple copies of your original papers. This is how you can get rid of unforeseen circumstances wherein you require additional copies.

  1. Stay updated on legal changes.

You should remember that laws and regulations regarding attestation change over time. So, you should keep yourself updated regarding the changes that recently happened in the rules to avoid hassles.

  1. Authentication of Online Documents

Multiple things are involved in this process. So, you or NRIs must discover its online procedure. It can help in discovering the requirements of digital signatures, secure online platforms, and authentication methods.

Challenges and Solutions

In order to come across hassles, you must be aware of risks or challenges. Although there are just a few, they are there.

  1. Language Barriers

Your language can prove a big roadblock, interrupting the entire process. So, you must get the documents translated into English, the official language of the country where you’re likely to go.

     2.Changing Regulations

A sudden change in regulations may hamper your way. So, keep your eyes on the latest laws and regulations to avoid difficulties or delays.

     3.Geographical Challenges

Remote locations can hamper or delay your application for attestation. So, you should hire a professional consultant if you come across this challenge.

Conclusion

Document attestation is a journey to legalize documents, which can serve multiple purposes like marriage abroad, study, employment, and business. In all cases, you must have attested documents to prove your citizenship and status. The aforementioned description and steps will help you get attestation services and come across challenges that can delay your application.

 

 

Document Attestation in India is Easy with an Agent

Document Attestation in India is Easy with an Agent

The validity of any document is defined by its attestation. The attesting authority verified its authenticity before signing and stamping on it. But, it’s really challenging to find a competent person for it. You should be aware of it.

But, there are some professional consultants that make it way easier to get any document attested. Services 2 NRI is one of them. There is a team of document attestation agents in India that does it at the request of the person.

Why do you need an agent?

The authentication of your documents is essential for different purposes. It’s not easy to get through the attestation process. You may have to spend several days or weeks getting a stamp from the competent authority. To get off this condition, you require the support of an authentic document attestation agent. Such professionals know about the challenges and the way out from them. So, it’s easy, quick, and reliable to hire any of such agents that have experience in this domain.

They understand Section 90 of the Indian Evidence Act, 1872. It clearly states that attestation is necessary for proving that the customer’s documents are in the right hands. The court or competent authority verifies the documents before attesting any document.

Document Attestation that Agents Assist in

There are multiple offices that are authorized to carry out document legalization. Legalization is identified through the signature and stamp of the competent person. Here are the different types of legalization that the agent can help you with:

  • Notary Attestation

It is at the fundamental level of legal verification of documents. A local notary public is appointed to put his stamp. He verifies the validity and authenticity of the documents.

  • Home Department Attestation

This is concerned with the state’s home department. The competent official legalizes personal documents, like a death certificate, birth certificate, marriage certificate, etc.

  • Human Right Department Attestation

This is related to educational certificates and documents attestation. Most students require this attestation. It proves that these documents are legitimate and the person who bears it is authentic.

  • Sub-divisional Magistrate Attestation

This is similar to the HRD attestation. In some union territories or villages, this is the official authority to legalize personal documents, like birth certificate or NABC or any other one.

  • Chamber of Commerce Attestation

This is for entrepreneurs who are likely to go abroad for a business event or related concerns. They have to show up the proof of their motive of going outside and if they are valid or not.

  • MEA Attestation

The Ministry of External Affairs (MEA) attestation is to ensure that immigration-based documents are valid and genuine. Here, the agent is the only person who can help the applicant because this office does not accept direct requests for legalizing documents. So, you have to hire a document attestation agent in this case. He collectively sends requests for a number of applicants and then, takes responsibility to deliver the legalized papers to you.

  • Embassy Attestation

This is mainly concerned with those who are likely to visit foreign for different purposes, like marriage, tourism, employment, or study, etc.. The applicant has to request for an appointment online. And then, visit the office where the consul reviews your documents and your intentions. Upon getting satisfied, he stamps on visa, passport, and many other docs that come under it.

  • Apostille Attestation

It comes under the responsibility of the Ministry of External Affairs in India. It is for those who are going to visit the member country of the Hague Convention.

What is the procedure to get attestation services from Services2NRI?

The procedure is very simple. You need to keep your supporting documents ready. He may need at least 2 copies of each of your original papers. So, ensure that you have them.

  • Contact the agent on the website or any communication channel like WhatsApp or live chat.
  • Send an inquiry through the form. Do mention the requirements.
  • Upon getting a reply, respond with the authentic details of yours.
  • In case of confusion, contact the agent on live chat or email ID.
  • Upload the soft copies of your certificates or papers like birth certificate, single status certificate or mark sheet etc..
  • Pay the requisite fee through online banking or another way.
  • Receive the receipt and save it for tracking the status of your application.
  • The document will be sent within the stipulated time as mentioned on the website.

Checklist of Supporting Documents

Here is the checklist of each document:

  • Original Certificate
  • Passport Copy
  • Visa Copy
  • Passport Size Photograph-2
  • Authorization Letter
  • Birth Certificate
  • National Identity Proof
  • Educational Documents
  • Employment Letter

These are categorized under these groups:

  • Personal Documents, which are to be attested by the Home Department/General Administration Department
  • Educational Certificates, which are to be authorized by the state /union territory, then by the Ministry of external affairs (However, the MEA does not take responsibility for the content of the document)
  • Commercial Purpose, which is to be attested by the Ministry of external affairs trailing the Chambers of Commerce Ministry attestation

How Can Indian Nationals Get Documents Attested Easily?

How Can Indian Nationals Get Documents Attested Easily?

Documentation requires the proof of authenticity. This process of verifying and authenticating documents is called attestation. It integrates a legal credibility when you submit the document for immigration. So, it is mandatory to enclose an evidence or proof of its credibility.

Attestation of Documents

In legal terms, attestation makes your documentation lawful. There are certain things that signify it. A stamp and signature of the authorised person indicate that the document is authentic. The attestation of documents of Indian nationals or any foreigner certifies that they are original and can be trusted across the globe. This is a step to make all things done legitimately that any countries’ government or authority can trust.

The certificate attestation & attestation of documents are similar terms. These are the must-have services that one has to obtain for legally authenticating his documents. This process is also called the legalization of documents.

However, it needs different seals, signatures and stamps from the concerned officials. There are many authorities at different levels in India for the attestation of documents of Indian nationals

Why is attestation required?

The attestation of certificate or document is required for a number of reasons. Basically, these are divided into internal and external matters. Internal matters can be concerned with judicial purposes like a Will and a Mortgage Deed.

Besides, people require credible documents for opening a bank account, obtaining visa, performing business events and overseas employment. These are external matters that require papers to be legalized.

How can you attest documents in India?

There are a number of authorities set up for attesting documents. Depending on the need, the papers are attested from these authorities in India. These also represent different types of attestation:

  • Notary Public

It is basically required for sworn documents called affidavit. The local notary public issues it upon examining the credibility of the source. Once verified, the notary puts his signature to legalise that document.

  • Home Department

It is exclusively meant for legalizing personal documents, including birth certificate, death certificate, marriage certificate, bachelorhood certificate and non-availability of birth certificate (NABC). The home department of the state government authorizes it.

  • HRD Attestation

Also called Human Resource Department, the HRD is also a state entity that legalizes the educational documents and certificates like transcript. It covers the academic history (including school and university) of the person. But before that, the applicant has to get it verified from the school or university.

  • SDM Attestation

The Sub-Divisional Magistrate or SDM can be used in place of the Home Department attestation. Some concerned departments or authorities strictly require attestation from the HRD. However, the SD is a free and independent government authority that performs in its sole discretion.

  • Chamber of Commerce Attestation

As its name suggests, the Chamber of Commerce is an entity that legalizes commercial documents. These can be concerned with businesses or parties or events. This is significantly required to prove that the entrepreneurship is legal and hence, it is verified to perform any commercial activities.

  • MEA Attestation

It stands for the Ministry of External Affairs attestation. This is the last stage of legalization performed by the Union Government’s Home Department. It is identified through the MEA stamp or sticker at the back of the documents. This ministry is important when it comes to dealing with immigration matters.

  • Apostille Attestation

This is an alternative of the MEA attestation. Those who are migrating to one of the member countries of the Hague Convention need this legalization of documents. Once it is done, a square-shaped stamp is put on the back of the paper with a signature of the authorised person. After getting it, the applicant does not need further attestation from any department or embassy.

  • Embassy Attestation

As reflects from its name, this legalization responsibility is carried out by the embassy of foreign countries like USA or UAE embassy. The consul legalizes all documents after a face-to-face appointment. It covers a detailed interview on why you need to emigrate.

These represent the attestation cycle that one has to follow sequentially. The applicant can easily follow this guide and get through all challenges in getting documents attested here in India.

How Do You Translate a Document Officially?

How Do You Translate a Document Officially?

Document translation officially means translating documents that are legally essential for different purposes. Such papers need some sort of official stamp to the transcribed documents. It is called a certified translation.

The document translation services are generally divided into two catetgories:

  • Certified translation
  • Notarised translation

Certified Translation Vs Notarised Translation

The certified translation is a service provided by any professional translators who has the required degree for it. His sign or stamp legally verifies that the copy of an original document has been created by the certified translator. It is must to have his sign or stamp on it.

A notarized translation represents the replica created in the very presence of the notary public. The professional translators create a duplicate of the original document and the notary public signs it. Then, he puts the stamp to authenticate it also.

This is how the notarized documents become an affidavit or sworn document, which can be used for any submission requiring this level of verification.

Typically, schools and universities require a notarized translation, which is submitted to the admission authority. Even, immigration department also needs it if one is going to take admission in the foreign university. It helps in verifying that the student has opted in what courses, degrees & diplomas previously.

Immigration authority gets a legal proof through these certified translations of immigration papers, birth certificate, business contracts and court transcripts etc.

Apostille & Legalisation of Translations

As aforesaid, the translated copies called transcriptions are meant for immigration purpose also. The stamp from a notary public is not enough for verifying. It needs the next level of legalization, which happens through two ways:

  • Apostille
  • Legalisation

An apostille translation means that the certificate has been verified, confirming that it has come from an original resource. A square-shaped stamp is put with a sign on the back of the transcript to make it apostilled. This service is required for those who need it to study in the member-countries of the Hague Convention, 1961.

The legalization is similar to Apostille services, but it is for the non-member countries of the Hague Convention.

Both of these services require a letter of authority, replica of documents plus documents in original to verify if the documents are original & authenticated.  The embassy or the foreign ministry or the immigration department provides both of these services.

Here is the list of documents that you need translation & legalization:

  • Birth certificate
  • Adoption paper
  • Police Clearance Certificate
  • Single Status Certificate
  • Marriage Certificate
  • Power of Attorney
  • Teaching Credentials
  • Immigration Documents
  • School/ University degree, provisional and mark sheets
  • Patents
  • Affidavits
  • Corporate Documents
  • Distributorship Agreement
  • Or Commercial Invoices etc.

Steps to follow before translation

  • Find out your requirement

This step is important as you have to pay for it and sometimes, it would be the urgency. Without figuring out, you may have to start all over again. So, find out the format they want it in (is electronic enough or do they need its hard copy?) and what language variant they want, for example, simplified or traditional English/ French or any other one.

  • Get it done from a certified translator

There are some approved translators, whose stamp proves that the work is carried out by a certified professional and approved translator.

Some countries won’t accept it if translated by any other one. Spain’s Ministry of Foreign Affairs rejects it if it’s not translated by an approved translator who is not enlisted. It is simply because they are officially trained and qualified in the past. So, there authenticity will be approved automatically.

  • Format

The applicant may not know what type of format any document need for translation. It’s up to the translator who make it happens. But, if he is not certified, you may lose your valuable money and time. So, find out what format is required.

Typically, one needs:

  1. an official paper
  2. Sign of the translator
  3. Seal/ stamp of the approved translator
  • Quality

The quality does not matter in this case. As it’s been done by an approved translator, the quality is a given. It is simply because the translator has passed through examination and qualified for the role. However, it’s normal but, the immigration authorizes require it.

This is how one easily gets the translation document services.

MEA Attests Originals, Not Photocopies of NRIs Documents

MEA Attests Originals, Not Photocopies of NRIs Documents

If you are going to emigrate, you need to attest your documents. This step is a crucial step. You cannot get off from it because the immigration departments of any country want to determine whether the document is genuine and legal. So, you need to go through document attestation.

This procedure has different levels, which the emigrants have to pass through step by step. Let’s have a look over what these levels are:

Different Levels of Attestation in India

  • District or Sub-Divisional Magistrate of District
  • Home Department of The State Government
  • Ministry of External Affairs of the Central Government

MEA Verifies These Facts

  • The originality of documents
  • Authentic signature of Indian officials on docs
  • Different level of departments’ stamp

Attest Originals, Not Photocopies

The verifying authority prefers the originals to be stamped on the reverse of those documents. Sometimes, the originals are found laminated, the authorized agency removes it to get it attested. Sometimes, your originals get damaged in this process, which you cannot reverse. So, you should be ready to withdraw the new ones in that case.

What if you lose originals?

There are some instances when you may lose or damage your educational certificates or degrees or diplomas. Rather than wondering, you should immediately lodge a complaint for the education certificates being lost. Do mention the reason in the FIR. Indian states have this facility available over their police website in the local area. If you want to file that FIR,

  • Access the website.
  • Put your email id and contact details there.
  • Write the complaint of the certificates being lost.
  • Hit the “Submit” tab.

A reference number will be sent on your registered email id that you have mentioned there. This will also have a copy of the FIR so that you can directly save and get its print out for submitting with the application to withdraw the new original certificates from the university or school. This FIR does not require any stamp or signature to be enclosed with the application.

Applicant’s Information is Protected

The personal and educational certificates contain sensitive information, which is valuable. The hackers often look for this kind of accurate information to take away and sell at a good price in the market. There are just four agencies that have been authorized to collect applications for attestation on the behalf of the government. This is done to keep your personal identifiable information safe and secure in the robust IT network, where breaching is hard to carry out. This is how the competent agencies ensure no loss of personally identifiable information.

Is Notary Stamp Compulsory?

The red coloured seal is called the notarization stamp. It’s not necessary to have on your documents, as it has no value on educational certificates.

However, it becomes important in the cases of getting CENOMAR or marriage certificate. This is done by a notary public, an authority in the court, to identify if the applicant is telling the truth or not. The notary discovers fakeness through a volley of questions about the certificates and face expressions.

Fingerprint Scan Attestation

It is significant that the applicant would visit the embassy in person, where his scanned fingerprint data are collected at the time of visa interview. This is done to match them with the fingerprints scan at the airport entrance. The airport authority does it to prevent the misuse of visa.

One point that one should always keep into account is that no third party can ever submit scanned fingerprints on your behalf. You have to go on your own.

Certificate Attestation and Notarization in India Are Similar

Certificate Attestation and Notarization in India Are Similar

The idea of getting a certificate from a government office penetrates a fear. You would certainly make several rounds of the Municipal Corporation or the Court to get a certificate. But, the mobbed offices with a huge demand for attestation and bureaucracy delay its process.

What if you get the one from an ordinary photocopy office?

It values zero. None of the government authorities will accept it. Neither does an embassy or a PSK recognise it during authentication. It’s simply because the certificate will be considered invalid, if it doesn’t carry stamp or attestation from the competent authority. That’s why notarization is carried out.

Notarization:

It’s the official fraud deterrent procedure to verify that a document is authentic. Almost all countries have a notary or notary public that witnesses the signing of vital certificates. He verifies the identity of the signatory and his awareness about the content while signing the document.

But still, the notary doesn’t possess equivalent rights as of a magistrate or the registrar/sub-registrar. However, the Section 14 of the Notaries Act, 1952, for example, states the reciprocal recognition of what the foreign notaries do. Simply put, the notary can attest a marriage certificate or degree before the MEA attestation on the degree certificate. The notarized document is considered a seal of authentication from India in many countries.

The Notaries Act, 1952

A Section 14 of the Notaries Act states, “If the Central Government is satisfied that by the law or practice of any country or place outside India, the notarial acts done by Notaries within India are recognized for all or any limited purposes of that country or place, the Central Government may, by notification in the official gazette, declare that the notarial acts lawfully done by notaries within such country or place shall be recognized within India for all purposes or, as the case may be, for such limited purposes as may be specified in the notification.”

Can a notary administer request for an affidavit?

No. He can’t administer this request. The Section 139 of the Civil Procedure Code states that the affidavit can be made by these:

The Code of Civil Procedure, 1908:

  • Any Court or Magistrate, or
  • Any officer/ other person whom a High Court may appoint
  • Any officer appointed by any other Court which the State Government has generally or specially empowered in this behalf

Why Apostille?

Legalisation of documents became a need of the hour at the time of immigration. Several challenges of complexities pose a threat to the foreign immigration departments. So, many countries bonded together to simplify the method of authentication or legalization of documents/certificates. They called it Apostille service that provides the universal recognition.

Presently, 105 countries have become a member of this Hague Convention in 1961. It basically offers attestation of personal certificates/documents, such as birth certificate/NABC/death certificate/ marriage certificate/affidavits/ power of attorney along with the educational certificates, including degree/diploma/matriculation and secondary level certificates etc.

The benefit of this convention is that the apostilled documents by a member country shall be recognized in the other member countries. This is how the process of attestation is simplified in several countries by forming this convention.

Is attestation a process of legalization?

Yes, it’s a process of legalization. The countries exist outside the Hague Convention. The people in the non-member countries also require the verification of documents during immigration. Therefore, the consular offices are set up in various countries to get the certificates attested. Let’s say, an Indian wants to marry with a Filipino girl. He must present a legalized CENOMAR or bachelorhood certificate from India.  Since Philippine is not a member country of Hague nations, the applicant has to get that certificate attested from the court and then, the embassy.

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