How to obtain an apostille in Malaysia
Malaysia has formally acceded to the Hague Apostille Convention, significantly simplifying the process of authenticating Malaysian public documents for overseas use. For countries that are also parties to the Convention, an apostille now replaces the traditional, time-consuming embassy legalisation process.
This article explains what an apostille is, who issues it in Malaysia, which documents qualify, and the step-by-step process to obtain one.
What is an apostille?
An apostille is a standardised certificate issued under the Hague Apostille Convention that confirms the authenticity of the signature, seal, or stamp on a public document. Once apostilled, the document is recognised in all other Convention countries without further consular or embassy authentication.
Apostilles do not verify the contents of a document—only its official origin.
Malaysia’s apostille authority
In Malaysia, apostilles are issued by the Ministry of Foreign Affairs Malaysia (commonly known as Wisma Putra).
Apostilles issued in Malaysia are valid only for use in other Hague Apostille Convention countries. If the destination country is not a Convention member, the traditional legalisation process still applies.
Documents that can be apostilled in Malaysia
Public (government-issued) documents
- Birth, marriage, divorce, and death certificates
- Certificates issued by the National Registration Department (JPN)
- Court documents and judgments
- Police clearance certificates (Certificate of Good Conduct)
Educational documents
- Degrees and diplomas
- Academic transcripts
- School certificates
(These may require prior verification by the Ministry of Education or the issuing institution before apostille.)
Legal and commercial documents
- Powers of attorney
- Affidavits and statutory declarations
- Company documents (e.g. SSM extracts)
- Contracts and notarised statements
Important:
Private documents must usually be notarised by a Malaysian notary public before the Ministry of Foreign Affairs will issue an apostille.
Step-by-step: how to obtain an apostille in Malaysia
Step 1: Prepare the document
Ensure you have:
- The original document, or
- A certified true copy issued by the relevant Malaysian authority
For private or commercial documents, arrange notarisation first.
Step 2: Pre-verification (if required)
Some documents must be verified by another authority before submission to Wisma Putra, for example:
- Educational documents: verification by the Ministry of Education or issuing university
- Company documents: confirmation from the Companies Commission of Malaysia (SSM)
Step 3: Translation (if required)
If the document is in Bahasa Malaysia and will be used overseas:
- Many receiving authorities require an English translation (or the official language of the destination country)
- In practice, translations are often prepared before apostille, and both the original and translation may be apostilled
Step 4: Submit to the Ministry of Foreign Affairs
Applications are lodged with the Ministry of Foreign Affairs Malaysia (Wisma Putra), typically in Putrajaya or through designated offices.
You will generally need:
- The document(s) to be apostilled
- Application form
- Identification of the applicant or authorised agent
- Applicable government fee
Agents may lodge applications on behalf of applicants, which is common for overseas users.
Step 5: Apostille issuance
Once approved, the Ministry issues an apostille certificate attached to or associated with the document. Processing times are typically shorter than embassy legalisation, though they vary based on document type and demand.
Apostille vs embassy legalisation in Malaysia
| Situation | Correct process |
|---|---|
| Document used in a Hague Convention country | Apostille |
| Document used in a non-Convention country | Embassy / consular legalisation |
| Document used within Malaysia | No apostille required |
Common mistakes to avoid
- Using an apostille for a non-Convention country
Always confirm the destination country’s status under the Hague Convention. - Skipping notarisation for private documents
Unsigned or informal documents will not be apostilled. - Ignoring recipient-specific requirements
Some foreign banks, immigration offices, or courts may request apostilled translations or additional copies.
Practical tips
- If you are overseas, appointing a local Malaysian agent can save time and avoid multiple submissions.
- Keep scanned copies of apostilled documents—many authorities accept them for preliminary review.
- Apostilles do not expire, but receiving institutions may impose their own validity periods (for example, police certificates).