Frequently Asked Questions on Legalization of Documents in Kenya

Frequently Asked Questions on Legalization of Documents in Kenya

1. What is the legalization of documents in Kenya?

Legalization is the official process of certifying a document so that it is recognized as valid in another country. It involves verifying the authenticity of signatures, seals, and stamps on a public document issued in Kenya. Legalization confirms that the document has been properly executed under Kenyan law.

2. How is legalization different from notarization or attestation?

While notarization is performed by a Notary Public who verifies the authenticity of signatures and identities, legalization is a government-level process that confirms a document’s authenticity for use abroad. Attestation is a broader term that may involve verification by various authorities, including embassies or consulates.

3. Which documents require legalization in Kenya?

Common documents that often need legalization include:

• Academic certificates and transcripts

• Birth, marriage, and death certificates

• Police clearance certificates

• Court documents and affidavits

• Company registration certificates and board resolutions

• Powers of Attorney and contracts intended for use outside Kenya

4. Who is responsible for legalizing documents in Kenya?

Legalization in Kenya is typically handled by:

1. The Ministry of Foreign and Diaspora Affairs – which verifies the authenticity of documents issued by government agencies or notarized by a Notary Public.

2. The relevant foreign embassy or consulate – which legalizes the document for use in their country after verification by the Ministry.

5. What is the process of legalizing a document in Kenya?

The legalization process generally involves three steps:

1. Document verification by respective Government Ministries.

2. Some documents require Notarization by a licensed Notary Public who is an Advocate of the High Court of Kenya.

3. Authentication by the Ministry of Foreign and Diaspora Affairs. 

4. Legalization by the Embassy or Consulate of the destination country.

6. How long does the legalization process take?

The duration depends on the type and number of documents. Typically:

• Verification- 2-7 days dependent on the Government agency. Certified marriage Certificates take longer than 30 days typically.

• Notarization: 1 day

• Ministry of Foreign Affairs authentication: 2–3 working days

• Embassy legalization: 3–7 working days (depending on the embassy’s internal process)

Urgent processing may attract additional fees or require prior arrangement.

7. What are the costs involved in document legalization in Kenya?

Costs vary depending on the number of documents and the embassy involved. On average:

• Notarization: 5,000 per document

• Ministry authentication: Kshs. 500 per document (official fee)

• Embassy legalization: Varies between Kshs. 5,000–15,000 depending on the country

Our professional fees for the whole process ranged between USD 350-500 per document.

It’s advisable to confirm the latest rates with the respective offices before submission.

8. Can I legalize documents on behalf of someone else?

Yes. You may legalize documents on behalf of another person if you present:

• An authorization letter from the document owner,

• A copy of their national ID or passport, and

• Your own identification documents.

9. Can foreign documents be legalized in Kenya?

Yes. Foreign documents that are to be used in Kenya must first be legalized in their country of origin (by the relevant authority and Kenyan embassy there) before being recognized locally.

10. What happens after legalization?

Once legalized, your document bears the official stamps or seals of the Ministry of Foreign and Diaspora Affairs and the foreign embassy. It is then ready for official use abroad such as visa applications, business registration, or employment verification.

11. Do I need to legalize documents if the destination country is part of the Apostille Convention?

Kenya is not yet a signatory to the Hague Apostille Convention. Therefore, legalization is still required for Kenyan documents destined for use in countries that are part of the convention.

12. Where can I get professional help with document legalization in Kenya?

You can contact us on info@swkadvocates.com

13. Can documents be legalized online in Kenya?

Currently, legalization is a manual process, and physical submission of original documents is required at the Ministry of Foreign and Diaspora Affairs and the relevant embassy. However, digital verification platforms are being developed to improve efficiency.