If you have ever applied for a visa, enrolled in a foreign university, or pursued a business deal abroad, you have probably been asked to provide “notarized” or “apostilled” documents. But what do these terms mean, and how do you get them in Kenya? This guide explains everything.
What is Notarization?
Notarization is the process by which a Notary Public or a Commissioner for Oaths certifies that a document is genuine, that signatures are authentic, or that copies of original documents are true copies. In Kenya, advocates of the High Court are commissioned as Commissioners for Oaths and can perform notarizations.
What is an Apostille?
An apostille is a certification issued under the 1961 Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents. Kenya acceded to this Convention, meaning documents bearing a Kenyan apostille are automatically recognised in all 125+ Hague Convention member countries — without the need for further legalisation.
An apostille is issued in Kenya by the Ministry of Foreign and Diaspora Affairs. It certifies the authenticity of the signature, the seal and the capacity of the person who signed the document.
When Do You Need Notarization?
You need notarization when:
- Submitting documents to Kenyan courts or government agencies
- Confirming identity or signatures for local transactions
- Certifying copies of original documents (e.g., academic certificates)
- Swearing affidavits for use in Kenya
- Powers of Attorney for local use
When Do You Need an Apostille?
You need an apostille when:
- Submitting documents to foreign governments or courts
- Applying for a foreign visa or immigration document
- Enrolling in a foreign educational institution
- Completing international business transactions
- Probate and estate matters involving foreign jurisdictions
- Marriage registration in a foreign country
Documents That Can Be Apostilled in Kenya
- Birth, marriage and death certificates (issued by the Registrar of Persons)
- Academic certificates (from accredited institutions)
- Police Clearance Certificates (Good Conduct)
- Court documents and judgements
- Company documents (Certificate of Incorporation, CR12)
- Powers of Attorney (after notarization by an advocate)
- Notarized affidavits
The Full Authentication Chain
For some countries that are NOT signatories to the Hague Convention (including some Gulf States and Asian countries), documents must go through a longer chain:
- Notarization by a Commissioner for Oaths / Notary Public
- Authentication at the Ministry of Foreign Affairs (for non-Hague countries)
- Legalisation at the destination country’s embassy in Nairobi
How Long Does It Take?
- Notarization: Same day or within 24 hours
- Apostille: 3 to 5 working days at the Ministry of Foreign Affairs
- Full legalisation chain: 1 to 3 weeks depending on the embassy
How WakiliAfrica Can Help
WakiliAfrica handles the complete authentication chain — from notarization by our Commissioner for Oaths to apostille at the Ministry of Foreign Affairs to consular legalisation at foreign embassies in Nairobi. We save you multiple trips and ensure documents are correctly prepared for their intended use.
Call us today on +254 725 021709 — Embassy House, Nairobi.