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Certifications at the Federal Chancellery in Bern
Certifications at the Federal Chancellery in Bern: Your Guide to Official Documents
Do you need an authentication for your documents at the Federal Chancellery in Bern? The process can be complex, but with the right preparation, you can save time and effort. In this article, you will find out which steps are necessary to have your documents correctly authenticated. We are happy to provide you with personal advice. Get in touch with us here.
The topic briefly and concisely
The Federal Chancellery of Bern is responsible for the legalisation of original signatures on documents needed abroad. The correct procedure is crucial for international recognition.
For countries of the Hague Convention, an apostille is required, whereas for other countries, legalisation by the Federal Chancellery and the consulate of the destination country is necessary. Making the right choice saves time and costs.
Mentoc supports you in understanding and successfully completing the document authentication process, helping you save valuable time and ensuring that your documents are internationally recognised.
Find out which documents the Federal Chancellery in Bern certifies, which preliminary certifications are required, and how to make the process efficient. Avoid unnecessary detours and ensure your documents are internationally recognized.
Do you need an authentication at the Federal Chancellery in Bern to make your documents internationally valid? Whether for studies, work, or personal matters – at Mentoc, we assist you in understanding and successfully completing the document legalisation process. In this article, you will learn which documents the Federal Chancellery certifies, what prior authentications are required, and how to streamline the process to avoid unnecessary detours and ensure your documents are internationally recognised.
The Federal Chancellery (BK) in Bern plays a central role in the legalisation of documents intended for use abroad. It is important to understand that the BK primarily confirms the authenticity of signatures, not the content of the documents themselves. The Cantonal Chancellery of Bern, on the other hand, is responsible for the authentication of documents issued by Bernese cantonal offices or notaries that are intended for international use. Find more information on the responsibilities of the Cantonal Chancellery here.
To simplify the document authentication process, it is crucial to know the responsibilities of the various authorities and to follow the necessary steps in the right order. We show you how to proceed to have your documents correctly authenticated and what alternatives exist, such as authentication by the German Embassy in Bern for certain documents.
Federal Chancellery: Legally validate signatures from federal authorities
The Federal Chancellery (BK) is the authority responsible for the legalisation of original signatures on documents needed abroad. The Personnel, Finance, and Controlling Section of the BK is in charge of this process. It is important to note that the BK only certifies original signatures and not copies, scans, or the content of documents. Certifications by the Federal Chancellery can only be obtained by post, and the guidelines in the BK leaflet (PDF) must be followed.
The BK authenticates, among others, original signatures from federal authorities and offices, Swiss embassies and consulates, foreign diplomatic representations in Switzerland, as well as cantonal state chancelleries. Organisations with public mandates of national interest (according to Art. 8 of the Organisational Ordinance for the Federal Chancellery) can also have their signatures legalised by the BK. The BK leaflet provides detailed information on the procedure.
An important aspect is the distinction between the apostille (for countries that are parties to the Hague Convention) and legalisation (for non-Hague states). For countries that are parties to the Hague Convention, an apostille is issued, replacing the consular legalisation. For non-Hague states, a standard legalisation by the BK is required, followed by further authentication by the consulate of the destination country in Switzerland. Please note that for documents without original signatures (e.g. from the FMH or the Federal Matura Commission), a conformity copy is required.
Bern State Chancellery: Confirm documents for international use
The State Chancellery of Bern is your point of contact for the certification of documents intended for international use. The State Chancellery certifies only original documents meant for international purposes. It's important to know that the State Chancellery certifies signatures, but not the content or translations of documents. The State Chancellery of Bern certifies documents issued by Bernese cantonal offices or notaries.
To obtain certification from the State Chancellery, the original document must be presented and issued by a Bernese authority. In certain cases, pre-certification by other cantonal offices or notaries may be required. For example, certain medical certificates, foreign passports, vehicle documents or school certificates need pre-certification before the State Chancellery can certify them for international use.
The State Chancellery of Bern is located at the Office of Government Support and Political Rights, Postgasse 68, 3000 Bern 8. You can reach the State Chancellery during opening hours from Monday to Friday, 09:00-12:00 and 13:00-16:00. For further questions, the team is available at phone number +41 31 633 75 11. Please note that the State Chancellery offers services in German, French, Italian, English, Portuguese, and Spanish.
Notaries in the canton of Bern: Certifications for Switzerland and as preparation
In the canton of Bern, notaries play an important role in certifications, especially for intra-Swiss purposes. Notaries are primarily responsible for the certification of signatures and copies within Switzerland. This is particularly relevant if you need documents for authorities or institutions within Switzerland. For certifications in the canton of Bern, notaries are the first port of call.
In certain cases, a notarial pre-certification is required before the State Chancellery can authenticate it for international use. This applies, for example, to certain medical certificates, private signatures, or school diplomas. The notarial pre-certification confirms the authenticity of the signature and the document before it is forwarded to the State Chancellery.
The costs of notarial certifications can vary. It is advisable to inquire directly with a notary to find out the exact costs. Fees may differ depending on the type of document and the effort required for certification. Note that notarial certification can be an important step to ensure that your documents are recognized both in Switzerland and abroad.
Apostille vs. Legalisation: Choosing the Right Path for International Recognition
The Hague Apostille Convention has significantly simplified the process of document authentication for countries that are members of the Convention. An Apostille is a certification of the authenticity of a document, which is recognised in all contracting states of the Hague Convention. It replaces the consular legalisation that was previously required for the recognition of documents abroad. For countries that are part of the Hague Convention, an Apostille is the simplest and quickest way to make documents internationally valid.
For countries not party to the Hague Convention, the standard legalisation process through the Federal Chancellery is required. After legalisation by the Federal Chancellery, the document must also be further authenticated by the consulate of the destination country in Switzerland. This process is more complex and time-consuming than the Apostille, as it involves multiple steps and the participation of various authorities.
To find out which type of authentication you need, you should consult the recipient of the document abroad. The requirements vary depending on the country and type of document. It is important to obtain this information in advance to ensure that your documents are correctly authenticated and recognised in the destination country.
Making Document Certification Efficient: Practical Tips
Careful preparation of documents is crucial for a smooth notarisation process. First, check whether the original document is required and if it has been issued by the competent authority. Ensure the signature on the document is legible and that all required details are present. Determine if prior certification by a notary or another cantonal authority is necessary before submitting the document to the Federal Chancellery.
The submission to the Federal Chancellery is exclusively done via post. Refer to the Federal Chancellery's information sheet (PDF) for all necessary information and instructions. Include proof of payment for the fee of CHF 20 per signature and send the documents by registered mail to ensure they arrive safely. If the return address differs from the sender's address, explicitly state this and enclose a prepaid envelope with the third party's address.
In addition to the Federal Chancellery and the State Chancellery, there are also alternative options for document notarisation. The German Embassy in Bern offers certification of signatures and copies, though an appointment is required. The ETH Zurich provides preliminary certifications for documents requiring a Hague Apostille. Utilize these alternatives to expedite and simplify the notarisation process.
Avoid common mistakes: How to ensure document certification runs smoothly
One of the most common mistakes is submitting missing original signatures. The Federal Chancellery certifies only original signatures, not copies or scans. In certain cases, conformity copies are required, particularly when the original document does not contain an original signature. Find out in advance what type of document the Federal Chancellery requires to avoid unnecessary delays.
Another mistake is the incorrect order of certifications. It is often forgotten that certain documents need prior certification by a notary or a cantonal office before they can be submitted to the Federal Chancellery. For example, do not submit private documents directly to the Federal Chancellery, but have them certified by a notary first. Inform yourself about the correct order of certifications to save time and costs.
To avoid unnecessary costs and delays, it is important to inform yourself in good time about the requirements of the destination country. Inquire with the recipient of the document abroad about what type of certification (apostille or legalisation) is required and what additional requirements there are. The requirements can vary depending on the country and type of document. Inadequate information can lead to your documents not being recognised in the destination country.
Keep costs in mind: Fees for certifications presented transparently
The fees of the Federal Chancellery are CHF 20 per signature (as of May 2022). Payment must be made in advance and proof of payment must be included with the submission. IBANs for EUR, USD, and CHF are available for international payments. Please note that the Federal Chancellery does not take responsibility for any lost mail and recommends sending documents via registered post. Detailed information about the fees and payment methods can be found in the Federal Chancellery's leaflet.
The fees of the Bern State Chancellery are CHF 25.00 per document. Payment can be made in cash or by credit card. Please note that the State Chancellery may charge additional fees for pre-certifications by other cantonal authorities or notaries.
The costs for notarial certifications are variable and depend on the notary and the type of certification. It is advisable to inquire about the costs in advance to avoid unexpected expenses. Notarial fees can vary depending on the effort and complexity of the certification.
Document Certification: How to Ensure International Recognition
More useful links
On the Staatskanzlei Bern website, you will find detailed information on the responsibilities and procedures for the certification of documents.
The German Embassy in Bern provides information on certifications and other services for German citizens in Switzerland.
The Federal Chancellery (BK) provides information on the legalisation of signatures on documents required abroad.
The BK's leaflet offers detailed information on the process of legalising documents through the Federal Chancellery.
On the Staatskanzlei Bern website, you can learn which documents issued by Bernese cantonal offices or notaries can be certified.
The website bern.ch provides information on certifications in the Canton of Bern, where notaries are the first point of contact.
FAQ
What exactly does the Federal Chancellery in Bern certify?
The Federal Chancellery (FC) in Bern primarily certifies original signatures on documents intended for use abroad. It confirms the authenticity of the signature, but not the content of the document itself.
Which documents can I have certified by the State Chancellery of Bern?
The State Chancellery of Bern certifies original documents issued by Bernese cantonal offices or notaries that are intended for international use. It certifies signatures, but not the content or translations.
Do I always need an apostille or legalisation by the Federal Chancellery?
Whether you need an apostille (for countries of the Hague Convention) or legalisation (for non-Hague states) depends on the destination country. Check with the document recipient abroad for the exact requirements.
What is the difference between an apostille and legalisation?
An apostille simplifies certification for countries that are part of the Hague Convention. For countries not part of the Hague Convention, a standard legalisation by the Federal Chancellery and then an additional certification by the consulate of the destination country is necessary.
Can I submit my documents directly to the Federal Chancellery?
Certifications by the Federal Chancellery can only be obtained by post. Please adhere to the guidelines in the FC leaflet (PDF).
What are the costs associated with certification by the Federal Chancellery?
The fees of the Federal Chancellery are CHF 20 per signature (as of May 2022). Payment must be made in advance and proof of payment must be included with the submission.
What do I do if my document does not have an original signature?
For documents without original signatures (e.g., from the FMH or the Federal Maturity Commission), a conformity copy is required.
Where can I find a notary in the Canton of Bern for pre-certification?
For certifications in the Canton of Bern, notaries are the first point of contact. They are primarily responsible for the certification of signatures and copies within Switzerland.
