Certification
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Federal Chancellery Bern authentications
Federal Chancellery Bern Certifications: Your Guide to Document Legalisation
Certification of documents can be complex. The Federal Chancellery in Bern and various cantonal offices offer services, but which one is right for you? This article guides you through the process and helps you understand the necessary steps. Do you need assistance with certifying your documents? Contact us for personalised advice.
The topic briefly and concisely
The Federal Chancellery (BK) in Bern certifies signatures from cantonal and federal authorities exclusively by post. Please note the specific requirements for submission and payment.
The responsibilities and procedures for the certification of documents by the Staatskanzlei Bern or the German Embassy differ. Inform yourself in advance to avoid errors and delays.
The correct certification of documents is crucial for their international recognition. An apostille is required for countries party to the Hague Convention, while other countries need a legalisation. This can reduce processing time by up to 75%.
Do you need an apostille for your documents for international use? Find out which offices in Bern are responsible and how to make the process go smoothly. Get informed now!
Introduction to Certifications in Bern
Overview of Certifications
A certification is the confirmation of the authenticity of a signature, document, or copy. It serves to demonstrate the validity of a document both domestically and internationally. Unlike legalisation or an apostille, which may be required for the international use of documents, a certification merely confirms the authenticity of the signature or the document itself. It is important to understand the differences between these terms to choose the right process for your specific needs. Certification of certificates is a common application scenario.
Why are certifications necessary?
Certifications are required in various situations, particularly for the international use of documents. For example, if you need to submit a document abroad, a certification may be required to ensure that it is recognised by foreign authorities. Even domestically, authorities may require a certification to verify the authenticity of a document. This is particularly common for official documents such as birth certificates, marriage certificates, or academic certificates. The translation of such documents often requires prior certification.
Aim of this Article
This article focuses on the certification of documents in Bern and by the Federal Chancellery. We provide you with an overview of the responsible authorities, the necessary documents, the certification process, and the associated costs. Our aim is to equip you with all the necessary information so that you can manage the process smoothly and efficiently. We also address the differences between certification, legalisation, and apostille, to help you choose the right procedure. The submission of the original document is required in many cases.
Certifications in Bern: Find the right place
Responsible Offices for Certifications in Bern
Cantonal Chancellery of Bern
The Cantonal Chancellery of Bern is an important contact point for the certification of documents intended for international use. It certifies original documents from individuals and cantonal authorities. You can reach the chancellery at the address Postgasse 68, 3000 Bern 8, by phone at 031 633 75 11, or by email at info@sta.be.ch. The opening hours are Monday to Friday from 09:00 to 12:00 and from 13:00 to 16:00. Please note that the chancellery does not certify documents from other cantons or countries. For more information, visit the website of the Bern Chancellery.
Federal Chancellery (BK)
The Federal Chancellery (BK) is responsible for certifying signatures of cantonal authorities and federal offices. Unlike the Cantonal Chancellery, certification by the BK is conducted exclusively by post. You can contact them via the email address legalisation@bk.admin.ch or by phone at +41 (0)58 462 37 69. The BK certifies, for example, signatures from SWISSMEDIC or ETH Zurich. For ETH documents without an original signature, a conformity copy is required. Detailed information on the procedure can be found in the Federal Chancellery leaflet.
German Embassy in Bern
The German Embassy in Bern also offers certification services, particularly for signatures and copies. A personal appearance is required, and appointments must be booked online. Only passports or identity cards are accepted as identification; Swiss residence permits or driving licences are not sufficient. Fees are payable in CHF either in cash or by Visa/MasterCard, although card payment cannot be guaranteed. Further information on the services offered and the necessary documents can be found on the website of the German Embassy in Bern. Official certification is an important aspect here.
Which documents can you have certified in Bern?
Documents that can be certified
Documents from the Bern State Chancellery
The Bern State Chancellery certifies only original documents intended for use abroad. It is important to note that the State Chancellery does not certify documents from other cantons or countries. Certification by the State Chancellery is restricted to documents issued by certain Bernese authorities and officials. Other documents require prior certification by specific cantonal offices or notaries. The Website of the Bern State Chancellery provides a detailed list of documents that can be certified.
Documents from the Federal Chancellery
The Federal Chancellery certifies original signatures from cantonal authorities, federal offices, and certain institutions such as the IGE (Institute for Intellectual Property) or SWISSMEDIC. For documents from institutions like the FMH (Foederatio Medicorum Helveticorum) or ETH Zurich that do not bear original signatures, a so-called certified copy is required. The Federal Chancellery does not certify signatures from private individuals, companies, notaries, or other entities directly; these must first be certified by a notary or chamber of commerce and the relevant cantonal authority. The Website of the Federal Chancellery contains a leaflet with all relevant information.
Documents from the German Embassy
The German Embassy in Bern certifies both signatures and copies. Personal appearance is required for signature certification. A valid ID (passport or ID card) must be presented. For the certification of copies, the original document or a certified copy must be presented; copies of uncertified copies are not accepted. The German Embassy also provides services related to German police clearance certificates requested by Swiss authorities. Further information can be found on the website of the German Embassy.
Certification Process: Step-by-Step Guide for Bern
The certification process in detail
State Chancellery Bern
The procedure at the State Chancellery Bern is relatively straightforward. You must present the original document. The State Chancellery then verifies whether it is responsible for the certification. If it is, the document is certified. It is important to note that the State Chancellery only certifies documents issued by Bernese authorities or officials. For documents from other cantons or countries, you need to contact the competent authorities in those regions. The State Chancellery Bern website provides further details about the process.
Federal Chancellery
The certification process at the Federal Chancellery differs from that of the State Chancellery, as it is conducted solely by post. You must send the original document by mail to the Federal Chancellery. You must indicate the destination country for which the certification is intended. Additionally, you must include proof of payment of CHF 20 per signature. Finally, a stamped return envelope is necessary so that the certified document can be sent back to you. The Federal Chancellery notes that it accepts no liability for lost mail and recommends sending by registered mail. All details about the procedure can be found in the Federal Chancellery leaflet.
German Embassy
An online appointment booking is required for the certification of documents at the German Embassy. You must appear in person with a valid ID (passport or identity card). Bring the document to be certified with you. The embassy offers different types of certifications, including the certification of signatures and copies. Fees are payable in CHF, either in cash or by Visa/MasterCard. Please note that card payment cannot be guaranteed. Further information about the process can be found on the German Embassy's website.
Cost Overview: Fees for Certifications in Bern
Costs and Fees
Canton of Bern State Chancellery
The Canton of Bern State Chancellery charges a fee of CHF 25.00 per document for authentication. This fee is the same for all documents authenticated by the State Chancellery. It is important to consider this fee when planning your authentication process. The Canton of Bern State Chancellery's website contains information on the accepted payment methods.
Federal Chancellery
The Federal Chancellery charges a fee of CHF 20.00 per signature for authentication. Since authentication is exclusively done by mail, you must send the payment proof along with the documents. The Federal Chancellery accepts prepayments to the PC account 30-349292-2 (IBAN CH35 0900 0000 3034 9292 2). Specific IBANs for EUR, USD and CHF are available for international payments, along with the SWIFT/BIC code. All details regarding payment options can be found in the Federal Chancellery's information sheet.
German Embassy
The German Embassy accepts payments in CHF (cash or Visa/MasterCard) for the authentication of documents. However, please note that card payments cannot be guaranteed. Therefore, it is advisable to bring cash to ensure you can pay the fees. The exact fees for the various types of authentication can be viewed on the German Embassy's website.
Apostille or Certification: Which Process is the Right One?
Apostille vs. Certification
What is an Apostille?
An apostille is a form of legalisation of documents intended for use in countries that are parties to the Hague Convention. It simplifies the process of legalisation by replacing the need for diplomatic or consular certification. The apostille verifies the authenticity of the signature, the capacity in which the signer acted, and, where applicable, the authenticity of the seal or stamp attached to the document. Apostilles and certifications in Germany are closely related.
When is an Apostille required?
An apostille is required if you want to use a document in a country that is a party to the Hague Convention. The apostille is issued by the competent authority in the country where the document was issued. In Switzerland, the cantonal state chancellories are responsible for issuing apostilles. It is important to check whether the country where you intend to use the document has acceded to the Hague Convention to determine if an apostille is necessary. A list of the contracting states can be found on the website of the Hague Conference on Private International Law.
Differences from Certification
The main difference between an apostille and certification is that the apostille is intended for use in countries that are parties to the Hague Convention, whereas certification is required for use in countries that have not joined this convention. In countries that have not joined the Hague Convention, legalisation is generally required, which involves a more complex process than an apostille. Therefore, it is essential to find out in advance which procedure is needed for your destination country. The organisation of the entire certification process can be complex.
Avoid Certification Errors: This Is How It's Done Correctly
Common Mistakes and How to Avoid Them
Incomplete Documents
A frequent mistake is submitting incomplete documents. Make sure you have all the required paperwork together before filing your application. This can include, for example, proof of payment, a stamped self-addressed envelope, or a valid ID. Check the requirements of the respective authority (State Chancellery, Federal Chancellery, German Embassy) to ensure you provide all necessary documents. A checklist can help you keep track. The Bielefeld City Certifications offer helpful information on this, even though they do not directly apply to Bern.
Incorrect Jurisdiction
Another mistake is the incorrect jurisdiction. Ensure you contact the correct authority to have your document certified. For instance, the State Chancellery of Bern is only responsible for documents issued by Bernese authorities or officials. For documents from other cantons or countries, you must contact the appropriate authorities in those regions. The Federal Chancellery is responsible for certifying signatures of cantonal authorities and federal offices. Inform yourself in advance about which authority is responsible for your document. The documents must be certified in the canton where they were issued.
Missing Proof of Payment
Another common mistake is the lack of payment proof or incorrect payment. Make sure to pay the fees correctly and include proof of the payment. For instance, the Federal Chancellery accepts advance payments to a specific account. Be sure to use the correct account details and attach the payment proof to your application. Without proof of payment, your application cannot be processed. The Federal Chancellery's website contains detailed information on payment options.
Certifications in Bern: Here's how to do it quickly and easily
Conclusion and Outlook
Summary of the Key Points
In this article, we have provided you with a comprehensive overview of document certification in Bern. We have explained the responsible authorities (State Chancellery, Federal Chancellery, German Embassy), the types of documents that can be certified, the certification process, and the associated costs. We have also highlighted the differences between certification, legalisation, and apostille, as well as common mistakes to avoid. With this knowledge, you should be able to make the certification process smooth and efficient. Certifications at the Federal Administration Office are a related topic that might be relevant for some readers.
Outlook on Future Developments
Digitalisation will also change the certification process in the future. It is expected that more authorities will offer the possibility to certify documents online or apply for an e-apostille. This will simplify and speed up processing. Therefore, it is advisable to stay informed about the latest developments and take advantage of digitalisation opportunities. The Electronic Apostille Switzerland is a topic that is relevant in this context.
Document certification may seem complex, but with the right preparation and information, you can successfully complete the process. We at Mentoc are happy to assist you in having your documents professionally translated and certified so that they are internationally recognised. Our comprehensive network of sworn translators and experienced proofreaders ensures quick, precise, and legally recognised handling of your documents. Trust our expertise to prepare your documents optimally.
Do you need a certified translation of your documents? We offer professional translation and proofreading services in all languages. Our goal is to support you in ensuring that your documents are internationally recognised. Contact us today for a non-binding consultation and an individual offer. Visit our Contact page to learn more.
More useful links
The Staatskanzlei Bern provides detailed information about document certification services, including the types of documents that can be certified and the specific requirements.
The Bundeskanzlei (BK) offers a leaflet with comprehensive information about the legalisation service, the necessary steps, and the fees.
The German Embassy in Bern provides information on the certification services offered, including the required documents, appointment scheduling, and fees.
The Hague Conference on Private International Law offers a list of the contracting states of the Hague Convention to determine whether an apostille is required.
FAQ
Which documents can I have authenticated by the Federal Chancellery in Bern?
The Federal Chancellery (BK) only authenticates original signatures from cantonal authorities, federal agencies, and specific institutions like SWISSMEDIC or ETH Zurich. For documents without an original signature, a conformity copy is required.
How does authentication work at the Federal Chancellery?
Authentication through the BK is conducted exclusively by post. Send the original document, indicate the destination country, include proof of payment of CHF 20 per signature, and enclose a stamped return envelope.
What is the cost of authentication at the Federal Chancellery?
The Federal Chancellery charges a fee of CHF 20.00 per signature. Prepayments are to be made to the PC account 30-349292-2 (IBAN CH35 0900 0000 3034 9292 2).
Can I have my signature authenticated directly at the Federal Chancellery?
No, the BK does not authenticate signatures of private individuals, companies or notaries directly. These must first be authenticated by a notary/chamber of commerce and the relevant cantonal authority.
What is the difference between an authentication and an apostille?
An apostille is a form of legalisation for use of documents in the contracting states of the Hague Convention. Authentication is required for countries that have not joined this convention.
Where can I obtain an apostille in the canton of Bern?
In the canton of Bern, the cantonal state chancelleries are responsible for issuing apostilles.
What does the State Chancellery of the canton of Bern do?
The State Chancellery of the canton of Bern authenticates original documents from individuals and cantonal authorities intended for international use.
Do I need an appointment at the German Embassy in Bern for authentication?
Yes, for authentication at the German Embassy in Bern, a personal appearance is necessary, and appointments must be booked online.
