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Frankfurt Certification
Frankfurt Certification: Your Guide to Official and Notarial Confirmations
Whether for authorities, international business, or private purposes – certification in Frankfurt might be necessary. But where can you obtain the correct certification and which documents are required? Discover everything you need to know about official and notarial certifications, the IHK certification office, and more in this article. We are happy to provide individual advice. Get in touch with us here.
The topic briefly and concisely
A Frankfurt certification provides legal certainty and is often essential for official procedures, international transactions, and commercial register applications.
For basic certifications, citizens' offices and local courts are responsible, while notaries are needed for more complex legal transactions such as real estate purchase agreements. The IHK Frankfurt is the right contact for international trade documents.
The cost of notarisation varies depending on the institution and the type of document. Find out about the fees in advance to avoid unexpected costs and make the notarisation process efficient.
Do you need a certification in Frankfurt? This article explains the different types of certifications, where to obtain them, and what you need to consider. Find out now!
A Frankfurt authentication is an important step to confirm the authenticity of documents. Whether for administrative procedures, international business, or private matters, the authentication ensures legal certainty. But what exactly does authentication mean, and why is it so important in Frankfurt? This article provides you with a comprehensive overview of the various aspects of authentication in Frankfurt.
Definition of Authentication
An authentication is the confirmation of the authenticity of a copy or a signature. It serves to ensure legal certainty in legal transactions. A distinction is made between official authentication and notarial certification. The official authentication confirms that a copy corresponds to the original or that a signature is genuine. A notarial certification, on the other hand, includes a more comprehensive examination of the facts and legal advice by a notary.
What does official authentication mean?
The official authentication is a formal confirmation issued by an authorized authority. It confirms that a copy of a document corresponds to the original or that a signature is genuine. This type of authentication is particularly important for identifying documents as genuine and valid in legal transactions.
Distinction from Certification
It is important to understand the difference between an authentication and a certification. An authentication merely confirms the agreement of a copy with the original or the authenticity of a signature. A certification, however, is a more comprehensive process, in which a notary examines the entire situation, provides legal advice, and drafts the document itself. Notaries in Frankfurt are experts in certifications and can assist you in complex legal matters.
Significance in Frankfurt
Frankfurt am Main is a significant economic hub with numerous companies and international organizations. This leads to a high demand for authentications for various purposes. Whether for administrative procedures, international business, or registration in the commercial register – a Frankfurt authentication is often indispensable.
Diverse Applications
The applications for authentications are diverse. They are needed for administrative procedures, such as submitting applications or providing evidence. In international business transactions, authentications are required to have documents recognized abroad. Also, for commercial register entries or property transfers, authentications are often necessary.
Central Role of Frankfurt as an Economic Hub
As a financial centre and trade fair city, Frankfurt plays a central role in the German economy. The high demand for authentications results from the many companies, international organizations, and private individuals based in Frankfurt. A quick and reliable authentication is therefore an important factor for the smooth running of business processes and private matters.
Certification in Frankfurt: A comparison of Citizen's Offices, Local Courts, and Notaries
In Frankfurt, there are various places where you can obtain a certification. The main contact points are the citizen offices, the local courts, and the notaries. Each of these has its own responsibilities and procedures. It is important to know the differences in order to find the right place for your needs.
Citizen Offices
The citizen offices in Frankfurt are primarily responsible for the certification of documents from German authorities or for use within Germany. They offer both the creation of certified copies and the certification of brought-in copies. The citizen offices in Frankfurt are a good point of contact for simple certifications.
Responsibility
The responsibility of the citizen offices mainly extends to documents issued by German authorities or intended for use within Germany. This includes, for example, certificates, official documents, and other official papers.
Types of Certification
The citizen offices offer two types of certification: certified copies that are created by the citizen office itself, and certification of brought-in copies. For the certification of brought-in copies, it is important that the original document is presented.
Procedure and Costs
For certification at the citizen office, an appointment is often required. The costs vary depending on the type of certification and the number of pages. Certified copies cost from €3 plus €0.30 per page, while the certification of brought-in copies costs from €6 for 10 pages plus €0.60 per page. The administrative fee of the city of Frankfurt for certifications is moderate, ranging between €3 and €6.
Local Courts
The local courts are responsible for certifications in certain districts of Frankfurt. Local Court VIa is, for example, responsible for the districts of Griesheim, Nied, and Schwanheim/Goldstein. The local courts in Frankfurt are a good alternative to the citizen offices.
Responsibility
The responsibility of the local courts extends to the certification of copies and signatures for submission to an authority or body that legally requires the document. This includes, for example, the certification of documents for pension applications or other official matters.
Procedure
For certification at the local court, personal appearance is usually required. An exception applies if there is a certified power of attorney. It is important to bring the original documents.
International Use
If the certification is intended for international use, after certification by the local court, a legalisation or apostille may be required. This is issued by the Ministry of Justice or the regional courts.
Notaries
Notaries are another important contact point for certifications in Frankfurt. They are particularly responsible for the certification of powers of attorney, commercial register entries, and property transfers. Notaries in Frankfurt offer comprehensive services in the field of certification and notarisation.
Responsibility
The responsibility of notaries extends to the certification of signatures and notarisation of legal transactions. This includes, for example, the certification of powers of attorney, commercial register entries, and property transfers.
Procedure
For certification by a notary, a personal appearance with valid identification (identity card or passport) is required. The notary verifies the signer's identity and ensures that they understand the document.
Special Notes
Notaries are obliged to neutrality and are not allowed to act as lawyers at the same time. The fees for notarial services are legally regulated and based on the business value.
Chamber of Industry and Commerce (IHK) Frankfurt
The Chamber of Industry and Commerce (IHK) Frankfurt is an important contact point for companies needing documents certified for international trade. The IHK Frankfurt offers special services for foreign trade.
Responsibility
The IHK Frankfurt is responsible for the certification of documents for international trade, such as certificates of origin and commercial invoices.
Additional Services
The IHK Frankfurt also issues Carnet ATA for the temporary export of goods. This facilitates customs clearance for companies participating in foreign trade fairs, for example.
Which documents can be certified: A comprehensive overview
Not all documents can be certified by every office. There are specific requirements and exclusions that need to be observed. Below, we provide an overview of which documents can be certified at citizens' offices, local courts, and by notaries.
Documents that can be certified at citizens' offices
Citizens' offices are primarily responsible for certifying documents issued by German authorities or intended for use within Germany. However, there are also certain exclusions that must be taken into account.
General requirements
Generally, only complete and unaltered documents can be certified at the citizens' office. The document must have been issued by a German authority or intended for use within Germany.
Examples
Typical examples of documents that can be certified at the citizens' office include certificates and diplomas. These documents are often required for job applications, administrative procedures, or other official purposes.
Documents excluded from certification at citizens' offices
There are certain documents that are excluded from certification at the citizens' office. In these cases, another agency is responsible.
Specific exclusions
Documents that cannot be certified at the citizens' office include civil status certificates (birth, marriage, etc.) as well as documents related to family law, inheritance law, association matters, or court documents. These documents require special jurisdiction.
Alternatives
Civil status certificates must be certified by the registry office. Documents related to family law, inheritance law, association matters, or court documents must be certified by the local court or a notary.
Documents that can be certified by local courts
Local courts act as another point of contact for certifications in Frankfurt. Here too, there are specific requirements and restrictions.
Requirements
For certification by the local court, original documents must be presented. Certification is only carried out for submission to an authority or agency that legally requires the document.
Documents that must be certified by notaries
In certain cases, certification by a notary is mandatory. This is particularly the case for significant legal transactions.
Examples
Typical examples of documents that must be certified by a notary include real estate purchase agreements, gifts, limited liability company formations, and marriage contracts. These legal transactions require comprehensive legal advice and notarisation by a notary.
Overview of Costs: Fees for Certifications in Frankfurt
The costs for certification in Frankfurt vary depending on the office and type of document. It is important to inform yourself about the fees in advance to avoid unpleasant surprises. Below, we provide you with an overview of the costs in citizens' offices, local courts, notaries, and the District Court of Frankfurt am Main.
Citizens' Offices
The fees for certifications in the citizens' offices are generally moderate. They depend on the type of certification and the number of pages.
Fee Structure
For certified copies, fees start from €3 plus €0.30 per additional page. The certification of brought-in copies costs from €6 for up to 10 pages plus €0.60 per additional page. The citizens' offices in Frankfurt offer certifications at a price between €3 and €6.
Local Courts
Local courts also charge fees for certifications. The exact amount of fees can vary depending on the individual case.
Fees
The fees for certifications at the local court are to be paid immediately and in cash. The basis for the fee calculation is the OGerG (Law on Matters of Non-Contentious Jurisdiction) and the OGerG (Local Court Law).
Notaries
The fees for notarial services are regulated by law and are based on the transaction value. They can therefore vary significantly depending on the type of legal transaction.
Fees
The fees for notarial certifications are legally regulated and based on the transaction value. It is advisable to obtain an offer from the notary in advance to better estimate the costs.
District Court of Frankfurt am Main (Apostille/Legalisation)
Fees are also charged for the issuance of an apostille or legalisation by the District Court of Frankfurt am Main.
Fees
The fee for an apostille is €18.00 per document. For a legalisation, the fee is €25.00 per document. The apostille and legalisation can be applied for at the District Court of Frankfurt am Main.
Certification process: Step-by-step guide for Frankfurt
The certification process can vary depending on the authority and the type of document. Below, we provide you with a step-by-step guide to help you navigate the process smoothly.
Preparation
Good preparation is key to successful certification. Ensure you have all the necessary documents and information ready.
Assemble documents
Gather all original documents and copies required for certification. Don't forget your valid identity card or passport.
Gather information
Find out in advance which authority is responsible for the certification, which documents are needed, and what costs may be incurred.
Appointment scheduling
In many cases, scheduling an appointment is necessary to carry out the certification.
Citizens' Office
Make an appointment online or by phone at the Citizens' Office. This is highly recommended to avoid waiting times.
Local Court
For certification at the local court, a personal appearance is usually required. Clarify in advance if an appointment is necessary.
Notary
Schedule an appointment with the notary. This is generally required to ensure the notary has time for your matter.
Conducting the certification
During the certification process, you must present the required documents and, if necessary, provide a signature.
Presenting the documents
Present the originals and copies of the documents. Identify yourself with your identity card or passport.
Provide a signature (if required)
Provide your signature in the presence of the official/notary, if required.
Payment of fees
Pay the fees in cash or by bank transfer, depending on which payment method is accepted by the respective authority.
After certification
After certification, you should carefully check the certification and use the document for its intended purpose.
Checking the certification
Check that the stamp and signature are present and that all details are correct.
Further use of the document
Use the certified document for the intended purpose. If the document is intended for international use, obtain a legalisation or apostille if necessary.
International Certifications: Understanding Apostille and Legalisation
For the use of documents abroad, an apostille or legalisation is often required. These confirm the authenticity of the document and enable its recognition in other countries.
Apostille
The apostille is a confirmation of the authenticity of a public document for use abroad. It is issued by a competent authority and is valid in the countries participating in the Hague Apostille Convention.
What is an apostille?
An apostille is a simplified form of legalisation recognised in the countries that are part of the Hague Apostille Convention. It confirms the authenticity of the signature, the capacity in which the signatory acted, and, if applicable, the authenticity of the seal or stamp on the document.
Jurisdiction in Frankfurt
The issuance of an apostille in Frankfurt is handled by various authorities, depending on which authority issued the document. The Regional Court of Frankfurt am Main is responsible for documents from courts, local courts, and notaries. The Regional Councils (Darmstadt, Gießen or Kassel) are responsible for documents from other authorities (e.g., schools, offices). The Federal Office of Foreign Affairs (BfAA) is responsible for federal documents and police clearance certificates.
Legalisation
Legalisation is a confirmation of the authenticity of a document by the diplomatic or consular representation of the destination country. It is required if the destination country is not part of the Hague Apostille Convention.
What is legalisation?
Legalisation is a more formal process than the apostille. It requires confirmation of the document's authenticity by the diplomatic or consular representation of the destination country. This ensures the recognition of the document in the respective country.
When is legalisation required?
Legalisation is required when the destination country is not part of the Hague Apostille Convention. In this case, the document must be certified by the diplomatic or consular representation of the destination country.
Procedure
The procedure for applying for an apostille or legalisation can vary depending on the responsible authority. Generally, a written application is required.
Application process
The application for the issuance of an apostille or legalisation is generally to be submitted in writing by post or placed in the mailbox of the regional court.
Required documents
Various documents are required to apply for an apostille or legalisation. These include the complete documentation, the designation of the destination country, proof of payment, and a self-addressed stamped return envelope.
Processing time
The processing time for issuing an apostille or legalisation is generally 2-3 working days plus postal delivery time. It is advisable to submit the application in good time to avoid delays.
Avoid Common Mistakes: How to Succeed with Your Certification in Frankfurt
When certifying documents, errors can occur that delay or even prevent the process. Below, we highlight common mistakes and how you can avoid them.
Incomplete Documents
A common mistake is submitting incomplete documents. This can lead to delays or the rejection of the application.
Problem
Missing pages or illegible copies are a frequent issue. This can result in the certification not being carried out.
Solution
Check the documents carefully and complete them before submitting them. Ensure all pages are present and clearly legible.
Incorrect Jurisdiction
Another mistake is submitting the application to the wrong authority or office. This can cause unnecessary delays.
Problem
The application is submitted to the wrong authority or office. This results in the application being rejected or forwarded to the correct department.
Solution
Find out in advance which office is responsible for certification. This saves time and avoids unnecessary delays.
Missing Original Documents
Often, only copies are submitted when originals are required. This is a common mistake that can be avoided.
Problem
Only copies are presented when originals are required. This leads to the certification not being completed.
Solution
Have the original documents ready when applying for certification. These usually need to be presented.
Signature Not Provided in Presence
In some cases, the signature must be provided in the presence of the official/notary. If the signature was made in advance, it can cause problems.
Problem
The signature was provided in advance, although it must occur in the presence of the official/notary. This results in certification not being possible.
Solution
Provide the signature only on-site when requested. This ensures that the signature is valid.
The Future of Certification: Digitalisation and New Technologies
Digitalisation and new technologies are also transforming the notarisation sector. E-notarisation, blockchain technology, and artificial intelligence offer new opportunities to streamline and enhance the security of the process.
E-notarisation
E-notarisation has the potential to simplify and speed up the notarisation process. It allows for the electronic transmission and certification of documents.
Potential
E-notarisation offers the potential to simplify and accelerate the process. This saves time and costs.
Current Status
Electronic signatures are not yet technically supported by the local courts. However, there are efforts to change this in the future.
Blockchain Technology
Blockchain technology provides a secure and tamper-proof way to notarise documents. It is based on a decentralised database managed by many participants.
Potential
Blockchain technology offers the potential to securely and tamper-proof notarise documents. This enhances the trustworthiness of the documents.
Artificial Intelligence (AI)
Artificial intelligence (AI) can be used to automate the verification of documents and identities. This saves time and reduces the risk of errors.
Potential
Artificial intelligence (AI) offers the potential to automate the verification of documents and identities. This speeds up the process and reduces the risk of errors.
Challenges
The introduction of new technologies in the notarisation sector also brings challenges. Data protection and data security must be ensured.
Data Protection and Security
The protection of personal data must be guaranteed when introducing new technologies. Appropriate measures must be taken to prevent misuse.
Legal Framework
The laws must be adapted to new technologies to ensure legal security. This is a crucial prerequisite for the successful implementation of new technologies in the notarisation sector.
Safe and fast: How to find the right partner for your certification in Frankfurt
More useful links
The Hessian Ministry of Justice provides information about regional legal confirmations and processes.
Frankfurt City Administration – Here you will find information about local authorities and procedures for certifications in Frankfurt.
Frankfurt Chamber of Commerce and Industry offers specialised services for companies in foreign trade, particularly the certification of documents.
The Frankfurt Regional Court is responsible for issuing apostilles and legalisations for documents.
The Hessen Administrative Portal provides information on official certification in Hessen.
Goethe University Frankfurt provides information about the administrative fees charged by the city of Frankfurt for certifications.
Justiz.de – The portal of the judiciary of the Federal Republic of Germany offers legal information and confirmations at a national level.
FAQ
Where can I have documents certified in Frankfurt?
In Frankfurt, you can have documents certified at citizen offices, local courts, and notaries. The responsibility depends on the type of document and its purpose. For international trade documents, the Frankfurt Chamber of Commerce is responsible.
Which documents can I have certified at the Frankfurt citizen office?
Citizen offices are primarily responsible for the certification of documents from German authorities or for use within Germany. Excluded are, for example, civil status certificates.
What does certification in Frankfurt cost?
The costs vary depending on the office. At the citizen office, the fees for certified copies start at €3 plus €0.30 per page, while the certification of brought-in copies costs from €6 for 10 pages plus €0.60 per page. Notaries charge fees based on the transaction value.
Do I need an appointment for certification at the citizen office?
An appointment is often required for certification at the citizen office to avoid waiting times. This can be arranged online or by phone.
What is the difference between certification and notarization?
A certification confirms the authenticity of a copy or signature, while a notarization involves a more comprehensive examination of the facts and legal advice from a notary.
What is an apostille and when do I need one?
An apostille is a confirmation of the authenticity of a public document for use abroad. It is required if the destination country is a signatory to the Hague Apostille Convention.
Where do I apply for an apostille in Frankfurt?
The responsibility for issuing an apostille depends on the type of document. The Frankfurt am Main Regional Court is responsible for documents from courts and notaries, while regional authorities handle documents from other authorities.
What role does the Frankfurt Chamber of Commerce play in certifications?
The Frankfurt Chamber of Commerce is responsible for the certification of documents for international trade, such as certificates of origin and commercial invoices.
