What Is an Apostille and Do I Need It on my Criminal Record Certificate?

I often receive questions about what an Apostille is and when it is needed, especially in relation to the Certificato del Casellario Giudiziale (Criminal Record/Police Certificate/Background Check) and the Certificato dei Carichi Pendenti (Pending Charges Certificate). To clarify this topic and assist those who need this certification, I decided to write this post.

If you are planning to use your Certificato del Casellario Giudiziale (Criminal record/Police certificate/Background check) and the Certificato dei Carichi Pendenti (Pending charges certificate) in a foreign country, you will often need to obtain an Apostille to validate the document.

An Apostille is a certification, a big stamp that is usually added to the back of the certificate, which simplifies the process of authenticating public documents for use abroad. It ensures that documents issued in a country that has signed the Hague Convention of 5 October 1961 (e.g. Italy) are legally recognized in another member country (e.g. the UK). This significantly expedites and simplifies the process of recognizing documents between countries, compared to the ordinary legalization route, which must be done through consulates.

It is important to note that an Apostille does not confirm that the content of the document (e.g., a criminal record) is correct, accurate, or valid. Instead, it certifies the authenticity of the signature of the official who issued the document, confirming that the document can be accepted in a foreign country that has signed the Hague Convention.

Example of an Apostille on an Italian Criminal Record Certificate:

Below is an example of an Apostille on a Criminal record issued by the Procura della Repubblica di Roma:

As you can see from the example above, the Apostille typically states:

• “This public document” (e.g., the Criminal Record Certificate)
• “Has been signed by” (name of the official)
• “Acting in the capacity of” (e.g., Judicial Officer or Clerk)
• “It bears the seal/stamp of” (the issuing office, such as the Public Prosecutor’s Office)
• “Attested in [place] on [date]”

It also includes details of the Apostille-issuing office, a chronological number, an official stamp, and the signature of the certifying officer.

When Is an apostille required?

Most of the time, an Apostille is required for visa applications. However, employers in certain countries—such as the UK—often request an Apostille when hiring foreign workers.

Is an apostille accepted by all countries?

No, an Apostille is only accepted in countries that have signed the Hague Convention mentioned above.

The most common requests we receive for Apostilles on criminal record certificates are for Australia, New Zealand, the UK, the USA, Portugal, Spain, China, and Canada.

However, we strongly recommend that you check with the receiving authority before proceeding. Even if your destination country has signed the Hague Convention, you may not need an Apostille, as some employers or institutions do not require it. So, it really depends on your specific case.

Are they any exceptions?

Yes, there are exceptions to the Apostille requirement. Certain countries do not require Apostilles for public documents such as criminal record certificates due to specific agreements. These include:

• Belgium, Denmark (excluding Greenland and the Faroe Islands), Estonia, France, Ireland, Italy, and Latvia: Covered under the Convention of 25 May 1987 concerning the abolition of legalization within the European Community.
• Germany: Exempt based on the bilateral agreement between Italy and Germany, signed on 7 June 1969.

What should you do if you need an apostille on your certificate?

If you need to use your Certificato del Casellario Giudiziale or Certificato dei Carichi Pendenti abroad, check whether:

✅ The destination country is a member of the Hague Apostille Convention
✅ The country requires an Apostille or is exempt under a specific agreement

If an Apostille is required, it must be requested at the Procura della Repubblica where the criminal record was issued.

Currently, after collecting your certificate, we can also request the Apostille for you.

Need Assistance?

For further assistance, or to know the processing time and costs for adding an Apostille to your certificate, feel free to contact us:

📧 Email: crc@vademecumitalia.com
📲 WhatsApp: (+39) 3270037470

We are here to streamline this process for you!