Overview of the Legalization Process

The legalization process for documents in Malaysia follows a clear sequence, depending on the type of document. For all documents, the general process involves the following stages:

1. Endorsement by the relevant Malaysian authority.
2. Authentication by the Malaysian Ministry of Foreign Affairs (Wisma Putra).
3. Legalization by the German Embassy in Kuala Lumpur.
4. Translation of Documents (if necessary for use in Germany).

Below, we explain each step in detail, specifying what is required for each document type.

Step 1: Endorsement of Documents

Not all documents require prior endorsement by a Malaysian authority.

- Civil Status Documents (e.g., Birth, Marriage, Divorce, Death Certificates):
Do not require further endorsement by another authority and can proceed directly to Step 2.

- Judicial Decisions (e.g., Court Judgments, Court Orders):
Do not require further endorsement by another authority and can proceed directly to Step 2.

- Educational Documents (e.g., School Leaving Certificates, Degree Certificates):
Require endorsement by the Malaysian Ministry of Education or the Ministry of Higher Education before proceeding to Wisma Putra. However, in many cases, Malaysian educational documents are accepted in Germany without legalization.

- Other Documents (e.g., Contracts, Powers of Attorney, Affidavits):
Must first be notarized by a Malaysian Notary Public, who must specify the actions taken (e.g., witnessing signatures, verifying contents). Simply signing the document is not sufficient.

Note: A Notary Public certifies documents or sworn statements for use abroad (outside Malaysia), whereas a Commissioner for Oaths provides certification exclusively for use within Malaysia. Documents certified by a Commissioner for Oaths cannot be submitted for legalization at the German Embassy, as their certification is not recognized for international use.

Step 2: Authentication by the Malaysian Ministry of Foreign Affairs

After your document is endorsed by the appropriate authority, it must be authenticated by the Consular Section of the Malaysian Ministry of Foreign Affairs (Wisma Putra). Authentication confirms the signature of the person who issued the document, ensuring that the signatory is authorized to sign such documents.

- Submission: Submit the original document, now endorsed, to Wisma Putra in Putrajaya. The Ministry will authenticate the document by adding an official stamp and statement of authenticity.

Important: Only original documents should be authenticated by Wisma Putra. Certified copies or photocopies will not be legalized by the German Embassy.

Step 3: Legalization by the German Embassy

Once the document is authenticated by Wisma Putra, you can proceed with the legalization process at the German Embassy in Kuala Lumpur. This final step makes the document officially recognized for use in Germany.

- Appointment: You must schedule an appointment with the German Embassy to submit your documents for legalization. Legalization can only be processed during normal Embassy hours.

- Submission: Submit the original authenticated document for legalization at the Embassy. The Embassy will verify that the document has been properly authenticated by Wisma Putra.

Important Notes on Legalization:
- If your original document is laminated, the lamination must be removed before submission. If this is not possible, you must request a new certified extract or reissued document from the relevant Malaysian authority.
- Malaysian MyKad and passports cannot be legalized.
- In case of lost or damaged documents, you must request a new copy from the relevant authority. For personal documents, contact Jabatan Pendaftaran Negara (JPN) for reissuance.

Step 4: Translation of Documents

Most documents must be translated into German before use in Germany. The translation process depends on the type and purpose of the document:

- Mandatory Translation:
Required for visa applications, birth registration, and other applications at the German Embassy. The document should be translated after authentication by Wisma Putra to ensure that the authentication stamp appears in the translation.

- Translation by Sworn Translators:
For specific purposes, such as marriage registration in Germany, some German authorities (Standesamt) may require translations to be done by a sworn translator. While the use of translators from the Embassy’s approved list is optional, it is best to check with the relevant German authority whether a sworn translator is required.

- Dual-Language Documents:
Some Malaysian documents are issued with bilingual headings (e.g., Malay and English). However, the details filled in by authorities (e.g., race, gender, religion) are often only in Malay. Even if a document has bilingual headings, translation into German may still be necessary for official use.