Apostille for Brazil: Which Documents Need It in 2026

Yes, almost every foreign document you hand to a Brazilian authority needs an apostille and a sworn translation. But the caveat that changes everything is this: a few of the documents sitting in your folder right now need neither, one or two need something completely different, and the order in which you do the steps decides whether you pay once or twice.

That is where people lose money and, in more cases than you would expect, lose a right: a residency application filed after the 90-day deadline, a marriage that cannot be registered before a baby is born, a property purchase that collapses because the seller’s power of attorney was translated by the wrong person.

You did not miss a hidden rule. You were told half of it. The consulate that issued your visa said “bring your documents apostilled” and stopped there. The Federal Police officer at the counter said “this needs sworn translation” and did not explain that the apostille certificate itself usually has to be translated too. The notary office rejected your Portuguese-language birth certificate from Portugal and could not explain why, because in that specific case the translation was never the problem.

This article is the checklist nobody hands you at the counter. Document by document, purpose by purpose: what needs an apostille, what needs a sworn translation (tradução juramentada), what needs both, what needs neither, and what needs a third step most people have never heard of.

Which Documents Are the Exceptions That Need No Apostille?

Four categories escape the apostille requirement: your passport, documents issued inside Brazil, purely private documents with no notarised signature, and documents from countries outside the Hague Convention (which need consular legalisation instead, a different and slower procedure). Brazil has applied the Convention since 14 August 2016, under Decree 8.660/2016.

Starting with the exceptions saves you the most money, so here they are in detail.

• Your passport. A travel document is accepted as-is by the Polícia Federal (Federal Police), Receita Federal (Brazilian IRS) and banks. It is never apostilled. In some cases a notary office will ask for a sworn translation of the identification page, but never an apostille.
• Anything issued in Brazil. Your CRNM (National Immigration Registration Card), CPF (taxpayer number), a Brazilian birth certificate, a lease signed in São Paulo. These are already domestic documents.
• Private documents with no official signature. A bank statement printed from an app, an unsigned employment letter, a rental listing. Cartórios (notary offices with legal registration powers) cannot apostille what no public official signed. The fix is to have the signature notarised abroad first, then apostille the notarisation.
• Documents from non-Hague countries. If your document comes from a country outside the Convention, no authority can apostille it. It must be legalised at that country’s Ministry of Foreign Affairs and then at the Brazilian Consulate with jurisdiction over the issuing region. Check current status through the [Ministry of Foreign Affairs (Itamaraty)

](https://www.gov.br/mre/pt-br) before you spend a cent.

And one exception that catches people from the other direction: documents already written in Portuguese, from Portugal, Angola, Mozambique or Cape Verde, still need an apostille, but no sworn translation. The apostille validates the signature. The language was never the issue.

Warning: Never apostille a plain photocopy. The apostille attaches to an original or to a certified copy issued by the competent authority. Foreigners routinely pay for an apostille on a scanned copy and discover at the Federal Police counter that the whole file is void.

What Is the Actual Rule for Foreign Documents in Brazil?

The rule has two independent legs. The apostille, always issued in the country where the document was created, proves the signature and seal are genuine. The sworn translation, produced in Brazil by a tradutor e intérprete público registered with a state Junta Comercial (Commercial Registry), makes the text legally usable in Portuguese. Missing either one voids the document.

Brazil is a Civil Law country, and its public administration works on documentary formality rather than on affidavits or sworn statements. Article 13 of the Brazilian Constitution makes Portuguese the only official language of the Republic. From that single line flows everything else: the Civil Procedure Code requires foreign-language documents filed in court to come with a sworn translation, and the Public Registries Law requires the same before any foreign document can be registered at a cartório.

The apostille side rests on the Hague Convention of 1961, brought into Brazilian law by Decree 8.660/2016, and organised internally by Resolution 228/2016 of the National Council of Justice (CNJ), which authorised notary offices, State Courts and Itamaraty to issue apostilles on Brazilian documents and created the public database where any apostille can be verified.

Here is why so many people lose a right without knowing it. Nothing in the system tells you the two legs are separate. The Convention text says apostilled documents must be accepted “without further certification”, and readers understandably conclude that the apostille is the finish line. It is not. It replaced consular legalisation. It never touched the language requirement.

Important: Apostille first, translate second. The sworn translation should include the apostille certificate itself. Doing it in reverse means paying a translator twice, because the apostille that arrives later is not covered by the earlier translation.

The Complete Checklist: Which Documents Need Apostille and Sworn Translation?

The answer depends on what you are applying for, not on the document itself. Below is the checklist by purpose. As a rule of thumb, every civil status certificate, criminal record and official diploma needs both steps, and a criminal background check is normally accepted only within 90 days of issue by the Federal Police.

Residency permit and CRNM (Federal Police)

• Birth certificate, long form, apostilled and sworn-translated
• Marriage certificate, if applying through family reunion, both steps
• Criminal background check from every country where you lived in the last 5 years, both steps, issued within 90 days
• Proof of income, retirement or investment (bank letters, pension statements), both steps if signed by a public authority or notarised
• Passport: no apostille, no translation
• Marriage or birth certificates already registered at a Brazilian cartório: no new translation needed, use the Brazilian certificate

Registering a foreign marriage in Brazil

• Marriage certificate, apostilled and sworn-translated
• Birth certificates of both spouses, both steps (many cartórios require them)
• Divorce decree or death certificate of a previous spouse, both steps, plus a court ratification if the divorce was granted abroad and involves assets or children

This is one of the most common traps we see. The details of the procedure, including the third step at the Civil Registry, are covered in our guide on how to register a foreign marriage in Brazil.

Opening a company or a CNPJ with a foreign partner

• Power of attorney appointing a Brazilian resident representative, notarised abroad, apostilled and sworn-translated, then registered at a Títulos e Documentos notary office
• Passport copy of each foreign partner, sworn-translated
• Corporate documents of a foreign parent company (articles of incorporation, good standing certificate, board resolution), both steps

A CNPJ registration also requires a valid registered address in Brazil, which is why many non-resident founders contract a fiscal address in Brazil before filing with the Junta Comercial.

Buying property, inheritance and probate

• Power of attorney for the purchase, both steps plus notary registration
• Foreign death certificate and will, both steps, plus judicial recognition where required
• Foreign marriage certificate, to prove the property regime, both steps
• Proof of funds transferred into Brazil, registered with the Banco Central do Brasil

Inheritance files are where a missing translation costs the most, because state inheritance tax (ITCMD) has filing deadlines with fines attached. See our analysis of Brazilian inheritance tax and double taxation.

Diplomas, driving licences and school enrolment

• University diploma and academic transcript, both steps, for revalidation or professional council registration
• School records for a child’s enrolment, both steps
• Foreign driving licence, sworn translation required, apostille required by most state traffic departments (DETRAN)

Practical example: A Canadian family applying for family reunion residency needed 4 documents: two birth certificates, one marriage certificate and one RCMP criminal record. Apostilles in Ontario cost the equivalent of R$ 400 with courier. The sworn translations totalled 9 pages at R$ 130 per page, R$ 1,170. Total: roughly R$ 1,570 (about USD 290) for a file that would have been rejected twice if the apostilles had not been translated along with the certificates.

Apostille, Sworn Translation or Both? Quick Reference Table

The table below covers the documents foreigners bring to Brazil most often. Note the third column: several documents need a step beyond translation, namely registration at a Registro de Títulos e Documentos notary office, which typically costs between R$ 150 and R$ 500 depending on the state fee table.

But My Consulate Said a Certified Translation Was Enough. Are They Wrong?

The strongest version of that argument deserves a real answer, not a dismissal. It is legally serious, and in a narrow set of cases it wins. But in front of a cartório or the Federal Police, it loses roughly nine times out of ten, and the loss costs you weeks.

Here is the argument at its best. Article 3 of the Hague Convention says an apostille is the only formality that may be required to certify a foreign public document. Brazilian consulates abroad are legally authorised to certify translations. Certain bilateral judicial cooperation treaties allow documents transmitted through official channels to circulate without local translation. And since Law 14.195/2021 modernised the sworn translator profession, translations can be delivered digitally with an ICP-Brasil digital signature, so the idea that a translation must be physically produced in Brazil is outdated. Read together, this suggests a translation certified by a Brazilian consulate should be accepted anywhere in Brazil.

Now the answer. The Convention regulates the authentication of signatures, not the language of the record. Article 13 of the Constitution and the Public Registries Law operate on a different plane: a Brazilian registrar records acts in Portuguese, and the only translator whose signature carries public faith for that purpose is a tradutor e intérprete público registered with a Junta Comercial. A consular certification confirms who signed the translation. It does not give that signature Brazilian public faith.

The practical consequence is asymmetric. If you use a Brazil-registered sworn translator, no authority can refuse you on language grounds. If you use a foreign certified translator, acceptance depends on the individual officer. That is not a bet worth making with a 90-day residency deadline running. Our guide on how to find and verify a sworn translator in Brazil shows how to confirm registration in a few minutes, for free.

How Much Does It Cost and How Long Does It Take in 2026?

Budget R$ 80 to R$ 180 per translated page according to the fee tables published by state Juntas Comerciais, and R$ 110 to R$ 160 per apostille issued by a Brazilian notary office under state fee schedules. Technical or corporate texts reach R$ 250 per page. A typical residency file with 4 documents lands between R$ 800 and R$ 1,500.

A “page” in sworn translation is measured in characters, not in visual pages, usually around 1,000 characters without spaces. A one-page American birth certificate plus its apostille often becomes 2 to 3 billable pages. This is the single biggest source of quote surprises.

Apostille fees abroad are set by each country. The US State Department and state Secretaries of State charge around USD 20 per document. The UK Foreign, Commonwealth and Development Office standard service is around GBP 45. Add courier costs of USD 40 to USD 80 per shipment, and 5-20 business days depending on the country.

Realistic timeline in Brazil: 2-7 business days for a sworn translation of a standard certificate, longer for diplomas or corporate bundles. Add the queue at the receiving authority. For an honest view of end-to-end waiting times, see our breakdown of real Brazilian bureaucracy timelines for foreigners.

Tip: Ask the translator for a quote based on the actual scanned document, not per physical page, and request that the apostille be included in the same translation. Also ask for both the digital signed PDF and one physical original: some cartórios still want paper.

What Changed in 2026 for Apostille and Sworn Translation in Brazil?

The direction of travel is digital. Since Resolution 228/2016 the CNJ has maintained an electronic apostille system with a public verification page, and by 2026 digitally signed sworn translations using ICP-Brasil certificates are routinely accepted by federal agencies, though acceptance at individual cartórios still varies by state.

Three practical developments matter for your checklist.

• National consolidation of notary rules. The CNJ’s consolidated code for notary and registry services (Provimento 149/2023 and later amendments) brought apostille procedure into a single national rulebook, reducing the old situation where each state improvised its own requirements.
• Sworn translators after Law 14.195/2021. The profession opened to nationwide practice with remote accreditation, so a translator registered in one state can serve clients in another. In practice, this means you no longer need a translator physically located in your city.
• Foreign electronic apostilles. More countries now issue apostilles as verifiable PDFs. Brazilian authorities generally accept them, but you should print the PDF together with the QR code or verification URL, because counter staff will want to check it.

Important: No 2026 change removed the sworn translation requirement. Any service promising that a “digital apostille” alone makes your document valid in Brazil is selling you a rejection.

Step by Step: How Do You Get Your Documents Ready Without Paying Twice?

Follow this order: obtain fresh originals, apostille abroad, verify the apostille, translate in Brazil including the apostille, then register or file. Doing steps 2 and 4 in reverse is the most expensive error in this whole field, and criminal records issued more than 90 days before filing will be refused by the Federal Police.

• Step 1: request current originals. Ask for long-form certificates, not short-form or wallet cards. Order 2 copies of anything you may need again.
• Step 2: apostille in the issuing country. In the USA, the Secretary of State of the issuing state, or the State Department for federal documents such as the FBI check. In the UK, the FCDO. In the EU, the designated ministry or court. Never in Brazil.
• Step 3: verify. Confirm the apostille number and the issuing authority. For Brazilian apostilles going abroad, use the CNJ public verification database.
• Step 4: hire a Brazil-registered sworn translator. Confirm registration on the state Junta Comercial list. Send the complete scan, certificate plus apostille, and request the translation to reference both.
• Step 5: file or register. Federal Police for immigration (through the Polícia Federal portal), Civil Registry for marriages and births, Títulos e Documentos for powers of attorney, Receita Federal for tax registrations.

Tip: Scan every document at each stage and keep the protocol numbers. When a file is questioned 6 months later, the person with the PDF trail resolves it by email while everyone else starts over.

What If the Authority Still Refuses Your Documents?

Start administratively: ask for the refusal in writing with the legal ground. Most refusals dissolve at this point, because a demand that cannot be written down often cannot be sustained. If a registrar insists, Brazilian law provides a formal dúvida registral procedure, in which the notary sends the question to a judge, usually resolved in 30-90 days.

Common written grounds worth checking before you escalate: name spelling divergence between passport and certificate, an apostille attached to a copy rather than an original, a translation that omitted the apostille, or an expired criminal record. Those are real defects, and fixing them is faster than litigating.

When the refusal is genuinely unlawful, for example a federal agency demanding consular legalisation of a document already apostilled under Decree 8.660/2016, the judicial route is available. A mandado de segurança (writ of mandamus) against the authority can obtain an injunction within days or weeks, and it is the standard tool when a deadline is at risk. Legal fees in these cases typically run from R$ 3,500 to R$ 9,000 depending on complexity and city, plus court costs.

Foreign divorces and foreign judgments follow a separate track: recognition by the Superior Court of Justice (STJ), which regularly takes 6-18 months when the other party is located and does not contest. Uncontested consensual divorces can often be registered directly at a cartório, which is why checking your specific situation before filing saves a year.

Warning: Whoever you hire, confirm the lawyer’s OAB registration first. Document-legalisation “facilitators” are a common vector for fraud against foreigners. Here is how to verify a Brazilian lawyer’s OAB registration online for free.

The Mistakes That Cost the Most Time

Five errors account for the vast majority of rejected files, and four of them are free to avoid. The most expensive is timing: a criminal background check apostilled in month one and filed in month five is worthless, because the Federal Police normally accepts it only within 90 days of issue.

• Translating before apostilling. You pay the translator twice.
• Not translating the apostille. Counter staff routinely reject the file for this alone.
• Using a foreign “certified” translator. Valid in your country, not before a Brazilian registrar.
• Short-form certificates. Extracts without parents’ names are refused for residency and civil registration.
• Name mismatches. Middle names, married surnames and accents must match your passport, or you will need a rectification procedure.

One more, specific to renters and investors: powers of attorney and contracts signed abroad need the notarisation apostilled and, once translated, registered in Brazil before third parties will rely on them. This matters when signing a lease remotely, as explained in our guide to rental contract clauses foreigners must check.

Frequently Asked Questions

Does an apostille expire?

The apostille itself has no expiry date. What expires is the underlying document. Criminal background checks are generally accepted only within 90 days by the Federal Police, and many cartórios ask for civil status certificates issued within the last 90 to 180 days. So the practical answer is: your apostille is as fresh as the document under it. Apostille last, immediately before filing, not months in advance.

Can I get the apostille done in Brazil for a foreign document?

No. Under the Hague Convention, only an authority in the country that issued the document can apostille it. Brazilian notary offices, courts and Itamaraty apostille Brazilian documents going abroad, never the reverse. If you are already in Brazil, you have two options: mail the original to an agent or family member abroad, or request a fresh certificate through your country’s online registry service and have it apostilled there.

Do I need a sworn translation of my passport?

Usually not for the Federal Police, which reads passports directly. But cartórios and some banks do ask for a sworn translation of the identification page when the passport is used to identify you in a public deed, such as a property purchase or a company incorporation. It is a one-page translation, typically R$ 80 to R$ 180. No apostille is ever required on a passport.

Can the same translator handle documents for any Brazilian state?

Yes. Since Law 14.195/2021 modernised the sworn translator regime, a tradutor e intérprete público registered with any state Junta Comercial can serve clients nationwide, and digitally signed translations are widely accepted. Verify the registration number on the Junta Comercial list before paying. If a specific cartório insists on paper, ask the translator to courier a signed original, which usually adds 2-5 business days.

What if my country is not part of the Hague Convention?

Then apostille is impossible and you use consular legalisation instead. The document is first authenticated by the issuing country’s Ministry of Foreign Affairs, then legalised at the Brazilian Consulate with jurisdiction over that region, and only afterwards sworn-translated in Brazil. Expect 3-8 weeks and higher fees. Confirm your country’s status through Itamaraty’s consular portal before starting, because membership lists change.

Get Your Brazil Apostille and Sworn Translation Checklist Reviewed Before You File

Nobody hands foreigners this checklist at the counter, and the cost of learning it by trial and error is measured in months. If you already have a folder of documents, a 30-minute review usually tells you exactly which ones are ready, which need re-issuing, and which never needed an apostille at all. Our bilingual team handles this daily for residency files, marriages, property purchases and company formations, and we can also review the specific costs and steps in our apostille and sworn translation guide for 2026.

Your next step is concrete: scan every document you plan to submit, including the apostille pages, and send them for a document-by-document check before you pay a single translator.

Fale agora com um advogado especialista

Originally published at Ribeiro Cavalcante Advocacia