Legalization (sometimes called authentication or attestation) is the process of confirming that signatures, stamps, or seals on official documents are genuine so foreign governments and institutions will accept them. Typical reasons to legalize documents include:
- Applying for visas, residency or work permits abroad
- University admission or degree recognition overseas
- Marriage registration, adoption, or family matters abroad
- Corporate transactions, company incorporation or tendering in foreign jurisdictions
Which documents commonly require legalization in Kenya?
Commonly legalized documents include:
- Birth, marriage and death certificates
- Academic diplomas, transcripts and certificates
- Police clearance certificates (certificate of good conduct)
- Power of attorney and affidavits
- Company documents: certificate of incorporation, CR12 (list of directors), board resolutions
- Employment contracts and work references
Note: Some documents require additional verification from the issuing institution (e.g., universities) before legalization can proceed.
Legalization process in Kenya - step-by-step
The exact workflow can vary by document type and the destination country’s embassy, but the most common sequence in Kenya is:
-
Notary / Commissioner of Oaths
Have the document notarized or sworn before a Notary Public or Commissioner of Oaths. For company documents this may include certified true copies and board resolutions. -
High Court / Chief Registrar verification (where required)
Some documents require a High Court or other senior authority to certify the Notary’s signature. This is often needed for complex legal documents. -
Ministry of Foreign Affairs (MFA) authentication
The MFA authenticates the trace of signatures and official stamps, confirming to foreign missions that the document has been processed within Kenya’s official channels. -
Embassy / Consular legalization
The destination country’s embassy or consulate in Nairobi performs the final legalization step. Some countries accept MFA authentication without a consular stamp—always check embassy requirements first.
Important: Some countries are part of the Hague Apostille Convention and use an “apostille” instead of consular legalization. Verify whether the receiving country requires an apostille or consular legalization.
Cost of Document Legalization in Kenya (Updated Fees Guide)
The cost of legalizing documents in Kenya depends on the type of document, whether it requires verification by the issuing authority, and the specific requirements of the destination embassy. Processing times and fees change regularly, so it is advisable to confirm the latest rates with the embassy, the Ministry of Foreign Affairs (MFA), or RVS before submitting your documents.
| Service | Estimated Fee (KES) |
|---|---|
| Notary Public & Certified Copying | 10,500 |
| High Court Verification (If Required) | 5,500 |
| MFA Authentication | 3,500 |
| Embassy Legalization | 10,500 |
Fee Notice: Government and embassy charges can change without notice. RVS issues a clear and consolidated quotation that includes any additional expenses such as courier services, translation, or urgent processing fees.
Common reasons legalization requests are delayed or rejected
Understanding common pitfalls helps avoid costly delays:
- Incorrect or incomplete notarization (missing stamp, wrong office)
- Document requires prior verification from the issuing body (e.g., university authentication)
- Embassy-specific wording/format requirements not met
- Expired or damaged original documents
- Payment or courier details missing for embassy processing
How RVS Kenya helps — our service and turnaround promise
RVS Kenya offers end-to-end document legalization services so you avoid common mistakes and save time:
- Document review & checklist to confirm exactly what the receiving authority requires
- Notary and Commissioner of Oaths handling
- High Court and Ministry of Foreign Affairs processing
- Embassy submissions and liaison (including embassy appointment booking)
- Translation, courier, and apostille alternatives where needed
Why choose RVS: experienced handlers, transparent quotes, and proactive status updates until your documents are legalized and ready for use abroad.
How to start — step checklist for clients
- Contact RVS with your document list and destination country.
- Receive a free legalization checklist and fixed quote.
- Send originals or certified copies via secure courier (or drop off at our office).
- We process notarization → MFA → Embassy and update you at each stage.
- Receive legalized documents with return courier or collect in person.
Request a quote or start an application — upload your documents and we will respond within one business day.
Frequently Asked Questions
Which documents require legalization?
Commonly: birth/marriage certificates, academic documents, police clearance, powers of attorney and company incorporation documents. Requirements depend on the receiving country.
How long does document legalization take in Kenya?
Typical end-to-end times range from 7 to 30 business days depending on whether the issuing institution or embassy requires extra verification. RVS will provide a timeline when you submit your document list.
- Notary & certified copying: same day to 2 business days
- High Court verification (if required): 1–5 business days
- Ministry of Foreign Affairs authentication: 2–7 business days
- Embassy legalization: 3–14 business days (some embassies have longer queues)
Can I legalize documents for any country?
Yes, we handle legalizations for most countries. Each country has distinct requirements—our team confirms the exact steps and any translations or certifications needed.
Do I need originals or certified copies?
Some authorities require originals; others accept certified true copies. RVS will advise based on the document type and destination.
