Legalization of Kenyan Documents for use in the UAE

Legalization of Kenyan Documents for use in the UAE

What Is Document Legalization or Attestation?

Document legalization is the process through which the authenticity of a document’s signature, seal, or issuing authority is officially confirmed.

The process does not necessarily verify whether every statement contained in the document is true. Instead, it confirms that the document was issued or certified by a recognized authority and may therefore be accepted for official use in another country.

In the UAE, this process is commonly referred to as document attestation.

Which Kenyan Documents May Require UAE Attestation?

The documents that may require legalization or attestation include:

• Birth certificates;
• Marriage certificates;
• Death certificates;
• Academic certificates and transcripts;
• Police clearance certificates;
• Medical certificates and reports;
• Powers of attorney;
• Affidavits and statutory declarations;
• Court documents;
• Company incorporation documents;
• Board resolutions;
• Commercial agreements;
• Professional qualifications; and
• Other notarized legal documents.

The precise requirements will depend on the purpose for which the document is being submitted. An employer, immigration authority, university, court, bank or company-registration authority may impose additional requirements.

How to Legalize Kenyan Documents for Use in the UAE

The exact procedure may vary depending on the document, but the process generally involves the following steps.

Step 1: Confirm the Document Requirements

Before beginning the process, confirm:

• The exact document required;
• Whether the original or a certified copy is acceptable;
• Whether notarization is necessary;
• Whether a translation is required;
• The required language of the translation;
• Whether the document must have been issued within a specified period; and
• Whether any verification by the issuing institution is required.

Step 2: Complete Any Necessary Notarization

Certain private or legal documents must first be signed or certified before a Kenyan notary public. 

These may include:

• Powers of attorney;
• Affidavits;
• Declarations;
• Certified copies;
• Commercial agreements; and
• Company resolutions.

A document should not be signed in advance where the notary is required to witness the signature. The person signing may need to appear before the notary and produce satisfactory identification.

Notarization is different from government authentication. The notary certifies the signature, copy or document appropriately, while the Ministry subsequently authenticates the notarial signature or seal.

Step 3: Obtain Authentication from Kenya’s Ministry of Foreign and Diaspora Affairs

A Kenyan-issued document intended for use in the UAE will generally need to be authenticated by Kenya’s Ministry of Foreign and Diaspora Affairs.

The Ministry currently provides online applications for the authentication or legalization of several document categories through the State Department for Foreign Affairs eCitizen platform. These categories include academic certificates, police clearance certificates, birth and death certificates, marriage certificates, medical records, and notarized documents.

Step 4: Apply for UAE Attestation

Once the required Kenyan authentication has been completed, the applicant can proceed with the UAE attestation process.

An applicant will generally:

1. Create or access an account on the UAE Ministry of Foreign Affairs platform;
2. Select the document-attestation service;
3. Enter the required document and applicant details;
4. Upload any requested supporting information;
5. Pay the applicable charges;
6. Arrange collection of the original document through an approved courier or service provider;
7. Track the application; and
8. Receive the completed document through courier.

The UAE Ministry of Foreign Affairs’ attestation service combines the relevant UAE mission and Ministry attestation stages, depending on the document and place of issue. Applicants should follow the instructions generated for their particular application rather than assuming that every document follows an identical route.

More information is available through the UAE Ministry of Foreign Affairs document-attestation service.

How Long Does UAE Document Attestation Take?

The UAE Ministry of Foreign Affairs indicates that courier-based attestation ordinarily takes approximately one to three business days once a compliant document is received.

However, this should not be treated as the total time required to legalize a Kenyan document.

The complete process may also include time for:

• Obtaining the original document;
• Correcting errors or inconsistencies;
• Notarization;
• Authentication by Kenya’s Ministry of Foreign and Diaspora Affairs;
• Institutional verification;
• Payment confirmation;
• Courier collection and delivery;
• Translation; and
• Additional checks requested by UAE authorities.

Special Rules for Commercial Documents

Commercial invoices and certificates of origin do not necessarily follow the ordinary personal-document attestation process.

The UAE Ministry of Foreign Affairs provides a separate electronic process for the digital attestation of commercial invoices and certificates of origin through its eDAS commercial-document service.

Businesses should identify whether a document is classified as:

• A commercial invoice;
• A certificate of origin;
• A company document;
• A commercial agreement; or
• Another form of corporate record.

Frequently Asked Questions

Must every Kenyan document be attested before use in the UAE?

Not necessarily. The requirement depends on the document, its intended use and the institution requesting it. Confirm the requirements with the receiving authority before commencing the process.

Can I legalize a photocopy?

A copy may be accepted in limited circumstances if it has been properly certified or notarized. However, some authorities require the original document. Confirm this before submission.

Does a power of attorney require notarization?

A power of attorney will ordinarily need to be executed before a Kenyan notary public or another competent legal authority before proceeding to government authentication and UAE attestation.

Are commercial invoices processed in the same way as personal certificates?

No. Commercial invoices and certificates of origin generally follow the UAE’s separate electronic commercial-document attestation process.

Can someone handle the process on my behalf?

Professional assistance may be used for document review, notarization, authentication coordination, online applications and courier arrangements. However, the applicant or signatory may still need to appear personally where witnessing, identification or a personal declaration is required.

Capita Registrars is a leading agency handling legalization of Kenyan documents for use in UAE.