Restoration, obtaining, and legalization of documents is a common necessity for foreign companies and individuals who interact with Belarusian organizations or government bodies. Loss of the original, change of legal address, opening a branch abroad, or participation in international projects require confirmation of the legal validity of documents issued in another country.

To conduct business abroad, open a bank account, conclude a contract, or participate in a tender, documents must have official confirmation of their authenticity. In such cases, it is necessary not only to restore or obtain the required certificates, attestations, and founding papers but also to carry out their legalization procedure—that is, to certify that they are valid and can be used outside Belarus.

This process involves interaction with various agencies, notaries, and consular offices, requires accuracy in documentation, and knowledge of formal requirements. Errors or inconsistencies in documentation may lead to denial of document recognition abroad or delays in business processes.

This article will look at how the procedure of restoration, obtaining, and legalization of documents takes place, which types of documents need to be legalized, and in which cases it is advisable to entrust this work to professionals.

When Restoration or Legalization of Documents Is Needed

Both individuals and companies may need restoration or legalization of documents. In business practice, such situations often arise when interacting with partners, banks, government bodies, or foreign contractors.

Loss or Misplacement of Originals

Documents can be lost due to relocation, office address change, natural circumstances, or simple negligence. Without originals, it is impossible to confirm the legal status of a company, the authority of its leader, ownership rights, or participation in business transactions. In such cases, obtaining duplicates or official copies through registration authorities, notaries, or the court is necessary.

Change of Company Registration Details

When changing the name, legal address, composition of founders, or head of the company, previously issued documents lose their relevance. To correctly reflect information in registries and avoid legal risks, it is necessary to prepare updated documents or request new extracts reflecting the current status of the company.

Use of Documents Abroad

Entering the international market, participating in tenders, opening a foreign branch, or concluding contracts with foreign partners require official confirmation of the authenticity of Belarusian documents. In such cases, legalization is conducted—the process of recognizing their legal force outside Belarus. This may be consular legalization or apostille placement, depending on the country where the document will be used.

Thus, restoration and legalization of documents is not just a formality but a necessary procedure to confirm the legal status of the company, participation in international projects, and compliance with business turnover requirements.

Which Documents Are Restored and Legalized

The list of documents that may require restoration or legalization depends on the company’s purposes—internal activities, participation in transactions, international cooperation, or judicial procedures. However, in most cases, it concerns key legal and registration documents that confirm the organization’s legal capacity and the legality of its actions.

Founding Documents of Companies

The main documents subject to restoration or legalization include:

The company charter, which defines its organizational and legal form, management structure, and order of activities.  

• The founding agreement (if concluded when the company was established).  
• Decisions or protocols on establishment, appointment of the head, making amendments.

These documents are often required when dealing with banks, government agencies, and foreign partners. Losing them or lacking certified copies can complicate transactions or account openings.

Extracts from registries, certificates, powers of attorney

To confirm the company’s status and the authority of its representatives, the following are often needed:

• An extract from the Unified State Register of Legal Entities and Individual Entrepreneurs.
• A certificate of state registration.
• Powers of attorney to represent the company’s interests in Belarus or abroad.

These documents are frequently presented when participating in tenders, negotiations, registering branches, or concluding contracts. When used outside the country, they need to be legalized or apostilled.

Registration documents, tax certificates, court decisions

The following are also subject to restoration and/or legalization:

• Certificates from tax authorities confirming registration, absence of debts, and tax payments.
• Certificates of registration with the Social Protection Fund.
• Court decisions, writs of execution, notarial documents that may be required for enforcement or recognition abroad.

Each of these documents has legal significance and may require legalization to confirm its authenticity in another country. The restoration and subsequent certification process must be carried out strictly according to established requirements to avoid refusal of document recognition.

Thus, restoration and legalization are a set of procedures ensuring the legal force and international recognition of the company’s key documents.

How document restoration is carried out in Belarus

The process of restoring lost or damaged documents in Belarus requires contacting the relevant government agencies where the documents were originally issued or registered. The correctness of actions and completeness of submitted information determine the speed and outcome of the procedure.

Procedure for contacting registering and government agencies

First, it is necessary to determine which agency issued the document.

If it concerns founding documents, contact the registering authority (local executive committee or Ministry of Justice — depending on the type of company).

To restore tax certificates and accounting documents, contact the tax inspection at the place of registration.

If court decisions or writs of execution are lost, the request is submitted to the court that issued the decision.

Notarial documents (powers of attorney, certified copies) can be restored through the same notary or through the notarial chamber archive.

In all cases, the applicant must confirm their connection with the organization — present an identity document and proof of authority (for example, a power of attorney or appointment order).

Obtaining duplicates and notarized copies

After submitting the application, the relevant authority produces a duplicate document that has the same legal force as the original.

In some cases where the original cannot be restored (for example, if it is not subject to reissuance), a notarized copy from the archive can be requested or an official extract confirming the information contained in the document can be obtained.

Companies often prepare additional notarized copies of founding and registration documents — for working with banks, partners, or participating in international tenders.

Terms and possible difficulties

The timeframes for restoring documents depend on their type and the agency where the request is submitted:

• Standard procedures take from 3 to 15 working days.
• Requests to archives or repeated court documents may require up to 30 days.

Main difficulties arise with:

• Lack of current company data (for example, after changing address or director).
• The need for interagency requests.

The absence of electronic archives in old registrations.In such situations, legal support is important: specialists will help correctly prepare the request, speed up interaction with government agencies, and minimize the risk of refusal.

Thus, document restoration in Belarus is a formalized but solvable process, where accuracy and competent support allow for recovering lost documents in a short time.  

Stages of document legalization for use abroad

If company documents are planned to be used outside Belarus—when opening a branch, concluding a contract, participating in a tender, or confirming corporate rights—they must be legalized. The legalization procedure confirms the authenticity of the signature and seal on the document so that it has legal force in another country.

Consular legalization and apostille: differences and procedure choice

There are two main ways to give a document international legal force: apostille and consular legalization.

Apostille is used for countries that have joined the Hague Convention. This is a simplified procedure where a special stamp (apostille) is placed on the document confirming its authenticity. After that, the document can be used abroad without additional certification.  

Consular legalization is required for countries that are not members of the Hague Convention. In this case, the document undergoes a more complex path: it is certified sequentially by the Ministry of Justice, the Ministry of Foreign Affairs, and the consulate of the country where it will be presented.

The choice of procedure depends on the country where the document will be used and the type of the document itself. An error in choosing the form of legalization may result in the document not being recognized as valid abroad.

Preparation of originals and notarized copies

Before legalization, it is important to ensure that the document is properly drawn up and contains all mandatory details: signature, seal, date.

If the original is in the archives of government agencies, a duplicate or notarized copy is requested for legalization.  

If necessary, documents are translated into a foreign language. The translation is also notarized so that legalization applies to the entire set.  

After preparing originals and copies, a lawyer checks compliance with the formal requirements of the receiving country.

Submission of documents and obtaining the certified copy

The legalization procedure goes through several stages:

1. Submission of documents to the appropriate authority (Ministry of Justice or Ministry of Foreign Affairs) with an application for legalization.  

2. Verification of the authenticity of the signature and seal of the official who issued the document.  

3. Placing the apostille stamp or consular certification.  

4. Receiving the certified copy, ready for use abroad.

Legalization timeframes depend on the chosen method:

• apostille usually takes from 1 to 5 working days.  
• Consular legalization takes up to 2–3 weeks, depending on the requirements of the foreign representation.

Companies that often work with foreign partners usually arrange legalized copies of main documents in advance to avoid delays when concluding contracts or participating in international procedures.

Thus, legalization is an important step to confirm the legal force of Belarusian documents abroad. Correct completion of all stages ensures their recognition by foreign authorities and partners, allowing the company to confidently conduct international activities.

Translation and notarization of documents

For using Belarusian documents abroad, often not only legalization is required but also translation into a foreign language. Proper translation preparation and notarization ensure the legal force of the document in another country and prevent refusal of recognition.

When translation into a foreign language is required

Documents are translated into the language of the country where they will be used.  

Translation is necessary for legalization and for the direct use of the document. Without it, even a certified apostille or consular legalization may be considered incomplete.

Notarial Certification of Translation

After translating the document, the translator or translation agency issues a notarial certification. It confirms that the translation exactly matches the original and can be used officially.

Practical Recommendations for Companies and Individuals

The process of restoring, obtaining, and legalizing documents involves many steps, each requiring precision and attention. Following the correct order of actions helps avoid delays, refusals, and extra expenses.

How to Avoid Mistakes When Submitting Documents

Carefully check the completeness of the document package: make sure all originals, copies, and translations are provided.

Verify data in the documents against official registers: company name, legal address, information about directors and founders.

Clarify the requirements of the receiving country: document format, translation language, need for apostille or consular legalization.

Monitor the correctness of filling out applications and forms to eliminate formal grounds for refusal.

Validity Period of Legalized Documents

Legalized documents have legal force, but their validity period may be limited:

• Apostille and consular legalization are valid at the time of use, but some foreign organizations set internal restrictions, for example, 3–6 months.
• For multi-page documents or updated certificates, re-legalization may be required if the information has changed.

Why You Should Entrust the Process to Specialists

Consulting professionals helps to:

• Save time — experts know where to submit documents, which applications and forms to use.
• Avoid mistakes that could lead to refusal of legalization or delays.
• Provide support at all stages — from document restoration to translation, notarial certification, and obtaining an apostille or consular legalization.

Protect the company’s interests when interacting with government authorities and foreign counterparties.

In the end, competent preparation and support of the document restoration and legalization process allow companies and individuals to confidently use their documents both in Belarus and abroad, minimizing risks and delays.

Conclusion  

Restoring, obtaining, and legalizing documents is an important element of doing business and interacting with foreign counterparties. Proper document preparation, timely receipt of duplicates, and their legalization help avoid legal risks, speed up contract conclusion processes, and participation in international projects.

Our team of professionals handles issues related to restoring, obtaining, and legalizing documents and is ready to support the entire process from preparing the document package to receiving certified copies, including translation and notarial certification. We ensure accuracy, compliance with all requirements, and risk minimization so that companies and individuals can confidently use their documents both in Belarus and abroad.