New Document Legalization Law 2025: What Has Changed

On January 1, 2025, Federal Law No. 145-FZ of June 22, 2024 "On the Legalization of Russian and Foreign Official Documents and on the Requesting of Documents" entered into force in Russia. This law significantly changes the procedure for working with documents used abroad, and it is important to understand what changes it brings for those who need legalization of Russian documents abroad.

What is Document Legalization and Why is it Needed?

Document legalization is an official procedure for confirming the authenticity of a document, which is necessary for its use in a foreign country. Without legalization, a document issued in one country may not have legal force in another. This concerns birth certificates, marriage certificates, diplomas, criminal record certificates, and many other documents that people often obtain from Russia while being outside its borders.

There are two main methods of document legalization. The first is an apostille, which is applied for countries party to the Hague Convention of 1961, including most European countries, the USA, Israel, and many others. The second is consular legalization, which is required for countries that have not signed the Hague Convention, such as the UAE, China, Qatar, and Canada. Until 2025, there was no single legislative act in Russia that systematized all these procedures, and the new law is designed to fill this gap.

Main Changes from January 1, 2025

Federal Law No. 145-FZ introduced several key changes to the document legalization procedure. One of the most important innovations was the expansion of opportunities for submitting documents for legalization. Previously, Russian documents could only be legalized at the central apparatus of the Ministry of Foreign Affairs of Russia in Moscow. Now this function is also performed by territorial bodies of the Russian MFA, which significantly simplifies the process for residents of regions and those who cannot come to Moscow in person.

Another important change was the introduction of a unified procedure for determining exactly what type of legalization is required for a specific document and a specific destination country. Previously, this information was scattered across various regulatory acts and often required consultation with specialists. The new law systematizes these rules, making the process more transparent and understandable.

Education Documents: Special Rules

Separate attention deserves the changes in the procedure for legalizing education documents. From September 1, 2024, even before Law No. 145-FZ entered into force, new rules for placing apostille on education documents, academic degrees, and titles began to operate. These changes are related to the fact that the procedure for confirming educational documents is now more strictly regulated.

For education documents, the apostille is placed by executive authorities of the constituent entities of the Russian Federation exercising the transferred powers of the Russian Federation in the sphere of education. This means that if you have a diploma from a Russian university or a certificate of awarding an academic degree, you need to contact not the MFA, but the corresponding regional body. The state fee for placing an apostille in 2025 is 2,500 rubles per document.

Which Education Documents Require Apostille?

• Diplomas of higher and secondary vocational education
• Certificates of secondary general education
• Certificates of awarding academic degrees
• Certificates of awarding academic titles
• Academic transcripts and diploma supplements

Requesting Documents: New Opportunities

Law No. 145-FZ also establishes the procedure for requesting documents, which is especially important for people living outside Russia. Previously, the procedure for obtaining repeated documents from civil registry offices, archives, and other institutions was insufficiently regulated at the legislative level. The new law fills this gap by determining which documents can be requested, within what timeframes this is done, and which bodies are responsible for this.

Now the procedure for requesting documents is clearly spelled out: you can request repeated certificates of state registration of civil status acts, certificates from archives, extracts from registers, and other official documents. The timeframes for considering requests are also defined legislatively, which protects applicants from unjustified delays. This is especially relevant for those who are processing citizenship, residence permits, or family visas in foreign states.

Electronic Apostille: Development Prospects

One of the most significant technological innovations in the sphere of document legalization is the introduction of electronic apostille (e-Apostille). This is a modern format for confirming document authenticity, which is gradually being introduced within the framework of the e-APP (Electronic Apostille Program) of the Hague Conference on Private International Law. Electronic apostille is designed to accelerate and simplify the legalization process, as well as increase security and protection from forgery.

In 2025, work on introducing electronic apostille continues in Russia, although a complete transition to this format is not yet possible, since not all countries party to the Hague Convention are technically ready to accept it. Nevertheless, this direction is developing, and in the coming years, an expansion of opportunities for using e-Apostille can be expected. At the moment, the traditional paper apostille remains the main format for most documents.

Practical Recommendations for Citizens

If you are outside Russia and need to obtain or legalize Russian documents, the new law makes this process more transparent but does not eliminate the need for a careful approach to the matter. First, determine exactly what type of legalization is required for your destination country: apostille or consular legalization. Second, make sure that the document is in proper condition — not laminated, with readable seals and signatures.

Third, remember the timeframes. Obtaining documents from Russian civil registry offices can take from several weeks to several months depending on the region of issuance and the type of document. Placing an apostille usually takes from several days to two weeks. Consular legalization is a longer process, as it requires passing through several instances, including the consulate of the destination country.

Checklist for Document Legalization

1. Determine the destination country and the type of legalization required
2. Make sure the document was issued by the proper authority
3. Check the condition of the document (absence of lamination, readability)
4. Find out which authority is authorized to place an apostille on your type of document
5. Pay the state fee (2,500 rubles for apostille)
6. Submit documents in person or through a representative with power of attorney
7. Receive the legalized document and have a notarized translation made if necessary

How We Can Help

Global Docs Pro specializes in obtaining and legalizing Russian documents for citizens living abroad. We work with the new rules established by Law No. 145-FZ and know all the nuances of the procedure. Our team can obtain documents from Russian civil registry offices for you, place an apostille, arrange consular legalization, perform notarized translation, and deliver completed documents to any location worldwide.

We understand that working with documents from another country can raise many questions and concerns. Therefore, we offer free consultations, transparent pricing without hidden fees, and personal support at every stage of the process. Contact us via WhatsApp or Telegram, and we will help you understand your specific situation and offer an optimal solution.