Having an apostille application rejected by the Department of Foreign Affairs is frustrating and can cause significant delays. Understanding the reasons for rejection — and knowing how to prevent them — can save you time, money, and stress.
Common Reasons for Rejection
1. Unregistered Notary Seal
The DFA can only verify signatures and seals that are registered with them. If the notary’s seal is not on file, the DFA cannot issue an apostille. This can happen if a notary is newly appointed and has not yet registered their seal, or in rare cases of administrative oversight.
2. Photocopies Submitted
The DFA requires original documents bearing original signatures, seals, or stamps. Photocopied signatures and seals cannot be verified and will be rejected. If you need a copy apostilled, first have a notary create a certified copy.
3. Incomplete Notarisation
If the notarial certificate is incomplete — missing the notary’s seal, signature, or date — the DFA will reject it. A complete notarial attestation requires both seal and signature.
4. Document Not a Public Document
The apostille system applies only to public documents as defined by the Convention. A private document that has not been notarised does not qualify. The notarisation transforms a private document into a public one eligible for apostille.
5. Illegible Seal or Signature
If the seal impression is unclear or the signature is illegible, the DFA may be unable to match it to their records. This can happen with worn seals or hasty signatures.
6. Foreign Documents
The DFA can only apostille documents originating in Ireland. A document issued by a foreign authority must be apostilled by the competent authority of that country.
What Happens When Your Application Is Rejected
The DFA will return the document with a letter explaining the reason for rejection. You will not lose your fee — it is typically applied to a resubmission. You can then:
- Address the identified issue (e.g., get the document re-notarised with a registered seal)
- Resubmit the corrected document
How to Prevent Rejection
- Use an established notary: Choose a notary who is an active member of the Faculty of Notaries Public in Ireland with a seal registered at the DFA
- Submit originals only: Never submit photocopies
- Check completeness: Ensure the notarial certificate includes seal, signature, date, and all required details
- Verify eligibility: Confirm that your document type qualifies for an apostille
- Consult your notary: An experienced notary will know the DFA’s requirements and prepare documents accordingly
Less Common Reasons for Rejection
7. Damaged Documents
Documents that have been damaged, stained, or have pages missing may be rejected. The DFA needs to be able to clearly identify the seal, signature, and stamp. If a document has been damaged, it may need to be re-executed and re-notarised.
8. Incorrect Document Type
Submitting a document that does not fall within the scope of the Apostille Convention will result in rejection. For example, documents directly relating to customs or commercial operations are excluded from the Convention, as are documents executed by diplomatic or consular agents.
9. Multi-Page Document Issues
For multi-page documents, the pages should be securely bound and the notary’s seal should appear on the binding or on a certificate that references all pages. If pages are loose or the notary’s attestation does not clearly cover all pages, the DFA may reject the application.
Case Study: Common Rejection Scenarios
Consider these typical situations where rejections occur:
- Student sending qualifications abroad: Submits a photocopy of their degree instead of having a notary certify a copy. Solution: visit a notary, who will examine the original degree and create a notarially certified copy that can then be apostilled.
- Business person with a power of attorney: Has the document witnessed by a Commissioner for Oaths rather than a Notary Public. The Commissioner’s stamp is not registered with the DFA. Solution: have the power of attorney re-executed before a Notary Public.
- Family sending birth certificate: Submits an old-format birth certificate without the current GRO seal. Solution: order a new certificate from the General Register Office bearing the current official seal.
The Cost of Rejection
Beyond the direct cost of resubmission, rejection can mean:
- Missed deadlines for the foreign authority
- Additional notarisation fees if re-notarisation is required
- Further postal delays
- Potential complications if the receiving authority has a time-sensitive requirement
Frequently Asked Questions
Can I appeal an apostille rejection?
There is no formal appeal process, but you can resubmit with the issue corrected. Contact the DFA’s Apostille Section if you believe the rejection was in error.
How long does resubmission take?
Resubmitted applications go through the same processing queue. Allow another 5–10 working days for postal applications.
Will my fee be refunded if my application is rejected?
Typically the fee is held for resubmission rather than refunded. Contact the DFA for their current policy.
Avoid Apostille Problems — Start with the Right Notary
Hugh Phelan’s seal is registered with the DFA, and he ensures every notarisation is complete and correct for apostille purposes. Contact his office at 021-489-7134 or email info@phelansolicitors.com.