How to Authenticate Your Degree, Police Check, and TEFL Certificate for Teaching Abroad

When you're heading abroad to teach, your passport and enthusiasm aren’t the only things you’ll need. Most countries ask for official proof that your qualifications are real—whether it’s your university degree, your clean criminal record, or your TEFL certificate. This isn’t just a bureaucratic hoop to jump through—it’s what gets your visa approved.

But here’s the catch: what counts as “authenticated” varies. Some countries want an apostille, others need legalization, and your path depends not just on where you’re going—but where each document was issued. Understanding the process now will save you weeks (or even months) of back-and-forth with embassies later.

Key Concepts: Apostille vs. Legalization vs. Notarization

Before diving into the details for each document, let’s quickly clarify three terms that come up a lot:

• Notarization means a qualified professional (like a notary or solicitor) has certified that your copy is genuine. This is often the first step in getting other approvals.
• Apostille is a streamlined international certification used between countries in the Hague Apostille Convention. Once your document has an apostille, it’s accepted without extra embassy steps.
• Legalization is a longer, more complex process required when your destination country isn’t part of the Hague Convention. You’ll usually need:
  1. Notarization
  2. Authentication by your country’s foreign affairs department
  3. Legalization by the destination country’s embassy or consulate

📍 Example:

• You’re British, and your TEFL certificate was issued in the UK. You’re teaching in Spain. → Apostille from the UK’s FCDO is enough.
• You’re Indian, your degree was issued in India, and you’re heading to Vietnam. → You’ll need legalization via the Indian MEA + Vietnamese embassy.

How to Authenticate Your University Degree

Your degree is often the cornerstone of your visa application—especially in countries where a bachelor’s is mandatory for a work permit. The process to authenticate it depends on where the degree was issued and where you’re going.

Step-by-Step: Apostille Countries (e.g., South Korea, China, Japan, Spain)

If your destination accepts apostilles and your degree was issued in a Hague member country:

1. Get a certified copy of your degree from your university, or have it notarized by a local notary/solicitor.
2. Submit it to your country’s apostille authority:
   • UK: FCDO
   • US: Secretary of State or Department of State (depending on document type)
   • Australia: DFAT
   • Canada: Global Affairs (since Jan 2024)
3. Once apostilled, no further embassy steps are needed.

Step-by-Step: Legalization Countries (e.g., Thailand, Vietnam, UAE)

For non-Hague destinations:

1. Notarize the degree (or obtain a certified copy).
2. Have it authenticated by your foreign affairs department.
3. Submit it to the embassy or consulate of your destination country for final legalization.
4. Some countries also require translation into the local language—ask your recruiter or embassy.

Tips for Special Cases

• Digital Degrees: Some universities only issue digital diplomas. You’ll likely need to print it, have it notarized, and confirm it’s accepted by your country’s apostille/legalization office.
• Older Degrees: If your degree is very old or issued in a different country than your citizenship, you may face additional questions. Always check what your destination considers “valid” and whether you need embassy guidance.
• Third-Country Degrees: If your degree is from a country different from your passport, you’ll need to follow the authentication steps in the country of issue—not your home country.

🎓 A properly authenticated degree is the single most important document for teaching English legally abroad—don’t skip corners here.

How to Authenticate a Criminal Background Check

A clean criminal record is a core requirement for most TEFL teaching jobs abroad. But not just any check will do—most countries specifically require a national-level police certificate, not a local one from your town or city.

What Type of Check Do You Need?

• National-level check: Always preferred. This includes FBI checks (USA), AFP checks (Australia), Garda certificates (Ireland), etc.
• Local police check: Usually not accepted for work visas—avoid unless specifically allowed.

Validity Period

Criminal checks are time-sensitive. Most countries only accept certificates issued within the last 3 to 6 months. If you're applying early, you may need to repeat the process later if your visa is delayed.

Apostille or Legalization?

• If your destination country is part of the Hague Convention, your police check needs an apostille.
• If not, you’ll go through legalization, which may include embassy visits.

Country-Specific Notes

🇺🇸 United States (FBI Background Check)

• Apply online through an approved FBI channeler.
• Get the original FBI background check apostilled by the U.S. Department of State in Washington, D.C. (not your state office).
• Digital versions may be accepted for apostille if printed properly—check with your state department.

🇦🇺 Australia (AFP Check)

• Request a National Police Check from the Australian Federal Police (AFP).
• Must be apostilled by DFAT or legalized for non-Hague countries.

🇮🇪 Ireland (Garda Certificate)

• Request a Police Certificate from your local Garda station.
• Apostille issued by the Department of Foreign Affairs.
• Allow extra time: Garda certificates can take up to 40 days to process.

🇿🇦 South Africa (SAPS Police Clearance)

• Apply through the South African Police Service (SAPS).
• Documents need to be authenticated by DIRCO.
• Legalization may also require embassy submission if you're heading to a non-Hague country.

🕒 Timing tip: Start your police check process only after confirming your expected departure window. Apply too early and the certificate may expire; too late and you might miss a visa deadline.

How to Authenticate a TEFL or TESOL Certificate

Your TEFL or TESOL certificate is often the third document you'll need to legalize—especially if it wasn't issued in the country where you're applying to work.

What Kind of TEFL Certificate Is Acceptable?

• 120+ hour TEFL/TESOL certificate from a reputable, accredited provider

Apostille vs. Legalization?

Just like with your degree and background check:

• Hague destinations (e.g., China, Japan, Korea): ✅ Apostille
• Non-Hague (e.g., Vietnam, Thailand): 🏛 Legalization

What If You Took Your TEFL Course Online?

Online TEFLs are usually fine—as long as they provide a physical certificate you can get notarized.

1. Ask your course provider to send a hard copy if you haven’t received one.
2. Have it notarized (especially if it’s printed at home or if required by your country’s authentication office).
3. Continue with apostille or legalization steps.

Special Tips

• If your TEFL course was done in a different country than your citizenship, you’ll need to authenticate the certificate in the country where it was issued.
• Some providers offer to notarize or stamp your certificate for you—this can save time.
• Don't assume an emailed PDF is enough. For work visas, only physical, authenticated documents will be accepted.

Where to Get Apostilles or Legalization by Country

Here’s where you go (and who to contact) depending on your citizenship and where your documents were issued:

🇺🇸 United States

• Apostille for FBI checks: U.S. Department of State (federal)
• State-issued documents: Apostille via your Secretary of State
• Legalization: Submit to destination country’s embassy (e.g., Thailand, Vietnam)

🇬🇧 United Kingdom

• Apostilles issued by the FCDO
• Documents often need solicitor certification first
• Legalization via embassy/consulate when needed (non-Hague countries)

🇨🇦 Canada

• Apostille system began Jan 2024
• Use Global Affairs Canada for authentication
• Embassy legalization for non-Hague countries

🇮🇪 Ireland

• Apostilles from Department of Foreign Affairs
• Use certified copies if originals not allowed
• Legalization for countries like Vietnam, Thailand, or UAE

🇦🇺 Australia

• Apostilles from DFAT (Department of Foreign Affairs and Trade)
• National-level AFP check required
• Embassy legalization for countries outside Hague

🇳🇿 New Zealand

• Apostille service via Department of Internal Affairs (DIA)
• Must use certified true copies or notarized originals

🇿🇦 South Africa

• Apostilles from DIRCO
• SAPS police check must be verified and authenticated
• Legalization may require embassy processing (e.g., Vietnam, Thailand, UAE)

📌 Tip: Always confirm which office handles which type of document in your country—apostilles for federal documents often differ from those for state/provincial ones.

Do You Need Certified Translations?

Sometimes, getting your documents apostilled or legalized isn’t enough. Certain countries will also ask you to provide certified translations—especially if your documents are in English but the official language is not.

When Are Translations Required?

Many popular TEFL destinations require translations of your degree, police check, and TEFL certificate. Common examples include:

• 🇪🇸 Spain – Certified translation (traducción jurada) into Spanish
• 🇨🇳 China – Translation into Mandarin may be required for legalization
• 🇸🇦 Saudi Arabia – Often requires Arabic translations with embassy verification
• 🇻🇳 Vietnam – Translations are frequently required, sometimes at the provincial level

Always ask your recruiter, employer, or visa agent what’s needed—some embassies have very specific requirements.

Who Can Translate?

• Sworn or certified translators: Required in countries like Spain or France
• Embassy-approved agencies: In some cases, embassies maintain a list of trusted translation companies
• TEFL providers or universities: Occasionally offer translation services for an added fee

Avoid using general freelance translators unless you’re sure they meet your destination’s standards.

Translate Before or After Apostille/Legalization?

This part often trips people up:

• Some countries require documents to be translated after apostille/legalization so the translation includes the apostille stamp or consular stamp.
• Others prefer translation first, especially if all documents are processed as one bundle.

📌 Rule of thumb: Ask your employer or embassy before translating—doing it in the wrong order can result in wasted time and money.

Which Documents Usually Need Translation?

• University Degree: Nearly always, unless going to an English-speaking country
• Police Check: Frequently required in local language
• TEFL Certificate: Sometimes required—depends on visa rules
• Academic Transcripts: Less common, but may be requested in non-English-speaking countries

Online vs. In-Person Processes

Thanks to digital tools and courier services, some of your document authentication steps can be handled online—but not everything.

What Can Be Done Online?

• FBI checks (USA): Apply through an approved channeler and receive results digitally
• Some apostille requests: U.S. state departments, the UK FCDO, and Canadian services now allow online applications
• Courier services: Can manage apostille + translation bundles remotely

This can save weeks of mailing and back-and-forth with embassies—especially useful for TEFL teachers applying from abroad.

When You Must Go In Person

• Notarization: Often requires you to meet a notary or solicitor
• Embassy legalization: Usually done by mail, but some embassies require in-person appointments
• Document pickup: If your apostille or legalized document can’t be mailed, you may need to collect it yourself

Managing International Delays

• Start early, especially if mailing documents across borders
• Use trackable, insured courier services (e.g., DHL, FedEx)
• Confirm the receiving office’s holiday schedule—government closures can delay weeks

Using Professional Services

If this all sounds like a lot—consider using a professional document service that handles:

• Apostilles
• Legalization
• Translations
• Notarization

Some providers even bundle these into TEFL visa-ready packages—a smart option if you're juggling work or already abroad.

Keeping Your Documents Safe and Travel-Ready

Once you've gone through all the trouble of getting your degree, TEFL certificate, and background check authenticated, the last thing you want is to lose them—or find out you need to redo them because you didn’t plan ahead.

Keep Digital Backups

• Scan everything: Apostilles, legalizations, translations, and even the envelopes they came in.
• Save copies to multiple locations:
  • Cloud storage (e.g., Google Drive, Dropbox)
  • A USB stick or external hard drive
  • Email a copy to yourself for easy access abroad

Digital backups make it easier to reprint or re-submit documents if needed during visa processing or school onboarding.

Travel with Originals and Certified Copies

• Always carry your original documents in your carry-on when entering a new country for work.
• Bring certified copies as a backup in case originals are lost, damaged, or need to be submitted for visa processing.
• Use a waterproof document pouch or file folder to keep everything safe during travel.

Some embassies will keep your originals temporarily—don’t leave home without copies!

For Long-Term or Multi-Year Teachers

If you plan to teach abroad long term or in multiple countries:

• Know your document validity periods—most police checks expire after 6 months
• Consider ordering extra notarized or certified copies of your documents now so you don’t have to repeat the process from abroad
• Set reminders for when things need to be renewed (especially background checks)

🗓 Bonus tip: Some teachers also keep a spreadsheet or checklist with document dates and visa requirements by country—it’ll save you time next time you move.

Conclusion: Make It Easy on Your Future Self

It might feel like a hassle now, but getting your documents authenticated properly is one of the most important steps toward teaching and living abroad. With the right preparation:

• You’ll avoid visa delays and embassy red tape
• You’ll stay organized and ready for job changes or renewals
• You’ll have peace of mind when your dream job pops up on short notice

✅ Don’t assume your recruiter or school will handle everything. Do your own homework, prep your documents, and take control of the process.