What documents are legalized for Bulgarian company transactions in Italy

Italy is one of Bulgaria’s key trading partners and offers significant opportunities – from the export of food and wine, through textiles and furniture, to construction and engineering services. For Bulgarian companies to remain competitive and conclude deals smoothly, their documents must be officially recognised by Italian institutions and business partners.

This recognition does not happen automatically. It requires a process called document legalisation. Through it, corporate acts, contracts, certificates and permits issued in Bulgaria acquire legal validity in Italy. Without this step, there is a risk that documents will not be accepted, which may delay or even block a deal.

1. What is Document Legalisation?

Document legalisation is an official procedure through which a document issued in one country becomes valid for use in another. For Bulgarian companies, this means that their statutes, contracts, certificates or financial reports will be recognised by Italian institutions, courts and business partners.

Apostille – the key for Bulgaria and Italy

Bulgaria and Italy are both members of the 1961 Hague Convention. This significantly simplifies the process: instead of complex consular certifications, it is sufficient to affix an apostille – a special stamp that certifies the authenticity of the signature and seal.

Notarisation

Before applying the apostille, some documents may require notarisation – for example, powers of attorney or contracts signed by company representatives. The notary verifies the authenticity of the signature and content.

Translation and “traduzione giurata”

Italian institutions do not accept documents in Bulgarian. After the apostille, an official translation into Italian is required. In Italy, this is called “traduzione giurata” – a sworn translation, certified by a translator before an Italian court. In some cases, a sworn translation made in Bulgaria may suffice, but Italian authorities often require the “giurata” done locally in Italy.

2. Which Business Documents Are Most Commonly Legalised for Italy?

Depending on the type of transaction – trade in goods, participation in a tender or opening a representative office – the requirements may vary. Still, several categories are almost always needed:

Incorporation and registration documents

• Certificate of good standing from the Bulgarian Commercial Register
• Articles of association or company statute
• Decisions of governing bodies (e.g. authorising a representative)

Contracts, powers of attorney and agreements

• Notarised powers of attorney for company representatives in Italy
• Supply contracts or framework agreements
• Memoranda of understanding

Financial reports and tax certificates

• Annual financial statements
• Certificates of tax registration and proof of no liabilities
• Bank references or confirmations of financial reliability

Example: When opening a corporate bank account in Italy, the bank may request legalised financial reports from the last two years.

Certificates of origin and quality

Italy maintains strict quality standards. For goods imported from Bulgaria, companies may need:

• Certificates of origin
• Certificates of compliance with standards (ISO, CE, etc.)
• Laboratory analyses or quality declarations

Licences and permits

Certain sectors – such as pharmaceuticals, transport or construction – require specific licences and permits. These also need translation and legalisation.

3. Legalisation Procedure – Bulgaria and Italy

For Bulgarian documents to be valid in Italy, they must first be legalised in Bulgaria and, depending on the type of transaction, may also require additional steps once in Italy.

The process begins in Bulgaria. Certain documents, such as contracts, powers of attorney or certified copies, must be notarised to confirm their authenticity. After this, the apostille is affixed by the competent Bulgarian ministry — the Ministry of Justice for notarial deeds and court papers, the Ministry of Foreign Affairs for administrative documents, and the Ministry of Education for diplomas and academic records. Finally, the documents must be translated into Italian by a sworn translator. In some cases, however, Italian partners may not accept a translation done in Bulgaria and will require a local traduzione giurata — a sworn translation carried out before a court or notary in Italy.

Once in Italy, the requirements can vary. A traduzione giurata is often mandatory for documents like contracts, powers of attorney, or tender paperwork, as it gives the translation full legal validity under Italian law. Some documents, such as certificates of origin or licences, must also be filed with Italian institutions like chambers of commerce or sector regulators. And in cases involving property transactions or long-term contracts, Italian notaries may need to reconfirm the documents, even after they have already been legalised in Bulgaria.

In short, while Bulgaria provides the initial legalisation, Italy often requires an additional layer of confirmation, especially for sensitive or high-value transactions. This two-step process ensures that your documents are fully recognised and enforceable under Italian law.

In summary:

• In Bulgaria → notarisation (if required) + apostille + translation.
• In Italy → sworn translation (“giurata”) + registration (if applicable).

4. Practical Aspects of Deals with Italian Partners

In Italy, document legalisation is far more than a formality — it is a critical part of every stage of building and maintaining business relations. Depending on the type of transaction, different institutions will request different sets of documents, and being prepared in advance can make the difference between a smooth process and costly delays.

When dealing with banks, for example, opening a corporate account or applying for credit almost always requires properly legalised incorporation documents with apostille and translation, a certificate of good standing, and financial reports covering the last few years. Without these, financial institutions are unlikely to proceed with your application.

The Italian Chambers of Commerce (Camera di Commercio) are often the first point of contact for foreign companies entering the market. They typically require legalised certificates of company registration, along with documents proving the authority of the legal representative — such as a notarised power of attorney or a court decision — in order to complete registrations or allow participation in business initiatives.

For companies aiming to join public procurement projects or tenders, the requirements are even stricter. Italy, with its large infrastructure and construction market, often demands legalised financial documents, certificates of technical competence, as well as contracts and references from previous clients. These are carefully reviewed to ensure credibility and capacity to deliver.

Finally, when it comes to trade contracts and partnership agreements, legalisation is indispensable. Contracts must be both translated and legalised in order to carry legal weight in Italy, which is especially crucial for long-term collaborations and high-value deals.

5. Challenges and Specifics in Bulgarian–Italian Transactions

Even when documents are properly legalised, Bulgarian companies often face challenges that arise not from the procedure itself but from cultural, administrative and business differences.

Language and Terminological Differences

Although English is commonly used in international business, Italian institutions and companies prefer documents in Italian. The translation must be not only accurate but also adapted to local legal and business terminology.

Differences in Deadlines and Procedures

Italian bureaucracy is notoriously slow. Documents that in Bulgaria can be issued within a few days may take weeks in Italy. It is therefore important to begin preparation well in advance.

Cultural Differences in Business

Italians place strong emphasis on personal trust and relationships. While documents are essential, it is equally important to have face-to-face meetings or personal recommendations. This can sometimes delay processes, as a legalised document alone is not enough – relationship building is required.

6. Useful Tips and Common Mistakes

Document legalisation for Italy may appear to be a routine administrative procedure, but the right approach can save companies time, money and stress. Here is what to keep in mind:

Useful Tips

1. Start the process early – apostilles, translations and possible “traduzioni giurate” in Italy can take weeks. If the deadline is short (e.g. participation in a tender), prepare the documents at least a month in advance.
2. Check the requirements of the specific institution – Italian banks, chambers of commerce and courts have different criteria. The same document may be accepted by one authority but returned for amendment by another.
3. Work with professional translators – translations for Italy must meet specific legal and commercial terminology standards. Literal translations often cause misunderstandings.

Common Mistakes

1. Relying only on the apostille – although the apostille is mandatory, in Italy an official translation is almost always required, and sometimes also a “traduzione giurata”.
2. Incorrect translations – literal translation of legal terms from Bulgarian can confuse Italian authorities.
3. Using outdated documents – certificates of good standing and tax certificates have limited validity. If they expire, they will not be accepted.

7. When Is It Better to Rely on Professional Assistance?

While some companies prefer to manage the legalisation of documents on their own, this often proves more time-consuming and costly than expected. The process can be straightforward in theory, but in practice, tight deadlines, multiple documents, and specific institutional requirements quickly turn it into a challenge. That is why in many cases professional assistance is not only convenient but the smarter choice.

Relying on an intermediary is particularly reasonable when deadlines are tight. For urgent transactions or tenders with strict submission dates, experienced agencies can speed up the process thanks to their established contacts and know-how. Professional support is also highly valuable when a large volume of documents needs to be legalised — for example, dozens of contracts, certificates, and financial reports prepared simultaneously for submission in Italy. Finally, complex cases, such as documents linked to subsidies, licences, or detailed financial statements, carry a higher risk of mistakes, making expert guidance essential.

The benefits for businesses are clear. Professional help saves time and resources, reduces the risk of administrative errors, and provides reassurance that your documents will be fully accepted in Italy. Most importantly, it allows companies to concentrate on what really matters — negotiations, transactions, and sustainable business growth — while leaving the bureaucracy in safe hands.

Frequently Asked Questions (FAQ)

Does every document need an apostille?
Yes, when the document will be used officially in Italy. There are exceptions – for example, invoices or ordinary business correspondence do not require an apostille. However, certificates, contracts and official records must have one.

Do Italian institutions accept documents in English?
No. Although English is commonly used in international business, Italian institutions insist on documents being in Italian. This means that translation into Italian is unavoidable.

Can a legalised document be used for more than one transaction?
Yes. For example, if you have a certificate of good standing with an apostille, it is valid until its administrative validity expires (usually 6 months). It can be used multiple times within this period.

How long does the entire procedure take?
In Bulgaria – between 5 and 10 working days for the apostille and translation, depending on workload. In Italy – an additional 7 to 14 days, if a “traduzione giurata” or registration with an institution is required. In urgent cases, agencies may be able to speed up the process.

Do I need to travel to Italy personally to certify the documents?
Not necessarily. The procedure can be carried out through a proxy or a professional agency that arranges the translations and certifications locally.

 

Conclusion

Document legalisation is a key element of every business transaction between Bulgaria and Italy. Without properly certified and translated documents, even the most promising business opportunity can collapse or be delayed for months.