What documents are legalized for business contracts with Lithuania

Trade relations between Bulgaria and Lithuania are gaining momentum, with companies from both countries seeking new partnerships, investments and supply opportunities. The membership of both countries in the European Union greatly facilitates the movement of goods and services, but does not completely eliminate the need to comply with legal rules related to document circulation.

In this context, the legalisation of corporate contracts and accompanying documents is essential for them to be recognised and enforced both in Bulgaria and in Lithuania.

Many businesses mistakenly believe that since both countries are EU members, additional legalisation is unnecessary. In practice, however, every institution – whether a court, a bank or a state agency – requires official proof of the authenticity of the documents submitted. This is achieved through the apostille procedure and official translation.

What Does Legalisation of Documents Mean?

Legalisation is an official procedure that certifies the authenticity of signatures, seals and stamps on a document so that it can be recognised in another country. It does not alter the content of the document but only guarantees its validity.

Until the 1960s, this was done through consular legalisation – a complex system requiring certification from the Ministry of Foreign Affairs and the relevant consulate. With the adoption of the 1961 Hague Convention, the procedure was simplified by introducing the apostille.

Bulgaria and Lithuania are both parties to the Convention, which means that for mutual recognition of official documents it is sufficient to affix an apostille, without the need for additional consular certification.

Corporate Contracts – Private Documents Requiring Notarisation

Corporate contracts, whether for supply, services or investment, are essentially private documents. This means that before they can be submitted for apostille, the signatures must first be notarised. The notary verifies the identity of the parties and the fact that they have voluntarily signed.

Once this step is completed, the contract may be submitted to the Ministry of Justice, which is the competent authority for apostille on notarised documents. The apostille guarantees that the notary who carried out the certification acted within his or her legal powers.

Powers of Attorney for Representation

In many corporate contracts, it is necessary to authorise representatives in Lithuania – for example, for signing annexes, participating in public tenders or conducting court proceedings. Powers of attorney are also private documents and must be notarised. They then receive an apostille from the Ministry of Justice and an official translation into Lithuanian. Without these steps, the power of attorney will not be recognised by Lithuanian authorities.

Incorporation and Registration Documents of the Company

When a Bulgarian company signs a contract with a Lithuanian partner, one of the first requirements is to prove its legal status, i.e. that it is duly registered and authorised to conduct business. Lithuanian partners usually require a full set of documents proving this, not just a copy of the contract.

The certificate of current status is crucial, as it shows that the company is duly registered and exists at the time of signing. It also identifies the managers and authorised signatories – information Lithuanian partners always check.

Since these documents are public in nature, issued by state institutions, the competent authority for apostille is the Ministry of Foreign Affairs. Once the apostille is affixed, the documents are translated into Lithuanian by a sworn translator. Only then do they acquire the same legal force in Lithuania as in Bulgaria.

In practice, without this package of documents, it is often impossible to conclude a contract or start cooperation. Lithuanian partners rarely compromise, as legalisation is a guarantee of the reliability of the Bulgarian company. In this way, the company proves that it is a genuine and serious counterparty, which facilitates the building of trust and paves the way for a stable business partnership.

Financial Documents

For large-scale transactions, Lithuanian companies or banks may require legalised financial statements, audit reports or certificates of no outstanding obligations. If issued by an independent auditor or accountant, these documents must first be notarised to obtain official status, then apostilled and translated into Lithuanian.

The Role of Translation

An apostille guarantees authenticity but does not make the document understandable to Lithuanian institutions. Therefore, translation is an obligatory step.

The official language in Lithuania is Lithuanian, and in most cases, this is what is required. In some business contexts, an English translation may be accepted, but this is rare. The translation must be carried out by a sworn translator, often followed by notarisation of the translation itself for added formality.

Common Mistakes

Many companies make the same mistakes when dealing with the legalisation of documents for corporate contracts with Lithuania. The most common oversight is the absence of notarisation on contracts and powers of attorney. Since these documents are private in nature, without notarisation they have no official value and cannot be apostilled. As a result, the entire process goes back to the starting point, leading to wasted time and, in some cases, missed business opportunities.

Another frequent mistake is submitting documents to the wrong authority for apostille. In Bulgaria, different institutions are competent for different types of documents: the Ministry of Foreign Affairs for administrative acts, the Ministry of Justice for notarised documents, and the regional administrations for documents issued by municipalities. If a document is submitted to the wrong institution, the application will be rejected. This means resubmission to the correct authority and delays in the procedure, which can often be critical in time-sensitive transactions.

A serious problem is also the use of ordinary, unofficial translations. Some companies rely on freelance translators or internal staff who know the language. However, such translations have no legal value and will not be recognised by Lithuanian institutions. The official translation must be carried out by a sworn translator, whose signature and stamp guarantee the accuracy of the content. In many cases, the translation itself is also notarised to underline its official status.

There is also a widespread misconception that the apostille certifies the content of a document. In reality, the apostille only confirms the authenticity of the signature and seal, as well as the competence of the authority that issued them. If the content contains errors or inaccuracies, the apostille does not “correct” them or give them legal force. For this reason, companies must be extremely careful when drafting the document, because once the apostille is affixed, the content remains unchanged and is entirely the responsibility of the parties.

Such mistakes have real and serious consequences. If a contract or power of attorney is submitted without notarisation, the Lithuanian Commercial Register will refuse registration. If the translation is not official, a court or bank in Lithuania will not accept the document as evidence. In extreme cases, the lack of proper legalisation may block bank transactions, delay deliveries, or even completely derail an international deal.

Practical Examples

• Example 1: A Bulgarian construction company signs a contract for a project in Lithuania. The contract is notarised, apostilled by the Ministry of Justice and translated into Lithuanian. The authorities accept it and the project starts.

 

• Example 2: A Bulgarian company authorises its lawyer to represent it in a Lithuanian court. The power of attorney is notarised and apostilled. Without it, representation would be refused.

 

• Example 3: A Lithuanian bank requests proof of a Bulgarian partner’s financial stability. The company provides an audited annual report with apostille and translation. The bank accepts it and approves the loan.

Deadlines and Costs

In Bulgaria, an apostille costs between 10 and 15 leva per document, with a processing time of 1 to 5 working days. Translations are charged separately, depending on word count and language pair.

In Lithuania, recognition is automatic – an apostille and translation are sufficient.

Tips for Companies

When preparing documents for legalisation, it is important for every company to proceed carefully and plan the steps in advance. First, it is necessary to check which authority is competent to issue the apostille for the specific document. Different types of documents fall under different jurisdictions – customs and administrative documents are usually apostilled by the Ministry of Foreign Affairs, notarised private documents by the Ministry of Justice, and municipal acts by the respective regional administration. If the document is submitted to the wrong authority, this will result in refusal and delays, which may block the entire contractual process.

The next key step is translation. The translation must be carried out by a sworn translator authorised to certify official translations. It is important not to leave this task until the last minute, as translating lengthy contracts or document packages can take time. Delays with the translation are often the reason why deals fail to start on time or important deadlines are missed.

When it comes to larger transactions involving significant investments or international projects, consultation with a lawyer specialising in international law is highly advisable. Such a specialist can advise on the correct sequence of actions, what additional documents may be required by Lithuanian authorities, and how to avoid legal disputes.

Finally, companies should organise their documentation systematically. Lithuanian partners, as well as institutions, often require the full set of documents at once – the contract, powers of attorney, incorporation acts, certificates and financial statements. If these are submitted only partially or inconsistently, the process can drag on and create an impression of unprofessionalism. A well-structured and timely prepared package of documents facilitates communication, builds trust with the partner and ensures that the legalisation will proceed smoothly and without unnecessary obstacles.

 

Conclusion

The legalisation of documents for corporate contracts with Lithuania is a structured and mandatory process. It includes notarisation (if required), an apostille from the competent authority and an official translation into Lithuanian. The documents most often requiring legalisation are contracts, powers of attorney, incorporation documents, certificates from the Commercial Register and financial statements. By following these rules, companies ensure their documents are recognised in Lithuania, guaranteeing legal security and stability in international transactions. Apostille and translation are not mere formalities – they are strategic tools that build trust, transparency and competitive advantage in international business.