The Step-by-Step Document Legalization Process for Working in Singapore: Essential Knowledge Before Your Departure
Securing a job offer in Singapore is a major achievement; however, the next challenge is ensuring your administrative documents are legally recognized by local authorities, such as the Ministry of Manpower (MOM).
Singapore Feature
Send Money from Singapore to Indonesia with Transfez
Whether you're supporting your family or paying bills in Indonesia, Transfez makes sending money from Singapore fast, affordable, and reliable.
✔ Fast SGD → IDR transfers
✔ Low, transparent fees
✔ Trusted by Indonesian workers in Singapore
Built for Indonesians who live, work, and support families from Singapore.
Since Indonesia officially joined the Apostille Convention, the process of legalizing work documents for Singapore has become significantly more streamlined compared to the old system, which required multiple rounds of verification from various ministries and embassies. Documents such as diplomas, transcripts, and birth certificates now only require an Apostille Certificate to be valid abroad. Understanding this flow is crucial to avoid work pass (EP or S-Pass) rejections caused by invalid documents or incorrect procedures.
Step-by-Step Guide to Document Verification via the Apostille System for Singapore
While the current legalization flow is digitally integrated, precision at every stage remains the key. To ensure your departure plans proceed without bureaucratic hurdles, follow these seven essential steps:
1. Define the Purpose of Your Documents in Singapore
First, clarify exactly what your documents will be used for whether it is for a work pass application, HR onboarding, opening a bank account, or family dependency passes.
Pro Tip: If you are applying for a work pass, categorize your files into “Identity Documents” (Passport), “Competency Documents” (Diplomas), and “Work History Documents” (Contracts, payslips). This aligns with the requirements found on the MOM official website.
2. Prepare Original Documents and Verify Issuing Authorities
Before applying for an Apostille, ensure you hold valid documents, such as current police certificates (SKCK) or birth certificates that are consistent with your ID and passport.
Note on Consistency: A common delay is caused by discrepancies in name spelling or dates of birth between your passport and other documents. MOM requires an explanation letter and supporting evidence (like a deed poll) if names do not match across all files.
3. Translate Documents into English in an Accepted Format
For MOM applications, all non-English documents must be uploaded alongside an English translation as a single file.
- Best Practice: Create an “Original + Translation” package for each document (e.g., “Diploma + English Translation”). Translations should be done by certified translation service providers. Keeping clean PDF scans will make the HR onboarding process much smoother.
4. Notarize Private Documents for Authentication
The Apostille system primarily applies to public documents. For “private” documents—such as company experience letters or reference letters you often need to visit a Notary Public first. This provides an official signature that can then be authenticated via the Apostille process. Notarization confirms the identity of the signer and ensures the copy matches the original.
5. Apply for the Indonesian Apostille via the AHU System
This is the core of the legalization process. Indonesia uses the official Apostille AHU portal.
- The Flow: Submit the application via the AHU website, wait for verification by the Directorate General of AHU, pay the Non-Tax State Revenue (PNBP) fee, and then collect/print the certificate at your regional office (Kanwil).
- Cost & Time: The PNBP fee is IDR 150,000 per document. Verification usually takes a few business days, followed by a printing process that may take around 3 days, depending on the regional office.
6. Verify Document Eligibility and Prioritize by Need
Ensure the documents you are legalizing are on the approved list. For workers, the most relevant ones usually include educational diplomas, birth certificates, marriage certificates, SKCK (Police Record), health documents, and notarized translations.
Order of Priority: Start with the most frequently requested: Passport, Diploma, and Transcript, followed by civil documents if you are bringing family members.
7. Verify the Apostille Certificate and Build a Digital Archive
Once the Apostille is issued, ensure it is verifiable. Most regional offices provide a verification page on the AHU portal.
Digital Organization: Save a clear folder containing:
- Clean scans of original documents.
- English translations.
- Scans of the documents with the Apostille certificate attached.
Consistent file naming will help when HR, government portals, or banks request the same documents in different formats.
The safest way to legalize your work documents for Singapore is to follow a clean workflow: verify at the source, prepare high-quality English translations, and use the AHU Apostille channel for public documents. A well-organized digital archive is your final safeguard, as the same documents may be requested multiple times by different entities.
Download the Transfez App
Send Money to Singapore Now It’s much easier. The Transfez app can help you transfer money overseas faster, cheaper, and more efficiently. Jack Finance can also help your business with overseas transactions. For those of you who want to send money to relatives abroad who are studying, working, or traveling, Transfez is here to help. The app is available on Android and iOS. Download now!
