Malta Ship Registry Updates Foreign Document Authentication

Transport Malta’s Merchant Shipping Directorate has issued Merchant Shipping Notice 206, introducing a simplified alternative procedure for authenticating foreign documents submitted to the Malta Ship Registry. The notice took effect immediately on the 13 May 2026 and applies to documents executed outside of Malta for the purpose of filing or registration.

For our clients and the wider maritime community, this is a welcome and practical development that should reduce processing times on cross-border transactions.

What’s changed

Until now, foreign documents submitted to the Malta Ship Registry had to be authenticated by a notary, lawyer, or equivalent professional in the jurisdiction of origin and then formally legalised, either through an Apostille under the Hague Convention of 1961 or via the relevant Maltese diplomatic or consular representation. In practice, this has been a common source of delay, particularly in jurisdictions where Apostille processing is slow or consular access is limited.

Under the new procedure, the Registry may waive the legalisation requirement entirely. Instead, a shipping service professional or practitioner, duly warranted and licensed to practice in Malta, can submit a signed electronic Declaration of Authenticity affirming that, to the best of their professional knowledge, the foreign professional who executed the document is duly warranted and qualified to practise in their relevant jurisdiction. This applies regardless of whether the document originates from within or outside the European Union.

Practitioner responsibilities

The simplified route comes with clear accountability. The practitioner signing the Declaration assumes full responsibility for the integrity of the authentication and is expected to verify the foreign professional’s credentials through documentary evidence, official inquiries with regulatory bodies, or other standard due diligence methods. Transport Malta strongly recommends retaining all background documentation as evidence of the verification process.

Authorised signatories include:

• Advocates;
• Notaries Public;
• Certified Public Accountants; or
• Registered Auditors.

Foreign-qualified professionals may only sign the declaration if they hold an equivalent warrant or certificate entitling them to practice their profession within the Maltese jurisdiction.

Important note

This is an alternative procedure, not a replacement. The existing Apostille and consular legalisation routes remain fully available. Documents that currently do not require professional authentication or legalisation are unaffected, and the Registry retains discretion over whether to accept documents under the simplified route.