Apostille Definition: What It Means for Your Documents...
- Tifini Vega
- Sep 4
- 4 min read
Updated: 3h
Apostille Services: Your Guide to International Document Authentication
Why Apostille Matters
If you need to use a U.S. document in another country, that country must trust its authenticity. For nations that are part of the Hague Apostille Convention, the solution is an apostille. This one-page certificate confirms the authenticity of the signature, capacity, and seal of the public official on your document.
Key Points to Remember
An apostille authenticates the public official’s signature and seal, not the content of the document.
It is valid only between Hague Convention member countries.
It replaces embassy or consulate legalization for those countries.
Common documents requiring an apostille include birth and marriage certificates, diplomas, powers of attorney, court, and corporate records.
A notarization is often a step before obtaining an apostille, but it is not a substitute.
Apostilles are issued by the designated authority where the document originated, such as the state Secretary of State.
Learn more about our apostille services in San Mateo County.
What is an Apostille?
An apostille is a standardized authentication certificate established under the 1961 Hague Convention. It is attached to a public document to verify the authenticity of the signing official’s signature and seal.
Once attached, the apostille makes the document legally acceptable in other Hague member countries without needing further certification or consular legalization.
Do You Need an Apostille?
You’ll typically need an apostille when a foreign government, school, employer, court, or agency requests a U.S. document for official use abroad.
Common situations include:
Studying or working abroad: Diplomas, transcripts, background checks.
Marriage or adoption overseas: Birth, marriage, or adoption certificates.
Doing business internationally: Corporate records, powers of attorney, or notarized contracts.
An apostille ensures your U.S. document is properly authenticated and legally recognized in other countries that are members of the Hague Apostille Convention.
Apostille vs. Notarization
Understanding the difference between notarization and an apostille is essential when preparing documents for international use.
Notarization: Confirms the identity of the signer, their understanding, and willingness to sign. This process is performed by a U.S. Notary Public and ensures the document is valid for use within the United States.
Apostille: Authenticates the notary’s signature and seal (or the signature of another public official) so the document can be legally recognized outside the United States in countries that are members of the Hague Apostille Convention.
In many cases, you’ll notarize first and then obtain the apostille for the notarized document — completing both steps ensures it’s valid for international acceptance.
Apostilled Copy Explained
An apostille is attached to original public documents or to certified copies issued by an official agency, such as a certified birth certificate from Vital Records.
If a “copy” receives an apostille, it usually means a notarized copy certification was prepared first and then apostilled by the Secretary of State.
Because requirements vary by country and purpose, always verify whether the receiving authority requires the original document or a certified copy before proceeding.
How to Obtain an Apostille in the U.S.
Obtaining an apostille involves several important steps to ensure your document is properly authenticated for international use.
1. Identify the Issuing Authority
For state-issued documents (such as notarized records, vital records, or court papers), contact your state’s Secretary of State.
For federal documents (such as FBI background checks or documents issued by a federal agency), contact the U.S. Department of State – Office of Authentications.
2. Prepare the Document
Obtain a certified copy for vital records (e.g., birth or marriage certificates).
If the document is private (e.g., a power of attorney or affidavit), ensure it is properly notarized using complete, state-compliant notarial wording.
3. Submit for Apostille
Complete the apostille request form and follow your state’s submission instructions.
Obtain a quote for apostille processing and include payment once your invoice is issued.
Processing times vary by state; expedited or courier services may be available for faster turnaround.
4. Receive and Assemble
Once issued, the apostille is stapled or attached to your document by the Secretary of State or issuing authority.
Do not remove the apostille — it must remain physically attached for the document to remain valid.
Note: The apostille itself doesn’t “expire,” but many foreign recipients prefer recently issued records, such as birth certificates issued within the last 3–6 months. Always check the requirements.
If the Destination Country is Not in the Hague Convention
If the destination country is not part of the Hague Convention, you will need embassy or consulate legalization. This involves state (or federal) authentication followed by foreign embassy or consulate legalization.
Frequently Asked Questions About Apostilles
Q: How long is an Apostille valid?
A: It does not have a set expiration. Validity depends on the underlying document and the recipient’s freshness rules.
Q: Can any document be apostilled?
A: Only public documents or documents that have been properly notarized can be apostilled. Private documents may first need notarization or certification before obtaining an apostille.
Q: Do I need a translation?
A: If the destination country uses another language, you may need a certified translation of the apostilled document. Always ask the requesting authority.
Q: What about digital/e-apostilles?
A: Some authorities issue electronic apostilles (e-Apostilles), but acceptance varies by country. When in doubt, use a paper apostille attached to the physical document.
Q: How long do mailed-in apostilles take right now?
A: Based on a clerk update on September 3, 2025, mailed-in requests are about 4–6 weeks, and the office was working on mail received August 8, 2025. Timelines can change without notice; if you’re on a deadline, ask about courier or in-person options.
Need Help with Apostille Services?
I facilitate apostilles (with optional certified translations) and handle notarization and delivery. This ensures your documents are accepted abroad without delays. Serving Burlingame and all of San Mateo & Santa Clara Counties.
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