What Are Apostille Services? A Plain-English Guide
- Tifini Vega
- Oct 13
- 4 min read
Updated: Oct 16
If you need to use a U.S. document in another country, you’ll often be asked for an apostille. Think of an apostille as an international “stamp of authenticity” that confirms a public official’s signature on your document is real. This post explains what apostille services are, when you need them, and how the process works—without the legal jargon.
What is an apostille?
An apostille is a certificate issued by a government authority (in the U.S., typically a Secretary of State or the U.S. Department of State) that verifies:
the signature of the public official who signed your document,
the capacity in which that official acted (e.g., Notary Public, County Clerk, State Registrar), and
sometimes the official seal.
Important: an apostille does not validate the document’s contents; it authenticates the signature and capacity of the signer so your document can be trusted abroad.
When do you need apostille services?
You’ll likely need an apostille if a foreign authority (school, bank, court, employer, consulate) requests one for:
Vital records: birth, marriage, death certificates
Education: diplomas, transcripts, enrollment letters
Business: Articles of Incorporation, Certificates of Good Standing, bylaws, board resolutions, powers of attorney
Personal/legal: powers of attorney, adoption papers, background checks (FBI/state), affidavits
If you’re unsure, ask the receiving party: “Do you require an apostille or legalization? Which country will use the document?”
Hague vs. Non-Hague countries (why it matters)
Destination country type | What you’ll need | Who issues it | Extra steps? |
Hague Convention member | Apostille | State Secretary of State or U.S. Department of State (depending on document type) | Usually no consulate step |
Non-Hague country | Legalization | State &/or U.S. Department of State plus Consulate/Embassy | Yes: consulate/embassy authentication after state/federal |
If your destination is Hague, the process usually stops after the apostille. If non-Hague, plan for embassy/consulate legalization after the apostille. (This is where a coordinator offering expedited apostille service can save time and frustration.)
Apostille notary services vs. apostille services—what’s the difference?
Apostille notary services: A mobile or in-office Notary Public ensures your document is properly notarized (correct certificate wording, ID check, signature, and seal). Many apostille requests require notarization first—for example, a Power of Attorney or translator’s affidavit.
Apostille services: After notarization (or for documents already certified by a public official), the provider submits your document to the correct authority (state or federal), tracks it, and returns it to you—sometimes with embassy/consulate legalization for non-Hague countries.
State vs. Federal apostilles
State-level: Most documents—vital records, notarized documents, corporate filings—are authenticated at the state where the document was issued or notarized.
Federal-level: If the document is federal (e.g., FBI background check, federal court, or U.S. Department of Agriculture document), it’s authenticated by the U.S. Department of State.
Vital records tip: Certified copies of birth/marriage/death must be apostilled in the state of issuance.
Translation tip (Spanish → English): Make sure “notario público” is translated as “notary public.” These terms are not interchangeable in the U.S., and the wrong wording can cause rejection.
Typical apostille workflow (step-by-step)
Check requirements with the receiving country/organization.
Notarize if needed (apostille notary services) using the correct certificate language for your state.
Confirm jurisdiction: state vs. federal.
Submit to the appropriate authority (and pay fees).
Track & return: receive your apostilled document by pickup or courier.
Non-Hague only: complete embassy/consulate legalization.
How long does it take?
Timeframes vary by office workload and shipping. Expect:
Standard: several business days to a few weeks, depending on the state/federal office.
Faster options: a coordinator offering expedited apostille service can often speed up transit, submission timing, and document return—though government processing queues still apply.
Common mistakes that cause delays
Using an old or uncertified vital record (get a new certified copy).
Incorrect notarial wording or missing seal/signature.
Sending to the wrong state or authority.
Mismatched names/dates across documents.
Translation errors (e.g., “notario público” ≠ “notary public”).
Skipping consulate/legalization for non-Hague countries.
What to prepare
The original notarized/certified document
The destination country (often required on a cover sheet)
A return label or preference (local pickup, FedEx, DHL)
Government fees and your contact info
Why use a professional?
A professional coordinator handles the details—document review, correct jurisdiction, in-person submission when available, and tracking—reducing errors and keeping your timeline realistic. If you’re on a deadline or juggling multiple documents, using apostille services (with expedited options) can be the difference between a smooth approval and a rejection.
FAQs
Do apostilles expire? The certificate itself doesn’t have an expiration, but the receiving authority may require documents issued or apostilled within a recent timeframe (e.g., 90 days). Always ask.
Can I apostille a photocopy? Usually no—the authority needs a certified copy or the original notarized document. Ask before you send.
Can a friend submit my apostille in person? In many states, yes—anyone can present your documents with the required fees.
Do translations need to be apostilled? If the receiving party asks for a certified translation, the translator can sign a notarized affidavit, and that notarized affidavit is what gets apostilled. (Content can be in another language; the notarial certificate must be in English.)
Comments