National Apostilles FAQ

An apostille is a certificate issued by a designated government authority that authenticates the origin of a public document. It is required whenever you need to use a U.S. document in a foreign country that is a member of the Hague Apostille Convention. Common situations include international employment, studying abroad, immigrating to another country, conducting business overseas, getting married in a foreign country, or processing an international adoption. Without an apostille, your documents will not be recognized as legally valid by foreign governments and institutions.

An apostille is used for countries that are members of the 1961 Hague Convention Abolishing the Requirement of Legalization for Foreign Public Documents. It is a single-step certification process. Embassy legalization (also called authentication or consular legalization) is required for countries that are not members of the Hague Convention, such as China, Canada, and the United Arab Emirates. Embassy legalization is a multi-step process that typically requires state-level authentication followed by certification at the destination country's embassy or consulate. The legalization process is generally more time-consuming and expensive than obtaining an apostille.

Most public documents can receive an apostille, including birth certificates, marriage licenses, death certificates, divorce decrees, court orders, academic diplomas and transcripts, corporate documents (Articles of Incorporation, Certificates of Good Standing), powers of attorney, notarized affidavits, background checks, and adoption papers. Private documents such as personal letters, contracts between private parties, or commercial invoices generally cannot receive an apostille unless they have been notarized first. Federal documents such as FBI background checks require processing through the U.S. Department of State in Washington, D.C., rather than a state office.

Processing times vary by state and document type. Most states process apostille requests within 2 to 7 business days for standard service. Many states offer expedited or same-day processing for an additional fee. Federal apostilles through the U.S. Department of State typically take 10 to 15 business days. Additional time should be factored in if your document requires preliminary steps such as county clerk authentication, notarization, or obtaining certified copies from a state agency. Our service includes pre-screening all documents to ensure they meet state requirements before submission, minimizing the risk of rejection and delays.

No, each state has its own apostille process and requirements. In most states, the Secretary of State issues apostilles, but there are exceptions. In Georgia, the Clerk of the Superior Court issues apostilles at the county level. In Utah, Alaska, and Hawaii, the Lieutenant Governor's Office handles apostilles. Some states like New York, New Jersey, Kentucky, and Missouri require notarized documents to be first authenticated by the County Clerk before the state will issue an apostille, adding an extra step. Other states like California, Florida, and Texas allow direct submission of notarized documents without county clerk pre-authentication. Our team is familiar with the specific requirements of all 50 states.

An apostille must be obtained from the state where the document was issued or notarized. For example, a birth certificate issued in Texas must be apostilled by the Texas Secretary of State, even if you currently live in California. Similarly, a document notarized by a New York Notary Public must be apostilled by the New York Department of State. Federal documents (FBI background checks, patent documents, immigration records) must be apostilled by the U.S. Department of State in Washington, D.C., regardless of where you live. Our nationwide network allows us to process documents in any state efficiently.

Documents are commonly rejected for several reasons: the notary's commission has expired, the document is a photocopy rather than a certified copy, the required county clerk authentication is missing, the document has been altered or has correction fluid marks, or the signatory's authority cannot be verified by the issuing state. If a rejection occurs, the state office will typically return the document with an explanation of the deficiency. Our pre-screening process catches these issues before submission. If a rejection does occur, we work to rectify the issue at no additional cost, whether that means obtaining a new certified copy, having the document re-notarized, or completing any missing authentication steps.

Apostilles themselves do not have an expiration date. However, the underlying document may have validity limitations imposed by the receiving country or institution. For example, many countries require that apostilled background checks be less than 6 months old, and some universities require academic transcripts to be apostilled within the last 12 months. Birth certificates, marriage licenses, and other vital records with apostilles are generally accepted regardless of when the apostille was issued. We recommend checking with the receiving foreign authority about any time limitations before beginning the apostille process to ensure your authenticated documents will be accepted.

State apostille fees vary but typically range from $2 to $25 per document, depending on the state. Federal apostilles through the U.S. Department of State cost $20 per document. Expedited processing fees, when available, are additional. Beyond the state fee, total costs may include obtaining certified copies of documents, notarization fees, county clerk authentication fees (in states that require it), and shipping costs. Our service fee covers document review, preparation, submission, and return shipping. We provide a complete cost breakdown before processing so there are no surprises.

Most states require that documents submitted for apostille be in English or accompanied by a certified English translation. The translation must typically be performed by a professional translator, and the translator's affidavit must be notarized before the state will issue an apostille. Some states, like California, have specific notary acknowledgment forms that must accompany translated documents. The apostille will be attached to the English translation and the original foreign language document. If you need a document apostilled for use in a non-English-speaking country, the receiving country may require an additional translation into their official language after the apostille is issued. We coordinate the full translation and notarization process as part of our service.