Apostille Services Explained in Under 3 Minutes: Your Quick Guide to International Document Authentication

Need to use documents overseas? You’ve likely heard “apostille,” but what does it mean. Use this quick guide to understand the basics, avoid delays, and move forward with confidence.

Quick Definition

An apostille is a certificate that confirms the origin of a public document so it’s recognized in other countries that are part of the Hague Convention. It verifies:

• The signature
• The signer’s capacity
• The seal or stamp on the document

The 1961 Hague Convention created the apostille to replace multistep legalizations. It simplified international acceptance for public documents.

Apostille vs. Authentication

What you need depends on your destination country. You need an apostille when:

• The destination country is a member of the Hague Convention
• You’re sending documents to countries like the UK, France, Germany, Australia, and most of Europe

You need authentication (legalization) when:

• The destination country is not part of the Hague Convention
• Countries such as Canada and the United Arab Emirates require embassy/consular legalization

Typical authentication steps:

• Notarization (if required)
• County or state certification
• U.S. Department of State certification
• Embassy or consulate legalization

Verify country requirements:

• HCCH Apostille Convention Status Table: https://www.hcch.net/en/instruments/conventions/status-table/?cid=41
• U.S. Department of State – Authenticate Your Document: https://travel.state.gov/content/travel/en/records-and-authentications/authenticate-your-document.html
• HCCH – Full text of the Apostille Convention: https://www.hcch.net/en/instruments/conventions/full-text/?cid=41
• USA.gov – Apostille certificate overview: https://www.usa.gov/apostille
• NASS – State Apostille and Authentication resources: https://www.nass.org/business-services/apostilles-document-authentication

Who Can Issue Apostilles (U.S.)

Only competent authorities can issue apostilles. For state-issued documents:

• Your state’s Secretary of State office
• Some states delegate authority to designated offices

For federal documents:

• U.S. Department of State – Office of Authentications (Washington, D.C.): https://www.state.gov/office-of-authentications/

For federal court documents:

• Clerks of U.S. federal courts

Note: A notary public can’t issue an apostille. However, many documents must be notarized first. If you’re new to notarization, review our Notary Services Guide: https://apollonotary.com/blog/notary-services-guide

Documents That Commonly Need Apostilles

Personal documents:

• Birth, marriage, divorce, and death certificates
• Background checks

Educational documents:

• Diplomas, degrees, transcripts, academic records

Legal documents:

• Powers of attorney (learn how to notarize: https://apollonotary.com/blog/power-of-attorney-notarization-guide)
• Affidavits, court orders, adoption papers

Business documents:

• Articles of incorporation, bylaws
• Commercial invoices
• Patents and trademarks

Key requirement:

• Documents must be public records or properly notarized to qualify for an apostille.

How to Get an Apostille: Step by Step

Step 1: Prepare the document

• Use an original or a certified copy from the issuing authority.
• Photocopies usually aren’t accepted.

Step 2: Notarize if required

• Some documents need notarization before apostille.

Step 3: Identify the competent authority

• State documents: your Secretary of State
• Federal documents: U.S. Department of State (overview and contacts: https://www.state.gov/office-of-authentications/)

Step 4: Submit your application

• Most authorities accept mail-in requests.
• Some offer in-person or expedited options.

Step 5: Pay fees

• Fees vary by state and document type (often $5–$25 per document).
• Check state-specific rules via NASS: https://www.nass.org/business-services/apostilles-document-authentication

Step 6: Receive the apostilled document

• Processing can range from same-day to several weeks.
• If timing matters, request expedited service where available.

Avoid These Common Mistakes

Use the correct document

• Originals or certified copies only.

Send to the correct office

• Apostilles must be issued by the state that issued the document.

Don’t skip required notarization

• Confirm whether your document needs notarization before submission.

Handle translations separately

• The apostille doesn’t translate your document.
• Use certified translation if required by the destination country.

Time and Cost: What to Expect

Standard processing times:

• State apostilles: about 1–3 weeks
• Federal apostilles: about 2–4 weeks

Expedited options:

• Many offices provide rush service (same-day or next-day where available).
• Check agency policies and current timelines: https://www.state.gov/office-of-authentications/

Typical costs:

• Apostille fees: roughly $5–$25 per document
• Expedited service: additional fees vary
• Shipping and handling: depends on your carrier and speed

Tips for International Business Documents

Plan for multiple documents

• Bundle submissions to save on postage and handling.

Keep certified copies

• Maintain extra certified copies for future transactions.

Work with professionals

• Complex files benefit from expert review before submission.
• Need notarization help. Start with our Notary Services Guide: https://apollonotary.com/serive-details

Need Help with Your Apostille

Apollo Notary Services can help you:

• Prepare documents
• Notarize in person or online
• Navigate the state or federal apostille process

Have any question. Contact us for options, fees, and timelines. Ready to proceed. Request an appointment and get a clear checklist for your document type.