Disclosure: NotaryStyle earns from qualifying purchases as an Amazon Associate. We independently research and recommend products. When you click links to buy products, we may earn a commission at no additional cost to you. Our recommendations are not influenced by commission — we only feature products we believe provide value to notaries.
This article is for informational purposes only and does not constitute legal advice. Apostille requirements and processing times can change, so always check with your state's designated authority or consult an attorney for guidance specific to your situation.
Understanding What an Apostille Is
If you have been told you need an apostille, you are likely dealing with international paperwork. Maybe you are applying for a dual citizenship, accepting a job overseas, getting married in another country, or adopting a child abroad. In all of these scenarios, foreign governments need proof that your US documents are legitimate.
An apostille is a specialized certificate that authenticates the origin of a public document so it can be recognized internationally. It was created by the Hague Convention of 1961 to simplify the document authentication process. Instead of going through a lengthy chain of certifications across multiple embassies, member countries of the Hague Convention agree to accept this single, standardized certificate.
The process of document authentication via apostille can feel daunting if you have never done it before, but it generally follows a predictable path. Here is exactly how to obtain an apostille in your state, from gathering your materials to avoiding common pitfalls.
Before You Begin: Prerequisites and Materials Needed
Before you dive into the application process, you need to ensure your documents are actually eligible for an apostille. Not every document qualifies, and submitting the wrong type of document is the number one reason for delays.
First, determine if your destination country is a member of the Hague Convention. If it is, you need an apostille. If it is not, you will generally need to go through a different, longer process called "authentication and legalization" through the US Department of State and the specific country's embassy.
Assuming you do need an apostille, gather the following materials:
- The original document or a certified copy: You generally cannot get an apostille on a standard photocopy. If you need an apostille for a birth certificate, marriage certificate, or divorce decree, you usually need a certified copy issued directly by the county clerk or state vital records office.
- Properly notarized documents: If you need an apostille for a transcript, a power of attorney, a business agreement, or a letter of consent, you must have the document notarized first. The apostille certifies the notary's signature, not the document itself.
- A check or money order: Fees vary wildly by state, typically ranging from $2 to $25 per document in 2026. Credit cards are sometimes accepted for online or in-person requests, but mail-in requests almost always require a check or money order.
- A self-addressed stamped envelope: If you want your documents mailed back to you, you will need to provide this. For valuable documents, it is highly recommended to use a trackable shipping method like USPS Priority Mail or FedEx.
If your document requires notarization, make sure the apostille notary follows all state laws. If the notarization is flawed, the Secretary of State will reject the document immediately. For more on proper execution, you can review common notary mistakes.
How to Obtain an Apostille: Step-by-Step Instructions
While specific forms and office locations vary, the overarching process to obtain an apostille is roughly the same across the country. Follow these steps to ensure a smooth experience.
1. Identify the Correct Issuing Authority
You must submit your documents to the correct jurisdiction. As a general rule, you submit documents to the state where the document was issued or where the notary was commissioned. For example, if you live in New York but your birth certificate is from California, you must send it to the California Secretary of State. If you signed a power of attorney in Texas and had it notarized by a Texas notary, it goes to the Texas Secretary of State.
There is one major exception: federal documents. FBI background checks, US District Court documents, patents, and certain immigration documents must go directly to the US Department of State in Washington, DC, not to a state office.
2. Prepare Your Document Properly
Look closely at your document. Is it a vital record (birth, death, marriage)? If so, ensure it is a certified copy with a raised seal, stamp, or official watermark.
Is it a notarized document? Check the notary block. Does the notary's signature match the name on their seal? Is their commission expiration date current or was it current on the date of notarization? Does the document contain the proper notarial wording for your state? If anything is missing, you will need to have the document re-notarized before proceeding.
3. Complete the Required Application Form
Most states require a specific "Apostille Request Form." You can typically find this on your Secretary of State's website. The form will generally ask for:
- Your contact information
- The name of the destination country (this is mandatory, as the apostille certificate must list the country)
- Information about the document being submitted
- The number of documents enclosed
- Your return address and preferred shipping method
4. Calculate and Enclose Payment
Check your state's fee schedule. Some states charge a flat fee per apostille, while others have tiered pricing depending on the type of document. Make your check or money order payable to the exact entity listed on the instructions (usually "Secretary of State"). Do not send cash.
5. Submit Your Request
Depending on your state and your timeline, you generally have three submission options:
- By Mail: This is the most common method. Place your documents, form, payment, and return envelope in a secure package and mail it to the designated address. Always use a tracking number.
- In-Person: Many Secretary of State offices allow you to walk in and wait. This is ideal if you live nearby and need the apostille the same day. Check for specific hours, as apostille counters sometimes have different operating hours than general business offices.
- Online: A growing number of states are implementing online portals where you can upload notarized documents (for documents that do not require a physical raised seal) and pay with a credit card.
6. Track and Receive Your Apostille
If you mailed your documents, keep an eye on the tracking number to confirm delivery. Processing times vary drastically by state. In 2026, some states process mail-in requests in as little as 3 to 5 business days, while others take 4 to 6 weeks. If you chose expedited service or walked in, you will likely receive your documents much faster.
When your package arrives, open it immediately and verify that the apostille is attached correctly, that your destination country is spelled right, and that the document information matches.
Common Mistakes to Avoid When Requesting an Apostille
Understanding where people typically go wrong can save you weeks of frustration. Here are the most frequent errors to avoid:
Using an out-of-state notary. If you live in Florida but have your document notarized by a notary commissioned in Georgia, the Florida Secretary of State will reject it. The notary must be commissioned in the same state where you are applying for the apostille.
Submitting a photocopy of a vital record. You cannot bring a regular photocopy of your birth certificate to a notary and have them certify it. You must obtain a new certified copy from the state or county registrar.
Forgetting the country name. An apostille is only valid for one specific country. If you leave the destination country blank on your application, the state cannot process it, because the apostille certificate itself must explicitly state the receiving country.
Using a notary stamp that is smudged or expired. Secretary of State clerks review notary seals with a fine-tooth comb. If the ink is illegible, or if the notary's commission expired the day before they notarized the document, the authentication will be denied.
Sending documents to the wrong state agency. In some states, apostilles are handled by the Secretary of State. In others, they might be handled by the Department of State, the Lieutenant Governor's office, or the Superior Court. Always double-check the specific mailing address for apostilles in your state by visiting state-specific notary guides.
Troubleshooting: What to Do If Things Go Wrong
Even with careful preparation, issues can arise. Here is how to handle common roadblocks.
Your document is rejected. If you receive your package back with a rejection letter, do not panic. Read the letter carefully. Rejections are almost always due to a notarial error or a non-certified copy. Take the rejection letter to a professional notary and explain exactly why it was rejected. Once the error is fixed, resubmit the document.
You have an extremely tight deadline. If you need an apostille in 24 to 48 hours and your state has a 4-week backlog, mailing it is not an option. You have two choices: drive to the state capital and wait in line for in-person processing, or hire a professional apostille service. These services charge a premium, but they often have established relationships and daily runners at state capitols that can cut through the red tape.
The document is in a foreign language. Generally, a Secretary of State will only issue an apostille on documents issued in English. If your notarized document is written entirely in Spanish, French, or any other language, it will typically be rejected. You will usually need to have the document translated into English by a certified translator, have the translator's signature notarized, and then submit both the translation and the original foreign-language document for the apostille.
Turn apostille services into a profit center. Our Apostille Expert course teaches you how to add apostille facilitation to your notary business — one of the highest per-document revenue streams available.
Frequently Asked Questions
How much does it cost to obtain an apostille? Fees vary by state. In 2026, you can generally expect to pay anywhere from $2 to $25 per document for the state fee. If you use a professional service to handle the process for you, expect to pay their service fee on top of that, which typically ranges from $75 to $250 per document depending on the turnaround time.
How long does the apostille process take? It depends entirely on the state and how you submit your request. Mail-in requests can take anywhere from a few business days to several weeks. In-person drop-off is usually processed the same day. If you are working against a strict deadline, check your state's website for current processing times or consider hiring an expediter.
What is the difference between an apostille and a certificate of authentication? An apostille is used for documents going to countries that are members of the 1961 Hague Convention. A certificate of authentication (or chain of authentication) is used for documents going to non-member countries. The authentication process requires additional steps, usually involving the US Department of State and the embassy of the destination country.
Do I need to notarize a certified birth certificate before getting an apostille? No. Certified vital records (birth, death, marriage) issued directly by a state or county registrar do not require notarization. The state Secretary of State can authenticate the registrar's signature directly. You only need a notary for private documents, such as contracts, letters, or powers of attorney.
Can I get an apostille for a document that was issued in another country? No. US state and federal authorities can only issue apostilles for US-originated documents. If you have a document from another country that needs to be used in the US, you must contact the issuing country's designated authority to obtain an apostille from them.
