If you need to use a U.S. document in another country – for a visa, a job, a marriage, a property sale, an adoption, or a business deal – you’ll almost certainly need an apostille. This guide walks you through the entire process from start to finish: what an apostille is, which documents need one, how to get one step by step, what it costs, how long it takes, and the mistakes that cause documents to get rejected.
This is a comprehensive guide. Use the headings to jump to the section you need, or read it through if you’re starting from scratch.
What Is an Apostille?
An apostille is a certificate that authenticates a public document so it can be legally used in another country. It’s issued under the 1961 Hague Apostille Convention, an international treaty with more than 120 member countries. When a document carries an apostille, every member country accepts it as authentic without requiring any further verification.
The apostille doesn’t certify that the contents of your document are true – it certifies that the signature, seal, or stamp on the document belongs to a legitimate official. In other words, it verifies the authority of whoever issued or notarized the document, not the document’s substance.
Which Documents Can Be Apostilled?
Most U.S.-issued public documents can be apostilled. They fall into three broad categories:
Personal documents
- Birth certificates, death certificates, and marriage certificates
- Powers of attorney and affidavits (after notarization)
- Travel consent letters for minors
- Diplomas, degrees, and academic transcripts
- Driver’s licenses and U.S. passports (as notarized copies)
Federal documents
- FBI background checks (Identity History Summaries)
- FAA documents (pilot licenses, aircraft records)
- Department of Veterans Affairs (VA) documents
Business documents
- Articles of incorporation and certificates of good standing
- Certificates of origin, free sale, and commercial invoices
- Corporate resolutions and agreements (after notarization)
Who Issues an Apostille?
This is the part that trips people up most, so it’s worth being precise. The authority that issues your apostille depends on what kind of document you have:
| Document Type | Apostille Issued By |
|---|---|
| State-issued vital records (birth, death, marriage) | The Secretary of State of the issuing state |
| Notarized documents (POA, affidavits) | The Secretary of State of the state where notarized |
| County or court documents | The Secretary of State of that state (sometimes after county certification) |
| FBI background checks | U.S. Department of State (Washington, D.C.) |
| FAA and other federal documents | U.S. Department of State (Washington, D.C.) |
| The key rule State documents are apostilled by the state that issued (or notarized) them. Federal documents are apostilled by the U.S. Department of State. A birth certificate from Oregon is apostilled by the Oregon Secretary of State; an FBI background check is apostilled federally no matter what state you live in. |
How to Get an Apostille: Step by Step
Step 1: Identify your document and destination country
Start by confirming exactly which document you need apostilled and which country it’s going to. The destination country matters because some countries have additional requirements – translation, recency limits, or (for non-Hague countries) embassy legalization on top of the apostille.
Step 2: Make sure you have the right version of the document
For vital records (birth, death, marriage), you’ll almost always need an original certified copy with a raised or embossed seal – not a photocopy and not a laminated keepsake certificate. If you don’t have a proper certified copy, you’ll need to order one from the issuing state’s vital records office first.
For documents that aren’t government-issued (powers of attorney, affidavits, business documents), the document must be notarized before it can be apostilled.
Step 3: Get the document notarized (if required)
If your document needs notarization, sign it in front of a commissioned notary public in the state where you’ll apostille it. The notary verifies your identity and applies their seal. Remember: the document must be notarized in the same state where it will be apostilled.
Step 4: Submit to the correct authority
Send the document to the Secretary of State (for state documents) or the U.S. Department of State (for federal documents), along with the required form, fee, and a prepaid return envelope. Each office has its own submission process, form, and fee schedule.
Step 5: Receive the apostilled document and use it abroad
Once the apostille is attached, your document is ready for use in any Hague Convention country. Keep it safe – the apostille is now a permanent part of the document.
Can You Apostille a Document From Another State?
Yes, but it has to be apostilled by the correct state. A document issued or notarized in Texas must be apostilled by the Texas Secretary of State, even if you now live in Oregon. You don’t have to travel back to the original state, though – a professional apostille service can coordinate the apostille through its network in the issuing state and handle the mailing for you. Federal documents are simpler: they’re always apostilled in Washington, D.C., regardless of where you live.
How Much Does an Apostille Cost?
Costs vary by state and document type, and they break into two parts: the government fee and the service fee (if you use a service).
- Government fees: State apostille fees are typically charged per document. Federal apostille fees through the U.S. Department of State are separate and depend on the service tier you choose.
- Service fees: If you use an apostille service to handle the process, expect a service fee on top of the government fee. At Oregon Apostille Hub, service starts at $125 plus government fees, with rush and same-day options available for state documents.
Beware of services advertising suspiciously low prices – they sometimes exclude government fees, return shipping, or required notarization, then add them at the end. A trustworthy service quotes you an all-inclusive price up front.
How Long Does an Apostille Take?
Processing time depends on the document type and the service level:
- State documents (standard): Usually 4–14 business days, depending on the state’s processing queue.
- State documents (rush/same-day): Some services, including ours, offer rush (1–3 business days) or same-day service by hand-walking documents through the Secretary of State’s office.
- Federal documents: FBI background checks and other federal documents go through the U.S. Department of State, which takes roughly 1–2 weeks for expedited federal service or 8–12 weeks for standard federal processing.
Common Mistakes That Cause Rejection
- Wrong state. Submitting to the wrong Secretary of State – the document must be apostilled where it was issued or notarized.
- Photocopy instead of certified copy. Vital records usually need an original certified copy with a raised seal.
- Missing or defective notarization. An expired notary commission, missing seal, or incorrect notarial wording all cause rejection.
- Skipping the destination country’s extra requirements. Forgetting a required translation, or not realizing the country needs embassy legalization rather than an apostille.
- Document too old. Some countries require the underlying document (like an FBI check) to be issued within the last few months.
What If My Destination Isn’t a Hague Convention Member?
If your document is going to a country that isn’t part of the Hague Apostille Convention, an apostille won’t be accepted. Instead, the document needs embassy legalization: authentication by the U.S. Department of State followed by legalization at the destination country’s embassy or consulate. This process is longer and more complex, but it’s required for non-Hague destinations.
| Let Oregon Apostille Hub handle the whole process Apostille rules are full of exceptions – the right state, the right document version, the right order of steps, and the right destination-country requirements. We handle all of it. Mail us your document (or upload a scan to start), and we’ll verify it’s correct before submission, walk it through the appropriate authority, and ship it back to you anywhere in the world. Same-day service is available for state documents. Call (971) 708-3000 or request a free quote. |
Quick Reference: Apostille by Document Type
For document-specific requirements, pricing, and timelines, see our dedicated service pages for birth certificates, death certificates, marriage certificates, powers of attorney, FBI background checks, diplomas and transcripts, and business documents. Each one covers the exact steps and common destination-country requirements for that document.
Do You Need a Translation Too?
If your document is going to a country that doesn’t use English, you’ll likely need a certified translation in addition to the apostille. The order matters and depends on the country – some want the original apostilled and then everything translated, others want the translation itself notarized and apostilled, and some prefer to handle translation through their own sworn translators after the document arrives. Confirm your destination’s requirement before you start, because translating in the wrong order is a common cause of rejection.
Frequently Asked Questions About Getting an Apostille
Do I need the original document or is a copy okay?
It depends on the document. Vital records (birth, death, marriage) almost always require an original certified copy with a raised or embossed seal – a photocopy won’t be accepted. For documents like diplomas, a notarized copy is often acceptable. For powers of attorney and affidavits, the original signed-and-notarized document is what gets apostilled. When in doubt, confirm before sending.
Can someone else apostille a document on my behalf?
Yes. You don’t have to personally appear at the Secretary of State or Department of State. A professional apostille service submits documents on behalf of clients every day. You mail (or hand off) the document, and the service handles the government submission and returns the apostilled document to you. This is especially useful if you don’t live near the relevant government office, or if your document needs to be apostilled in a state you no longer live in.
What if I need apostilles on multiple documents?
Each document gets its own apostille and its own government fee. If your documents are all state-issued from the same state, they can usually be submitted together. If some are state documents and others are federal (like an FBI check), they follow different paths – state documents to the Secretary of State, federal documents to the U.S. Department of State – but a service can manage both simultaneously for you.
Is an apostille the same as notarization?
No. Notarization verifies a signature; an apostille authenticates the official (such as the notary) for international use. Many documents need both, in that order – notarization first, then apostille. They’re complementary steps, not substitutes for each other.
What happens if my document is rejected?
Rejections usually come down to a fixable issue – wrong state, a photocopy instead of a certified copy, a notarization defect, or a missing requirement for the destination country. A good apostille service reviews your document before submission specifically to catch these issues, which is the single best way to avoid a rejection and the delay that comes with it.
Why Use a Professional Apostille Service?
You can apostille a document yourself by dealing directly with the Secretary of State or the U.S. Department of State. For a simple, single state document with no deadline, that’s a reasonable option. But the process gets complicated quickly: documents from another state, federal documents, non-Hague destinations needing embassy legalization, translation requirements, recency rules, and tight deadlines all add layers where a mistake costs weeks.
A professional service is worth it when any of those complications apply – and especially when you have a deadline. Oregon Apostille Hub reviews every document before submission, knows the current processing times and destination-country quirks, offers rush and same-day options for state documents, and handles everything by mail so you never have to visit an office.