An apostille is an official certificate that authenticates documents for international use. If you need to present a US document in another country - whether a birth certificate, power of attorney, or corporate filing - you will likely need an apostille before it will be accepted.
What is an Apostille?
An apostille is a standardized certificate issued under the Hague Apostille Convention of 1961. It verifies that a document's signature, seal, or stamp is genuine so that foreign governments and institutions can trust it. The convention is recognized by 125+ member countries, streamlining what used to be a lengthy authentication process. Without an apostille, a foreign government has no way to verify that a US document is legitimate.
When Do You Need an Apostille?
You typically need an apostille when:
- Moving abroad - immigration paperwork, visa applications, residency permits
- International business - registering a company, signing contracts, or opening bank accounts overseas
- Studying overseas - transcripts, diplomas, and enrollment documents
- Getting married abroad - birth certificates and single-status affidavits
- Adopting internationally - home study documents, background checks, financial statements
- Working abroad - professional licenses, employment verification, background checks
The most common trigger is a foreign government or institution asking for an "authenticated" or "legalized" document. If the destination country is a Hague Convention member, an apostille is the correct form of authentication.
How to Get an Apostille: Step by Step
Step 1: Determine if the Destination Country is a Hague Member
The apostille process only applies to countries that are members of the Hague Apostille Convention. If your destination country is not a member, you will need embassy or consulate authentication instead (see below). You can check the member list on the Hague Conference on Private International Law website.
Step 2: Get Your Document Notarized (If Required)
Some documents need to be notarized before they can receive an apostille. This applies to documents like powers of attorney, affidavits, and other privately executed documents. However, state-issued documents like birth certificates, marriage certificates, and court orders typically do not need separate notarization - they already carry an official state seal.
Step 3: Submit to the Secretary of State
Submit your document to the Secretary of State in the state where the document was executed - not necessarily where you live, but where the document originates. For notarized documents, this means the state where the notary is commissioned. For state-issued documents, it is the issuing state.
Step 4: Receive Your Apostilled Document
The Secretary of State will attach or append the apostille certificate to your document. This certificate includes a standardized set of information that foreign authorities can verify. Once attached, your document is ready for international use.
How to Get an Apostille on a Birth Certificate
Birth certificates are one of the most commonly apostilled documents. Because birth certificates are state-issued documents, you submit them directly to the Secretary of State of the issuing state. No separate notarization is needed since the document already carries an official state seal.
Before submitting, make sure you have a certified copy of the birth certificate - not a photocopy. If you need a new certified copy, order one from the vital records office of the state where the birth occurred. Some Secretary of State offices will only apostille recently issued certified copies, so check your state's requirements before submitting.
Documents That Commonly Need Apostilles
- Birth and death certificates
- Marriage certificates and divorce decrees
- Court documents - judgments, court orders, custody agreements
- Power of attorney
- Corporate and business documents - articles of incorporation, certificates of good standing
- Academic transcripts and diplomas
- Background checks - FBI and state-level
- Medical records
For more on which documents require notarization (a common prerequisite), see our guide on what documents need to be notarized. You can also visit our apostille service page for more information.
How Much Does an Apostille Cost?
- State filing fees: $5–$25 per document (varies by state)
- Notarization fee (if needed): $2–$25 per signature
- Expedited processing: some states offer rush service for an additional fee
- Third-party apostille services: $50–$150+ (they handle the entire process for you)
For a full breakdown of notarization costs, see our notary fees guide.
Processing Times
- Walk-in / same-day: available in some states if you visit the Secretary of State office in person
- Mail-in: 2–6 weeks is typical
- Expedited: 1–5 business days where available
Processing times vary widely between states and fluctuate with demand. We recommend calling your state's Secretary of State office directly for the most current turnaround times.
State-by-State Apostille Offices
Each state's Secretary of State (or equivalent office) handles apostille requests. Find your state below to locate the appropriate office and begin the process:
Apostille vs Embassy Authentication
If your destination country is not a member of the Hague Apostille Convention, you cannot use an apostille. Instead, you need embassy or consulate authentication, also called legalization. This is a longer and more expensive process:
- First, the document must be authenticated by the US State Department in Washington, DC
- Then, the destination country's embassy or consulate in the US performs their own verification
- The entire process can take several weeks and cost significantly more than an apostille
Always confirm whether your destination country is a Hague member before starting the process. Using the wrong authentication method will result in your documents being rejected.
Common Mistakes to Avoid
- Submitting to the wrong state's Secretary of State - the apostille must come from the state where the document was executed, not where you currently live
- Not getting a certified copy first - photocopies and informational copies cannot be apostilled
- Confusing apostille with notarization - a notary seal alone is not sufficient for international use; the apostille is a separate step
- Not checking if the destination country is a Hague member - using the wrong process wastes time and money
Ready to get started? Visit our apostille services page, learn about notary fees by state, or find out how to find a notary near you.