By Jamie Ortiz
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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.
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.
You typically need an apostille when:
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.
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.
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.
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.
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.
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.
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.
For a full breakdown of notarization costs, see our notary fees guide.
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.
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:
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:
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.
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.