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Can You Apostille a Scanned Document or PDF?

Yes. Upload the scan, we print and notarize a true copy and obtain the apostille, and the physical apostilled packet ships to you.

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Yes. For True Copy State processing, you upload the file, a notary certifies the copy, and the state apostille authenticates that certification. FBI background checks use the separate Federal Apostille intake for the original downloadable FBI PDF or original physical FBI document.

E-Apostille vs Scan-Based Processing

Searchers conflate these two ideas constantly, and almost no U.S. page explains the difference clearly. They are not the same thing, and knowing which one you actually need saves a lot of confusion.

An e-apostille is a digitally issued apostille certificate: the issuing authority produces the apostille itself as a signed electronic file rather than as a paper attachment. Only some authorities issue e-apostilles, only for certain document types, and only some receiving countries and institutions accept them. There is no single nationwide U.S. e-apostille program, so for most American documents an e-apostille is simply not an option, and even where it exists the destination may refuse it.

Scan-based True Copy processing is different. You upload a scan or PDF, a notary certifies the copy, the state apostille authenticates that certification, and we ship the completed packet with tracking selected in the order.

AspectE-apostilleScan-based processing (what we do)
What goes inA digital document, where a participating authority allows it.A scan or PDF you upload from anywhere.
What comes outA signed electronic apostille file.A physical, ink-and-seal apostille packet shipped to you.
Who issues itOnly certain authorities, for certain document types.The Secretary of State or U.S. Department of State, in the traditional paper form.
Service formatOnly countries and institutions that accept electronic apostilles.Physical state apostille on the notary's certification.

Bottom line: when people ask about an e-apostille in the USA, what they almost always want is the result of scan-based processing: start online, receive a real apostille. That is exactly what we deliver.

Which Digital Documents Work

If you have a clear scan, a PDF, or even a sharp phone photo, there is almost certainly a path. The processing route depends on the document type.

FBI background check PDF: issued electronically by the FBI, apostilled by the U.S. Department of State on the federal path. Upload the PDF exactly as you received it; no true copy step and nothing mailed.

Diplomas, transcripts, powers of attorney, and corporate documents: we print your scan and a notary certifies it as a notarized true copy, then the apostille is issued on that certification. Your original stays with you.

Phone photos: acceptable when the image is fully legible, shows the entire document, and no edges are cut off. If a photo is too dark or blurry to certify, we will ask for a better scan before we proceed.

FBI background check (PDF)Federal path, U.S. Department of State, apostilled as-is. Upload the PDF.
Diploma or transcript (scan)Notarized true copy from your scan, then state apostille.
Power of attorney (scan)Notarized true copy or notarized signature, then state apostille.
Corporate or business document (scan)Notarized true copy from your scan, then state apostille.
Phone photo of any of the aboveAccepted if fully legible; processed on the same path as a scan.

Digital document · How it is apostilled

How It Works

How Scan-Based Apostille Works

Three steps, fully online, with the apostille arriving as a real physical packet.

1

Upload your scan or PDF

Send a legible color scan, a PDF, or a clear phone photo of the full document through our secure portal. For an FBI background check, upload the PDF you received.

Takes about 2 minutes

2

We prepare the document for the authority

For most documents a notary certifies a printout of your upload as a true copy. Electronically issued federal documents like an FBI report skip this step and go straight to the federal path.

Same-day processing available

3

The apostille is issued and shipped

The Secretary of State or the U.S. Department of State issues the physical apostille, and we ship the finished packet to you with tracking.

Domestic and international delivery

Never mail your original documents

We process apostilles from a notarized true copy of your uploaded scan. Your birth certificate, diploma, or FBI report never leaves your hands, so it can never be lost in the mail.

How true copy processing works
FAQ

Frequently Asked Questions

Yes. True Copy State processing starts with a PDF or scan and authenticates the notary's copy certification. An FBI background check uses the Federal Apostille intake for the original downloadable FBI PDF or original physical FBI document.
Yes. Upload a clear scan of the full document and we handle the rest: a notarized true copy where one is needed, then the apostille from the state or federal authority. The finished, apostilled packet ships to you. You never have to mail your original.
An e-apostille is a digitally issued apostille certificate: the authority produces the apostille as a signed electronic file rather than a paper attachment. Only some authorities issue them, only for certain document types, and only some countries accept them. There is no single nationwide U.S. e-apostille program, which is why most American documents follow the traditional paper apostille route.
Apostilles.us offers a scan-based True Copy State service that produces a physical apostille. Original Document Processing and Federal Apostille are separate service paths.
Please upload your document through our secure portal rather than by email so your information stays encrypted and organized with your order. The portal accepts scans, PDFs, and phone photos. If you only have an emailed PDF, such as an FBI report, just upload that file when you start your order.
Often, yes. A phone photo works if it is sharp, shows the entire document, and has no glare or cut-off edges. We need every line legible to certify a true copy. If the photo quality is too low, we will ask for a cleaner scan before we proceed, so nothing is wasted.
Our notarized true copy apostille is $149 per document on the Economy Standard tier, plus a $19 government processing and handling fee per document. Because you upload a scan instead of mailing an original, there is no inbound shipping cost. Faster tiers and bulk pricing for multi-document orders are available.
Upload your scan or PDF for True Copy State processing, choose Original Document Processing to send the physical document, or use the Federal Apostille intake for an FBI background check.

Related Resources

Apostille Without Sending Your Original

Can You Apostille a Copy of a Document?

FBI Background Check Apostille

True Copy vs Original Apostille Explained

Ready When You Are

Turn a Scan Into a Real Apostille

Upload your scanned document or PDF and we obtain the apostille, then ship the physical packet to you. Not sure which path fits your document? Start with a free review.

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Apostilles.us is an independent service provider and is not affiliated with any government agency. This page describes the public True Copy State, Original Document, and Federal Apostille service paths.

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