How to Get an Apostille: Step-by-Step Guide

An apostille is an official certificate that authenticates the origin of a public document for use in another country. It was established by the Hague Convention of 1961 (formally known as the Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents) to simplify the process of verifying documents across international borders.

Before the apostille system existed, getting a document recognized abroad required a lengthy process called "legalization" that could involve multiple government agencies, consulates, and embassies. The apostille replaced this cumbersome process with a single, standardized certificate that is recognized by all member countries of the Hague Convention.

An apostille does not validate the content of your document. It certifies three things: the authenticity of the signature on the document, the capacity in which the person signing the document acted, and (where applicable) the identity of the seal or stamp on the document. This distinction is important - an apostille on a birth certificate confirms that the registrar's signature is authentic, but it does not independently verify the birth information itself.

You need an apostille whenever a foreign government, institution, or organization in a Hague Convention member country requires proof that your U.S. document is authentic. This comes up more often than most people expect.

Common situations where apostilles are required include immigration and visa applications, getting married in another country, enrolling in a foreign university, accepting employment abroad, registering a business in a foreign country, international adoption proceedings, real estate transactions abroad, and settling estates with international assets.

If the country where you need to use your document is not a member of the Hague Convention, you will need an authentication certificate (sometimes called legalization) instead. The process for authentication is different and typically involves the U.S. Department of State and the embassy or consulate of the destination country. We handle both apostille and authentication requests.

One of the most important things to understand about the apostille process is that different documents are processed by different authorities. Getting this wrong is one of the most common causes of delays and rejections.

State documents and documents carrying a state-commissioned notarial act use a state apostille path. This category includes vital records, court records, academic records, corporate documents, powers of attorney, affidavits, and other public or notarized documents.

Apostilles.us offers two established state paths. True Copy State processing begins with a clear digital copy and authenticates the notary’s certification. Original Document Processing works with the qualifying signature or certification on the physical document. Both options are available through the order flow.

Most federal-issued documents are processed through our True Copy State Apostille service. Federal Original processing is also available through the U.S. Department of State. FBI background checks are handled through our Federal Apostille service.

For FBI processing, upload the original downloadable FBI PDF obtained from the FBI website or send the original physical FBI document. A scan or photocopy of a printed FBI report is not used for federal processing. Estimated federal processing is 6–14 business days, federal processing cannot be expedited, and shipping time is separate.

Getting an apostille involves several clear steps.

• Step 1: Select the destination. Hague Convention destinations use apostille processing; other destinations use authentication and legalization.
• Step 2: Choose the service path. True Copy State begins with a digital copy, Original Document Processing begins with physical-document intake, and FBI background checks use Federal Apostille processing.
• Step 3: Prepare the document. Include every page and keep text, seals, signatures, stamps, and attachments visible. FBI digital intake requires the original downloadable FBI PDF.
• Step 4: Place the order. Add each document, the destination, processing tier, and tracked shipping selection.
• Step 5: Receive the completed document. We manage the selected process and return the completed packet using the shipping in the order.

Most avoidable delays begin with an incomplete submission. Upload every page in color, include the document edges, and make sure text, seals, signatures, and stamps are readable. Do not crop attachments or omit reverse sides that contain information.

Choose the service path you want at intake: a digital-copy submission for True Copy State processing, physical-document intake for Original Document Processing, or the dedicated FBI federal intake. Processing time and shipping time are shown separately so the order timeline remains clear.

Apostilles.us handles True Copy State, Original Document, Federal Apostille, authentication, and legalization work for documents issued in the United States and abroad. You can begin online with any document and select the processing path that fits the form you want returned.

True Copy State processing begins with a clear scan and keeps the source document with you. Original Document Processing begins with physical-document intake. FBI background checks use the dedicated federal path. Completed orders can be returned in the United States or shipped internationally with tracking.