What an Apostille Does (and Does Not Do)
An apostille is an official certificate used to authenticate a U.S. public document for acceptance outside the United States in countries that participate in the Hague Apostille Convention. If the destination country is not a participating country, you typically need an authentication certificate (sometimes called "legalization") instead of an apostille.
This page explains the core requirements, including how to determine whether your document is state-issued or federally issued, what you must submit, typical timelines, and the most common issues that cause delays or rejections.
An apostille does not validate the content of your document. It certifies the authenticity of the signature, the capacity of the signer, and (where applicable) the identity of the seal/stamp on the document so it can be recognized abroad.
Step 1: Confirm the Destination Country
Apostilles apply only when the destination country is a party to the Apostille Convention. Use the official country list to confirm participation. If your country is not listed (or the Convention is not in force between that country and the U.S.), you may need an authentication certificate instead.
Step 2: Identify Whether Your Document Is State or Federal
State apostilles are issued by the competent authority in the U.S. state where the document was issued or notarized (typically the Secretary of State).
State-issued documents (Secretary of State)
State documents and documents bearing a state-commissioned notarial act use a state apostille path. True Copy State processing authenticates a notary’s certification of the copy. Original Document Processing authenticates the qualifying signature or certification presented on the physical document.
Federally issued documents
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 use our Federal Apostille service.
Step 3: Prepare Your Document Correctly
Start with any document. For True Copy State processing, upload a clear, complete color scan with every page visible. For Original Document Processing, follow the physical-document intake and avoid altering existing seals, signatures, certifications, or attachments.
For FBI Federal Apostille processing, upload the original downloadable FBI PDF or send the original physical FBI document. A scan of a printed report is not used for federal processing.
What You Typically Need to Submit
True Copy State intake requires a clear, complete color scan. Original Document Processing uses the physical-document preparation and mailing instructions shown in the order. FBI Federal Apostille intake uses the original downloadable FBI PDF or the original physical FBI document.
Authentication, legalization, certified translation, and document retrieval can be added as separate services.
Processing Times and Planning
Federal apostille processing through the U.S. Department of State takes 6 to 14 business days, excluding federal holidays. Federal apostilles cannot be expedited regardless of urgency.
State timelines vary widely by jurisdiction and service level. If you have an immigration, academic, legal, corporate, or travel deadline, submit as early as possible and plan for shipping time in addition to processing.
Common Reasons for Delays or Rejections
Incomplete pages, cropped images, unreadable text, and altered seals or signatures can interrupt intake. Submit the full document and keep all attachments together.
Processing and shipping are separate. Select the service tier and return delivery needed for the order, and allow for inbound transit when using physical-document intake.
Nationwide Coverage
We handle apostille requests across all 50 U.S. states and support state-issued, federally issued, personal, academic, court, corporate, and foreign-issued documents. Submit complete, legible pages through True Copy State intake or use Original Document Processing for the physical-document path. FBI background checks use the dedicated Federal Apostille intake.
Disclaimer
The information provided in this article is for general informational purposes only and does not constitute legal advice. While we aim to ensure accuracy and completeness, we make no guarantees regarding applicability to your specific circumstances. For formal legal advice, consult a qualified professional.