Common Reasons Apostille Requests Get Rejected

The physical condition and quality of your document is one of the most common reasons for apostille rejection. Secretary of State offices and the U.S. Department of State have standards for what they will accept, and documents that do not meet these standards are returned without processing.

Illegible documents: If the text, signatures, seals, or stamps on your document are not clearly readable, the issuing authority may reject the request. This is especially common when documents are old, have been folded repeatedly, or have faded over time. For scanned submissions, blurry scans, low resolution, or poor lighting can make an otherwise acceptable document illegible.

Damaged documents: Torn pages, water damage, staining that obscures text or seals, and documents that have been laminated (some authorities reject laminated documents because seals cannot be verified) can all lead to rejection. If your original document is damaged, you may need to obtain a new certified copy from the issuing agency before requesting an apostille.

Incomplete documents: Missing pages are a frequent issue. Multi-page documents must be submitted in full - if any page is missing, the request will be rejected. This includes back pages, certification pages, and notarial certificates that may seem like separate documents but are actually part of the complete document.

Understanding the difference between original documents, certified copies, notarized copies, and plain photocopies is critical. Submitting the wrong type is a common and easily preventable rejection reason.

Plain photocopies: A regular photocopy of a document cannot be apostilled. It has no official status - no original signature, no seal, no certification. Many people make the mistake of photocopying a birth certificate or diploma and submitting the copy for apostille, only to have it returned.

Certified copies vs. notarized copies: A certified copy is issued by the original issuing authority (e.g., a certified copy of a birth certificate from the vital records office). A notarized copy is a photocopy that a notary public has certified as a true and accurate copy of the original. Both can typically be apostilled, but they go through different processes and the requirements vary by state and document type.

Original vs. copy: Some documents and some states require the original document for apostille. Others accept certified copies. The requirements also depend on the destination country - some receiving authorities abroad will only accept apostilles on original documents, not copies. Getting clarity on this before submission prevents wasted time and money.

Notarization issues are among the most frustrating causes of apostille rejection because they often require going back to square one - finding a notary, having the document re-notarized, and then resubmitting.

Expired notary commission: If the notary's commission was expired at the time of notarization, the notarization is invalid and the apostille will be rejected. This is not always obvious - the notary's commission expiration date is stamped or written on the notarial certificate, and the Secretary of State's office verifies this against their records.

Notary not commissioned in the correct state: The apostille must be obtained from the state where the notary is commissioned. If a document is notarized by a notary commissioned in New Jersey but submitted to the New York Secretary of State, it will be rejected. The notary's state of commission must match the state where the apostille is being requested.

Incomplete notarial certificate: A proper notarial certificate must include the notary's signature, printed name, commission number, commission expiration date, county of commission, and the notary's official seal or stamp. If any of these elements are missing, the apostille request may be rejected.

Wrong notarial act: Different documents require different types of notarial acts (acknowledgment, jurat, copy certification, etc.). Using the wrong type of notarial act can result in rejection. For example, an affidavit typically requires a jurat (sworn statement), not just an acknowledgment.

Each state has its own specific requirements for apostille requests, and what works in one state may not work in another. These state-level variations are a common source of rejection for people who are unfamiliar with the process.

State-specific forms: Some states require their own request form to be submitted along with the document. Submitting without the required form results in rejection. Other states accept documents without a specific form. Knowing which states require forms and having the correct, current version of those forms is essential.

Fee variations: Each state sets its own fees for apostille processing. Submitting with the wrong payment amount - or in a payment form that the state does not accept - can cause rejection or delays. Some states only accept checks or money orders, while others accept credit cards or electronic payments.

Document type restrictions: Some states have specific rules about which documents they will apostille. For example, some states will not apostille certain types of vital records (birth, death, marriage certificates) unless they are issued by the state vital records office - locally issued copies from county offices may not be accepted.

County-level certifications: In some states, certain documents must first be certified at the county level before the Secretary of State will apostille them. This adds an extra step that catches many people off guard.

The good news is that almost all apostille rejections are preventable with proper preparation. Here are the most effective strategies for getting your apostille processed successfully on the first attempt.

• Use a professional review service. Our pre-submission review catches the majority of issues before your documents are submitted to the issuing authority. We verify notarization, document condition, proper formatting, and state-specific requirements before anything is submitted.
• Submit high-quality document images. If uploading scans, use a scanner (not a phone camera) at 300+ DPI. Capture the full document including margins, seals, and stamps. Ensure all pages are included and in order.
• Verify notarization before submission. Check that the notary's commission is current, that the notary is commissioned in the correct state, and that the notarial certificate is complete with all required elements.
• Research state-specific requirements. Each state's Secretary of State website typically has a page explaining their apostille requirements and procedures. Review these before submitting.
• Confirm destination country requirements. Check with the receiving authority abroad to confirm what type of document they accept (original vs. copy) and whether they have any specific formatting or recency requirements.

When you work with us, our team handles all of this research and verification as part of our standard process. We review every document before submission and will contact you if any issues need to be resolved.