Processing Standards
Apostilles and authentication certificates are used to verify signatures, stamps, or seals on documents for use outside the United States. The destination country determines whether you need an apostille (Hague-participating countries) or an authentication certificate (non-Hague).
At Apostilles.us, we make this process straightforward: you submit your request online, we review your documents before submission, route them to the correct authority (state or federal), and ship the completed documents directly back to you with tracking.
Confirm the destination country and certificate type
Select the destination in the order. Hague Convention destinations use apostille processing; other destinations use authentication and legalization. This guide does not publish a country matrix or recipient-specific acceptance rules.
Review first, then route correctly: State vs. Federal
Apostilles.us processes the order through the selected True Copy State, Original Document, or Federal Apostille path. Most federal-issued documents can use True Copy State processing, Federal Original processing is available, and FBI background checks use the Federal Apostille service.
Determine the correct format: True Copy vs. Original Document Processing
True Copy State processing begins with a digital copy and authenticates the notary’s certification. Original Document Processing begins with the physical document and authenticates the qualifying signature or certification presented on that route. Both are established services with separate intake options.
Document preparation must meet the issuing authority's standard
Submit the complete document without cropping, rewriting, detaching, or covering pages, seals, signatures, stamps, or attachments. Use the digital intake for True Copy State processing and the physical intake for Original Document Processing.
Submissions must be complete
Include every page and attachment. Make sure text, seals, stamps, and signatures are legible. For FBI Federal Apostille processing, use the original downloadable FBI PDF or the original physical FBI document.
Turnaround Times and Shipping (What to Expect)
Understanding turnaround times helps you plan around deadlines and avoid last-minute stress.
State documents (fast options available)
True Copy State tiers are displayed publicly. Available Original Document options are displayed during checkout. Processing begins under the tier selected in the order.
Federal documents (separate timeline)
Federal Apostille processing is estimated at 6–14 business days and does not have an expedited federal tier. Shipping time is separate. Most non-FBI federal-issued documents can also use True Copy State processing.
Shipping and delivery
We ship completed documents directly to you with tracking. If your case requires an original/certified copy to be mailed in, we provide the exact shipping instructions after review to avoid mis-deliveries and delays.
Common Delay Drivers (and How We Reduce Them)
Most delays in the apostille process are preventable. Here are the most common causes and how our process addresses them.
Unclear or incomplete uploads
Missing pages, cropped scans, or unreadable seals/signatures often trigger a pause for re-upload. Our review process catches these issues early and requests corrections before processing begins.
Wrong routing (state vs. federal)
Apostilles.us offers True Copy State, Original Document, and Federal Apostille paths. Most federal-issued documents can use True Copy State processing, Federal Original processing is available, and FBI background checks use the dedicated Federal Apostille service.
Document format mismatch (copy vs. original)
Choose True Copy State for digital-copy intake or Original Document Processing for physical-document intake. FBI background checks use the dedicated Federal Apostille path.
Compliance Considerations
Beyond processing mechanics, there are important compliance considerations to keep in mind when using apostilled documents internationally.
Understand what an apostille certifies
An apostille certifies the authenticity of a signature/seal/capacity. It does not validate the content of the underlying document.
Acceptance abroad can still vary
An apostille authenticates a signature, seal, or notarial certification; it does not control the receiving organization’s choice of underlying document. This page therefore avoids recipient guarantees and country-specific exception rules.
Don't "fix" documents in ways that invalidate them
Do not alter, detach, cover, or rewrite existing seals, signatures, certifications, or attachments. Use True Copy State intake for a complete digital copy, Original Document Processing for physical-document intake, and Federal Apostille intake for an FBI background check.
How to Start
Start with any document. Upload a clear color scan for True Copy State processing, select physical-document intake for Original Document Processing, or use the dedicated FBI Federal Apostille intake. Authentication, legalization, translation, retrieval, and tracked return delivery are also available.
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.