Apostille 101

Posted on June 24, 2026
by Tonya Brewton

The word itself

Where does "Apostille" come from?

The word apostille comes from French and simply means a note, or annotation, added to a document. It entered the world of international law in 1961 when countries signed the Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents, a treaty designed to make it easier to use official documents across borders. Today, most people just call it an "apostille stamp" or "apostille certificate."

In plain terms: an apostille is an official certificate attached to a document that says, "Yes, this document is real, and the signature or seal on it is legitimate." It's recognized by over 120 countries.

Who needs one

Do you need an apostille?

If you have ever needed to use a U.S. document in another country, or a foreign document in the U.S., there is a good chance an apostille was required. Here are the most common situations:

Getting Married Abroad

A foreign country may require proof that you are legally free to marry.

Working or Studying Overseas

Employers and universities often require authenticated diplomas or transcripts.

Adopting Internationally

Foreign courts require birth certificates and other personal records to be authenticated.

Dual Citizenship or Residency

Many countries require apostilled birth or marriage certificates when applying.

Conducting Business Internationally

Corporate documents — like articles of incorporation — often need an apostille to be valid abroad.

Estate or Inheritance Matters

Settling an estate across borders often requires authenticated documents for foreign courts.

The Two Paths

Getting an apostille: Hague vs. non-Hague countries

The process depends on whether the destination country is a member of the Hague Apostille Convention or not. This single question determines everything.

Destination is a Hague member country

Destination is NOT a Hague member country

Confirm the country is on the Hague members list (check hcch.net).
Have the document notarized by a licensed notary public, if it is not already an official government-issued document.
Submit the document to your state's Secretary of State office — this is typically the issuing authority for most personal documents.
For federal documents (like FBI background checks or documents from federal agencies), submit to the U.S. Department of State.
Pay the applicable fee and wait for the apostille certificate to be attached to your document.
Receive your completed documents, ready to be used in any Hague member country.

Have the document notarized by a licensed notary public, if needed.
Submit to your state's Secretary of State for state-level authentication.
Submit to the U.S. Department of State for federal authentication.
Submit to the destination country's embassy or consulate in the U.S. for their final legalization stamp.
This multi-step "chain authentication" can take significantly longer, so plan ahead.

Non-Hague countries include places like Saudi Arabia, Kuwait, UAE (for some purposes), Vietnam, and several others. Always verify the current requirements with the destination country's embassy before you begin.

Translations

What About Documents in Another Language?

An apostille only certifies that a document and its signatures are authentic — it does not translate the document. If the receiving country requires the document to be in their official language, you will need a certified translation.

A certified translation is prepared by a qualified translator who provides a signed statement that the translation is accurate and complete. In many cases, the translation itself may also need to be notarized.

It is important to get this translation done before or alongside the apostille process, since some countries require the apostille to be on the translated document — while others want both the original and the translation submitted together. Always confirm the specific requirements with the receiving institution or embassy.

How Long Does It Take?

Processing Times

One of the most common questions — and the answer varies quite a bit depending on where you go and how busy they are.

Secretary of State (standard)

Secretary of State (expedited)

U.S. Dept. of State (standard)

U.S. Dept. of State (expedited)

Embassy legalization (non-Hague)

5–15 business days

1–5 business days

6–8 weeks

5–7 business days

Varies widely — days to weeks

Times shown are typical estimates as of 2024–2025 and may vary. Always check with the specific office before submitting. If your need is time-sensitive, expedited service is almost always worth the extra cost.

How Can a Notary Help?

Why a Notary Public is Your First Call

The apostille process almost always starts with a notary. Here is why they matter and how they can help:

What a Notary Does for You

👍 Authenticates your signature.

Many documents, like a power of attorney or an affidavit, must be notarized before they can receive an apostille. A notary verifies your identity and witnesses your signature, which is the foundation the entire process rests on.

👍 Makes copies official.

If you need a certified copy of a document (like a diploma or a passport), a notary can certify that a copy is a true and accurate reproduction of the original.

👍 Guides you through the paperwork.

An experienced notary, especially one who works with international documents regularly, can walk you through exactly what needs to be notarized, in what order, and where to send it next. This can save you significant time and help you avoid having documents rejected.

👍 Mobile and remote options.

Many notaries today offer mobile services (they come to you) and even remote online notarization (RON), which is now accepted in most states; making the first step even easier.

Whether you are preparing for a move abroad, getting married overseas, or handling an international business matter, starting with a knowledgeable notary can make the entire apostille process smoother, faster, and far less stressful.