Apostille FAQ – Every Apostille Question Answered
An apostille is an international certification that makes a U.S. public document valid abroad. This post gathers every common question people ask about apostilles, organized for clarity and complete coverage.
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Basics
What is an apostille?
An apostille is a certificate that authenticates the origin of a public document so it can be used in another country. It verifies the signature and seal of the issuing authority.
Who can issue apostilles in the United States?
Each U.S. state’s Secretary of State issues apostilles for state documents. For federal documents, only the U.S. Department of State in Washington, D.C. can issue them.
Do apostilles expire?
No, apostilles do not expire. However, the destination country may require the underlying document (like a birth certificate) to be recent—often less than 12 months old.
What is the Hague Apostille Convention?
It is an international treaty signed in 1961 that simplifies cross-border document recognition. Member countries accept apostilles instead of embassy legalization.
What language is an apostille in?
Each apostille certificate must include the French heading “Apostille (Convention de La Haye du 5 octobre 1961),” but the rest of the text is usually in the local language. In the U.S., apostilles are in English with the required French header.
Is an apostille a stamp or a separate piece of paper?
In the U.S., an apostille is almost always a separate certificate stapled or sealed to the document. In some countries, it may appear as a stamp, but that is rare.
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Eligible Documents
Which documents can be apostilled?
• Birth, marriage, and death certificates
• Divorce decrees
• School diplomas and transcripts
• Adoption papers
• Power of attorney and notarized affidavits
• FBI background checks
• Corporate formation documents
Can I apostille a photocopy?
No. Apostilles are only issued for certified copies from the official registrar or for notarized originals. Plain photocopies are not accepted.
Can old documents be apostilled?
Yes, if they are certified copies from the proper office. If your certificate is decades old, it may be rejected—most states recommend ordering a new certified copy.
Can laminated documents be apostilled?
Usually no. Most states will not accept laminated documents because seals and signatures cannot be properly checked. Order a fresh certified copy instead.
Are hospital birth certificates valid for apostille?
No. Only certified copies issued by a county or state registrar are eligible. Hospital souvenir birth certificates are not acceptable.
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Process & Requirements
Do I need a translation before apostille?
No. The apostille authenticates the signature, not the language. If needed, you can get a certified translation after the apostille.
How long does it take?
Processing times vary by state. Some complete requests in 1–2 days, others in 1–2 weeks. Mail-in requests often take longer.
How much does it cost?
Most states charge $15–$30 per document. Courier services and professional providers add service and shipping fees.
Can I apply online?
Some states allow online submission forms, but the physical document must still be mailed or delivered in person.
Can someone else submit for me?
Yes. Many states allow third-party submissions, such as family members, couriers, or professional apostille services.
Does an apostille prove a document is true?
No. An apostille only certifies the signature and seal of the issuing authority—it does not confirm the accuracy of the document’s contents.
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State vs Federal
Do I need a state apostille or a federal apostille?
• State apostilles cover documents issued by state or local offices (birth certificates, marriage certificates, notarized documents).
• Federal apostilles apply to federal documents (FBI background checks, U.S. federal court documents).
Can a state apostille be used abroad?
Yes, if the destination country is part of the Hague Convention.
Can I get both state and federal apostilles on the same document?
Not usually. The level depends on who issued the document. A state document gets a state apostille; a federal document gets a federal apostille.
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International Use
Which countries accept apostilles?
More than 120 countries accept apostilles, including Mexico, Spain, Italy, Brazil, and most of Europe.
What if the country is not a Hague member?
You must follow the legalization process, which usually involves:
1. Certification by the issuing authority
2. Authentication by the U.S. Department of State (if required)
3. Legalization by the foreign embassy or consulate
Can I apostille a U.S. document abroad?
No. Apostilles can only be issued in the country of origin. For example, a U.S. birth certificate must be apostilled in the U.S., not abroad.
What if I live outside the USA?
You can mail your U.S. documents to the appropriate state office. Some people use a professional service that handles shipping, processing, and return delivery.
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Practical Questions
Can I apostille my birth certificate from another state?
Yes. You must send it to the Secretary of State in the state where it was issued.
Can I apostille a divorce decree?
Yes, but only if it is a certified copy from the issuing court.
What if my apostille is rejected abroad?
Contact the issuing authority. Sometimes the problem is that the receiving agency wanted a newer certified copy, or they required a translation.
Can I apostille the same document twice?
Yes, if you need multiple originals. Each certified copy can receive its own apostille.
Can I expedite the process?
Yes. In most states, walk-in service is faster than mail. Private couriers can also speed things up.
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Troubleshooting & Special Cases
My state refused to apostille my document—why?
Common reasons:
- The document was a plain photocopy.
- It was laminated.
- It was issued by another state.
- The notarization was incomplete or incorrect.
Apostille vs embassy legalization: what’s the difference?
• Apostille = for Hague member countries.
• Legalization = embassy process for non-member countries.
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Resources & Next Steps
If you also need to apostille your documents, we’ve got you covered:
- 📘 DIY Apostille Guides on Amazon (English & Español)
- 🛒 Downloadable DIY Guides on Etsy
- ⚡ Full Service California Apostille (2-Day Processing)
- 🌐 Certified Translation Services – Fast & accurate for legal use abroad
- 🔗 All Links & Resources
