International Business Documents That May Need an Apostille
Foreign banks, ministries, and counterparties frequently ask U.S. companies to prove they exist and that the signer has authority.
That proof usually comes from certified corporate records carrying an apostille. We handle preparation and submission for single filings or full corporate packets.
Why this comes up for people in your position
Corporate authentication differs from personal work in one key way: most business documents must first be certified by the state agency that holds the company record, or notarized in the case of internally produced documents such as resolutions.
Deadlines are usually driven by a bank onboarding, a tender submission, or a distribution agreement. Because several documents typically travel together, one item that needs a certified copy can hold the whole packet.
The receiving bank, ministry, or partner sets the list. Ask them exactly which documents they need certified and whether they require an apostille or embassy legalization.
Exact document requirements are determined by the foreign authority, consulate, or organization receiving your paperwork, and they vary by country, purpose, and document. Always confirm their written list before ordering or authenticating anything.
Documents that may be requested
This is not a required checklist — it is a list of items people in this situation are commonly asked for.
Formation records, good standing, resolutions.
Certified copy from the state of formation.
Notarized before authentication.
Authorizes a representative abroad.
Notarized signatures where required.
Federally issued items follow a federal route.
How the process works
- 1Tell us what you're trying to accomplish
Share the destination country, the purpose of the document, and your deadline. That context drives every other decision.
- 2We review your document situation
We look at what you have, who issued it, and whether a certified copy, notarization, or replacement is needed first.
- 3We determine the appropriate authentication route
State apostille, federal authentication, or embassy legalization — the route depends on the issuing office and the destination country.
- 4Your documents are submitted and returned
We prepare and submit the package, track it, and return your documents by mail, courier, or local hand delivery.
Mobile Notary Philadelphia assists with review, notarization, preparation, and submission. The apostille or authentication certificate itself is issued by the appropriate government authority, not by our office.
Where was your document issued?
The route depends on which office issued the document. State-issued records go to that state, and federally issued records are authenticated at the federal level. If your documents came from more than one place, they travel separate paths.
Records issued in Pennsylvania, including Philadelphia County vital records.
Records issued in New Jersey, including South Jersey counties.
Documents issued by U.S. federal agencies.
The FBI Identity History Summary route.
Common mistakes to avoid
- Submitting an internal printout instead of a state-certified copy
- Having the wrong officer sign a resolution the bank expects from a director
- Mixing state-certified and federal documents into one submission
- Underestimating how long a certified copy takes to arrive from the state
- Leaving translation to the last day before a tender deadline
Services that may help
International Business — FAQ
Not Sure Where to Start?
Tell us what document you have, where it was issued, the destination country, what the document will be used for, and your deadline. We'll explain the next step.