An apostille is a one-page certificate that proves a U.S. public document is genuine so a foreign government will accept it. It is issued under the 1961 Hague Convention and recognized by more than 125 member countries.
- ✓An apostille authenticates a document — it does not translate it or change its content.
- ✓Only Hague Convention member countries accept apostilles. Others require embassy legalization.
- ✓State documents are apostilled by the state's designated authority. Federal documents are apostilled by the U.S. Department of State.
- ✓Common uses: dual citizenship, foreign employment, marriage abroad, adoption, and business contracts.
The short definition
An apostille is a one-page certificate attached to a public document. It confirms the document is real, that the signature or seal on it is genuine, and that the person who signed it had the authority to do so.
The apostille itself does not translate the document. It does not change what the document says. It simply tells a foreign government: this document is legitimate — you can rely on it.
Where the apostille comes from
The apostille was created by the Hague Convention of 5 October 1961. Before the Convention, every foreign document had to be legalized through a long chain of embassies and consulates. That process could take months.
The Convention replaced that chain with a single certificate. Today more than 125 countries are members. When you send a U.S. document to a member country, one apostille is all you need.
Apostille vs. notarization vs. embassy legalization
These three terms describe different steps in the same lifecycle of an international document. Understanding the difference saves time and money.
| Step | What it proves | Who does it | When used |
|---|---|---|---|
| Notarization | The signer is who they claim to be | State-commissioned notary public | Signed documents (POA, affidavits) |
| State or Federal Authentication | The notary or issuing officer is genuine | Secretary of State or U.S. Dept. of State | Any document going abroad |
| Apostille | The document is valid for a Hague country | Same office as authentication, one certificate | Hague Convention destinations |
| Embassy Legalization | The destination country accepts the U.S. document | Foreign consulate or embassy in the U.S. | Non-Hague destinations |
Who needs an apostille?
- •People applying for dual citizenship (Italy, Ireland, Poland, Germany, Portugal, Mexico).
- •Americans marrying, working, studying, or retiring abroad.
- •Adoptive parents completing international home studies.
- •Companies signing contracts, opening branches, or bidding on tenders overseas.
- •Teachers and nurses moving abroad for licensed employment.
Which documents can be apostilled?
Most U.S. public documents are eligible, but the underlying copy has to be the right one. A hospital birth certificate, for example, cannot be apostilled — you need a certified long-form copy from vital records.
- •Birth, marriage, and death certificates (certified copies)
- •Divorce decrees and court orders (certified by the clerk of court)
- •Diplomas and transcripts (notarized by the registrar)
- •Powers of attorney and affidavits (notarized)
- •Corporate filings and certificates of good standing
- •FBI Identity History Summaries (federal apostille)
- •USDA and FDA export certificates (federal apostille)
How the apostille process works
- Identify the document type and the destination country.
- Obtain the correct underlying copy (certified, notarized, or federally issued).
- Submit the document to the correct authenticating office — the state where it was issued, or the U.S. Department of State for federal records.
- The office attaches the apostille certificate.
- If translation is required, a certified translator translates the finished packet after the apostille is attached.
How long does it take?
| Route | Typical time by mail | Hand-delivery available? |
|---|---|---|
| Pennsylvania (Harrisburg) | 1–3 weeks | Yes — same-day possible |
| New Jersey (Trenton) | 1–3 weeks | Yes — same-day possible |
| U.S. Department of State (federal) | 6–12 weeks | Limited walk-in service |
| Non-Hague (embassy legalization) | Add 2–6 weeks after authentication | Depends on consulate |
How much does an apostille cost?
State apostille fees usually run $15–$25 per document. The federal fee is $20 per document. Service fees on top of that depend on the document type, whether hand-delivery is needed, translation, and shipping.
We quote every project up front. There are no surprise fees and no per-page charges hidden at the end.
Common mistakes to avoid
- •Using a hospital birth certificate instead of a certified state copy.
- •Sending a state document to the U.S. Department of State (or vice versa).
- •Forgetting to notarize a diploma before submission.
- •Requesting translation before the apostille is attached.
- •Using an FBI report older than the destination country accepts.
When you should hire a service
You can absolutely handle an apostille yourself. Many people do. The reason to hire a service is speed and certainty — we know which documents will be rejected before they are submitted, we hand-deliver locally when time is tight, and we handle the entire chain for non-Hague destinations so you never have to guess which embassy step comes next.
Need help with your document?
Send us a scan and we'll confirm the exact process, timing, and price for your destination.