What Is an Apostille and When Do You Need One?
- Jared Leiman
- 3 days ago
- 4 min read
If someone has told you that you need an apostille, you’re probably dealing with something important, an international move, a marriage abroad, school enrollment, business expansion, or a legal matter overseas. For most people in the United States, this is the first time they’ve ever heard the word “apostille,” and that confusion alone can feel stressful.
An apostille is not complicated once it’s explained clearly. This guide breaks it down in simple terms so you know exactly what an apostille is, when it’s required, and how the process works in the United States.
What Is an Apostille?
In the United States, an apostille is an official certificate that verifies a public document so it can be legally accepted in another country.
It does not change your document or approve its contents. Instead, it confirms that:
The signature on the document is authentic
The seal or stamp is legitimate
The official who signed it had the authority to do so
Once a document has an apostille, it can be recognized by foreign governments that are members of the Hague Apostille Convention.
In short, an apostille tells another country: “This U.S. document is real and valid.”
When Do You Need an Apostille in the U.S.?
You need an apostille when a document issued in the United States will be used in another country that participates in the Hague Convention.
This comes up more often than people expect. Common situations include studying abroad, getting married overseas, applying for dual citizenship, or handling business or legal matters outside the U.S.
If a foreign authority specifically asks for an apostille, it means your document will not be accepted without one.
Common Documents That Require an Apostille
In the U.S., apostilles are frequently requested for personal, educational, business, and legal documents.
Vital records such as birth certificates, marriage certificates, divorce decrees, and death certificates are some of the most common. Educational documents like diplomas and transcripts are often needed for international schools or employment. Apostilles are also widely used for notarized documents such as powers of attorney, affidavits, consent letters, and contracts.
For businesses, documents like articles of incorporation, certificates of good standing, and corporate resolutions often require apostilles when operating internationally.
Who Issues Apostilles in the United States?
This is where many people get stuck, because apostilles are issued by different authorities depending on the document.
If your document was issued or notarized at the state level, it must be apostilled by the Secretary of State where the document originated. This includes most vital records and notarized documents.
If the document is a federal document, such as an FBI background check, it must be apostilled by the U.S. Department of State in Washington, D.C.
Sending a document to the wrong office is one of the most common reasons for delays.
How Long Does the Apostille Process Take in the U.S.?
Processing times vary by state and document type. Some states process apostilles within a few business days, while others may take several weeks.
For individuals or businesses on a deadline, expedited apostille services are often available and can significantly reduce turnaround time. In urgent cases, same day or next-day processing may be possible depending on the document and issuing authority.
Apostille vs Authentication: What’s the Difference?
This is an important distinction in the United States.
An apostille is used only when the destination country is part of the Hague Convention. If the country is not a member, the document must go through a different process called authentication and embassy legalization, which involves additional steps and approvals.
The correct process depends entirely on the destination country, not the document itself.
Why Apostille Requests Get Delayed
Most apostille delays happen because of avoidable issues. Documents may not be properly notarized, certified copies may be missing, or the request may be sent to the wrong authority. In some cases, people apostille documents for the wrong country type, which leads to rejection overseas.
Understanding these details ahead of time can save weeks of frustration.
Need an Apostille in the United States?
If you’re unsure whether your document needs an apostille, which office it should go to, or how quickly it can be completed, you don’t have to figure it out alone.
At Apostille LLC, we help individuals and businesses across the United States prepare and process apostilles correctly the first time. Whether you need standard processing or expedited service, our team can guide you through every step and handle the paperwork on your behalf.
Contact Us today for a quick review of your document and next steps.
Frequently Asked Questions
Do all U.S. documents need an apostille for international use?
No. Apostilles are only required when a foreign country specifically requests one and is a member of the Hague Apostille Convention.
Can I apostille a photocopy of my document?
In most cases, no. Apostilles typically require original documents or certified copies, depending on the document type.
Does an apostille expire?
Apostilles do not expire, but the receiving country or institution may have its own document validity requirements.
Can I get an apostille without notarization?
Some documents must be notarized before they can be apostilled, while others, such as certified vital records, do not require notarization.
What if the destination country is not part of the Hague Convention?
In that case, your document will need authentication and embassy legalization instead of an apostille.
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