apostille

Document legalization is the process that makes a U.S. document legally valid in another country. Depending on where the document is going, that means either an apostille or a longer chain of authentication and embassy legalization. This guide explains both routes, who does each step, and when it makes sense to use a legalization service.

Apostille or legalization: which one you need

The first question is always the destination country.

• Hague Convention countries accept an apostille. One certificate from the right U.S. office is enough. As of October 2026 there are 130 contracting parties; check the current list of apostille countries.
• Non-Hague countries require authentication and legalization. The document is authenticated by the state or the U.S. Department of State and then legalized by that country’s embassy or consulate.

Our guide to apostilles versus authentication explains the difference in more depth.

Who handles each step

State offices

The Secretary of State in the state that issued the document certifies state records: birth, marriage and death certificates, court documents, notarized papers and state business filings. Each state sets its own fee and timeline. Oregon, for example, charges $10 per certificate.

The U.S. Department of State

The Office of Authentications handles federal documents, such as FBI background checks and documents signed by federal officials. It charges $20 per document, uses Form DS-4194, and says mail-in requests take about five weeks from the day they arrive.

Foreign embassies and consulates

For non-Hague countries, the embassy or consulate adds its own legalization stamp after the U.S. authentication. Requirements, fees and appointment rules vary widely, and many embassies only accept documents from people in their consular district.

Professional legalization services

A service manages the steps for you: checking the document, getting notarizations or certified copies, filing with the right office, and dealing with embassy rules. This matters most when you have several documents, a tight deadline, or a country with complex embassy requirements.

Documents that commonly need legalization

• Vital records: birth certificates, marriage certificates, death certificates and divorce decrees
• Education records: diplomas and transcripts
• Legal documents: powers of attorney, affidavits and court orders
• Business documents: articles of incorporation, certificates of good standing and commercial agreements
• Federal records: FBI background checks

The legalization process, step by step

1. Confirm the destination’s requirements, including whether a translation is needed and how recent the document must be.
2. Prepare the document. Order a certified copy of vital records, or sign private documents in front of a notary.
3. Get state or federal certification. File with the Secretary of State for state documents or the U.S. Department of State for federal ones.
4. For non-Hague countries, take it to the embassy. Submit the authenticated document to the embassy or consulate for legalization.
5. Translate if required. Use a certified translator; see whether to translate before or after the apostille.

How to choose a legalization service

• Ask which office will certify your document and why.
• Ask for the service fee and the government fees separately.
• Check that turnaround promises match official timelines, especially for federal documents.
• Read recent reviews; our guide on finding reliable apostille service reviews explains what to look for.

Apostille Authentications charges from $195 for the first state document and $65 for each additional document, plus government fees. Embassy legalization is quoted by country. See our pricing page or contact us for a quote.

Frequently asked questions

Is legalization the same as an apostille?

No. An apostille is a single certificate for Hague Convention countries. Legalization is a multi-step process that ends with the foreign embassy’s stamp.

How long does embassy legalization take?

It depends on the embassy. Add the U.S. certification time to the embassy’s own processing time, which can range from days to several weeks.

Can I legalize a photocopy?

Generally no. You need a certified copy from the issuing office or a properly notarized copy where the law allows it.

Do I need a translation?

Many countries require a certified translation. Our translation service provides certified translations for official use.

Related guides: Apostille Documents: A Comprehensive Guide to Authentication · Your Comprehensive Solution for Business Document Apostilles

Getting your birth certificate apostilled is often a crucial step for international documents, but many people are unsure if they can complete this process online. While you can initiate and manage much of the apostille process digitally, it’s important to understand that some physical document handling is still required.

What is an Apostille for Birth Certificates?

An apostille is a special certificate that authenticates the origin of a public document, such as a birth certificate, for use in countries that are members of the Hague Apostille Convention. This certification ensures your birth certificate will be legally recognized in any of the 130 countries and territories that are part of the Convention as of October 2026.

Why You Might Need an Apostilled Birth Certificate

• International adoption procedures
• Applying for foreign citizenship
• Marriage in another country
• Working abroad
• Educational enrollment in foreign institutions
• Immigration purposes

The Online Apostille Process: What’s Possible and What’s Not

What Can Be Done Online

While the entire process cannot be completed exclusively online, several key steps can be handled digitally:

• Submitting initial applications
• Paying processing fees
• Tracking your apostille status
• Scheduling appointments if needed
• Communicating with apostille service providers

What Must Be Done Physically

Certain aspects of the apostille process still require physical handling:

• Original document submission or certified copies
• Physical attachment of the apostille certificate
• Final document delivery

Step-by-Step Guide to Getting Your Birth Certificate Apostilled

Step 1: Document Preparation

Before beginning the online portion of the process, ensure you have:

• An original or certified copy of your birth certificate
• A birth certificate issued within the last year (some countries require recent copies)
• Any required translations if your certificate isn’t in the destination country’s language

Step 2: Online Application Process

Begin the digital portion of your apostille request by:

• Visiting your state’s Secretary of State website
• Checking whether your state takes online orders (many accept requests by mail or in person only)
• Filling out the online application form
• Paying the required fees electronically

Step 3: Document Submission Options

Choose from several methods to submit your physical documents:

• Mail-in service to the Secretary of State’s office
• Using an authorized apostille service provider
• In-person submission (if available in your area)

Using Online Apostille Services: Pros and Cons

Advantages

• Convenience of initiating the process from home
• Professional handling of your documents
• Reduced chances of errors or delays
• Expert guidance throughout the process
• Time-saving compared to handling everything yourself

Disadvantages

• Higher costs than direct government submission
• Still requires physical document shipping
• Potential for longer processing times
• Need to research legitimate services carefully

Costs and Processing Times

The total cost for getting your birth certificate apostilled typically includes:

• State apostille fee: $15-$50
• Document authentication fee: $10-$30
• Service provider fees (if used): $75-$200
• Shipping and handling: $20-$50
• Rush processing fees (optional): $50-$150

Processing times generally range from:

• Standard processing: 5-10 business days
• Expedited service: 2-3 business days
• Same-day service (limited availability): 24 hours

Tips for a Successful Online Apostille Process

Document Verification

Before starting the online process, ensure your birth certificate:

• Is an original or certified copy
• Contains all required information
• Has no damages or alterations
• Includes raised seals or official stamps

Choosing a Service Provider

If using an online apostille service, verify:

• The company’s reputation and reviews
• Their experience with birth certificate apostilles
• Clear pricing and processing times
• A real street address and phone number

Common Mistakes to Avoid

Be aware of these frequent pitfalls when getting your birth certificate apostilled:

• Using unauthorized copies of your birth certificate
• Sending documents to the wrong government office
• Missing required supporting documentation
• Failing to verify country-specific requirements
• Using unreliable online service providers

Final Considerations and Best Practices

To ensure the smoothest possible process:

• Always keep copies of all submitted documents
• Use tracked shipping methods for document delivery
• Start the process well before your deadline
• Verify specific requirements for your destination country
• Consider getting multiple copies apostilled if needed for different purposes

While you cannot complete the entire apostille process online, utilizing available digital services can significantly streamline the experience. Understanding the process, requirements, and limitations will help ensure successful authentication of your birth certificate for international use.

Related guides: Apostille Probate Wills: Navigating International Estate Documents · The Complete Guide to Getting an Apostille for a Birth Certificate

If you are moving abroad, studying overseas, marrying in another country or taking a job there, you will probably be asked for apostilled documents. An apostille is the certificate that makes a U.S. public document valid in countries that belong to the Hague Apostille Convention. This guide covers which documents travelers usually need, how to get them apostilled, and how to plan the timing around your trip.

What an apostille is and when travelers need one

An apostille confirms that the signature and seal on a public document are genuine. It does not replace your passport or visa, but it is often required for the supporting documents in a visa, residency, marriage or school application.

Apostilles are accepted in Hague Convention countries, 130 contracting parties as of October 2026; see our list of apostille countries. For countries outside the convention, you need authentication and embassy legalization instead.

Note that a U.S. passport itself cannot be apostilled. Our guide on whether a U.S. passport can be apostilled explains the alternatives.

Personal documents travelers often need

Birth certificates

Needed for residency permits, dual citizenship, marriage abroad and family visas. You need a certified copy from the state or county where you were born, apostilled by that state. See birth certificate apostille.

Marriage and divorce records

Spousal visas and residence applications usually ask for an apostilled marriage certificate. If you were previously married, a divorce decree may also be required.

Single status documents

Marrying abroad often requires proof that you are free to marry, such as a certificate of no record of marriage or a sworn single status affidavit.

Death certificates

Needed for handling estates, pensions or bank accounts abroad, or for repatriating remains.

Education and work documents

• Diplomas and transcripts for university admission, teaching jobs and professional licensing. See transcript and diploma apostille.
• FBI background checks for work visas, teaching programs and long-term residency. These are federal documents, so they are apostilled by the U.S. Department of State. See FBI background check apostille.
• Professional licenses and employment letters, usually notarized first and then apostilled by the state.

Legal documents for property and family matters

• Powers of attorney, so someone can act for you while you are away or in the destination country. See power of attorney apostille.
• Adoption papers and custody orders for children traveling or relocating.
• Affidavits and consent letters, such as travel consent for minors.

How to plan the timing

1. Get the requirements in writing from the embassy, school or employer, including how recent each document must be.
2. Order fresh certified copies of vital records. Many countries want documents issued within the last three to six months.
3. Allow for processing time. State apostilles are often quick, but federal apostilles take longer: the U.S. Department of State says mail-in requests take about five weeks from receipt. See our guide to FBI apostille processing time.
4. Arrange translations last. Many countries want the document and the apostille translated together. See whether to translate before or after the apostille.
5. Keep copies. Scan everything before you send originals anywhere.

Common mistakes to avoid

• Waiting until a few weeks before departure to start federal apostilles
• Sending a document to the wrong state; each state only apostilles its own records
• Using an old certified copy when the country requires a recent one
• Forgetting a translation requirement

More examples are in our list of common apostille mistakes.

Frequently asked questions

Do I need an apostille for a tourist trip?

Usually not. Apostilles are needed when you submit documents to foreign authorities, such as for a visa, residency, marriage, school or job.

Can I get documents apostilled after I move abroad?

Yes, but you will need someone in the U.S. to handle the documents, or you can mail them to a service. It is usually easier to finish before you leave.

How much does an apostille cost?

Government fees vary by state; the U.S. Department of State charges $20 per document. Our service fee starts at $195 for the first document and $65 for each additional one. See our pricing page.

Can you apostille documents from any state?

Yes. Each document must go to the state that issued it, and we handle filings for all 50 states. See our state apostille guides.

Start your travel paperwork early

Tell us your destination and the documents you need, and we will confirm the steps and timeline. Contact Apostille Authentications for a quote.

Related guides: Document Authentication for International Use: A Complete Guide to Apostille and Legalization · Apostille Documents: A Complete Guide to International Document Authentication

An apostille costs a government fee of about $10 to $20 per document, plus a service fee if you use a company to file it. The exact total depends on the state that issued your document, whether it is a federal document such as an FBI background check, and how fast you need it. This guide breaks down state fees, federal fees, our 2026 service pricing and the extras to budget for.

Apostille Service Pricing in 2026

Full details, including fingerprinting options, are on our pricing page.

State Apostille Fees

Each state sets its own fee. These are the official fees in states we file in regularly:

For other states, see our state apostille guides. Government fees change, so confirm the current amount before you file on your own.

FBI and Federal Document Costs

Federal documents are apostilled by the U.S. Department of State, which charges $20 per document and uses Form DS-4194. Mail-in requests take about five weeks from the day they arrive.

An FBI background check itself costs $18 when you request it directly from the FBI. With our service, an FBI apostille is $195 for regular processing or $390 expedited in about 10 business days. See our FBI background check apostille service.

What Changes the Price

• Number of documents. Each document needs its own apostille and its own government fee.
• Where the documents come from. Documents from several states need separate filings with each state.
• Federal vs state. FBI and other federal documents take longer and cost more.
• Speed. Same-day state service and expedited federal service cost more than standard processing.
• Preparation. Certified copies of vital records, notarization and translations add their own fees.
• Non-Hague countries. Embassy legalization adds embassy fees and steps; see document authentication costs.
• Shipping. Tracked return shipping, especially international shipping, adds cost.

Doing It Yourself vs Using a Service

Filing yourself costs only the government fee and postage. It works well for one simple document from your own state when you have time.

A service costs more but saves time and rework when you have several documents, documents from more than one state, a federal document, a tight deadline, or a translation requirement. A rejected filing usually costs more in delay than the service fee.

Apostille Cost FAQ

How much does an apostille cost?

State government fees are usually $10 to $20 per document, and the U.S. Department of State charges $20. Our service fee starts at $195 for the first document and $65 for each additional document, plus the government fee.

How much does an FBI apostille cost?

With our service, $195 for regular processing (5+ weeks) or $390 expedited (about 10 business days). The FBI check itself costs $18 if you order it directly.

Is it cheaper to get an apostille myself?

Yes, if you only pay the government fee and postage. A service is worth it when the paperwork is complex or time-sensitive.

Why do service fees differ so much between companies?

Companies differ in what they include, such as document review, courier delivery, tracked return shipping and help with rejections. Compare total prices, including government fees.

Get an exact quote

Contact us with your documents, the issuing states and the destination country, and we will give you the total cost before you send anything.

Related guides: Best Apostille Services in Oregon: Fast Authentication & Document Processing (2024 Guide) · What Are the Common Apostille Mistakes to Avoid? A Complete Guide

Getting your documents properly authenticated for use in another country can feel like navigating a complex maze. Whether you’re planning to work abroad, study internationally, or handle legal matters overseas, understanding the document authentication process is crucial for ensuring your paperwork is accepted worldwide.

Understanding Document Authentication Methods

There are two primary methods for authenticating documents for international use: the Apostille process and the traditional legalization process. Which method you’ll need depends entirely on the countries involved and their international agreements.

The Apostille Process

An Apostille is a standardized certificate issued under the Hague Convention of 1961. This simplified authentication method is valid among countries that are members of the Hague Convention, currently numbering over 120 nations.

The Apostille certificate verifies:

• The authenticity of the signature on the document
• The capacity in which the person signing the document acted
• The identity of any seal or stamp the document bears

Traditional Legalization Process

For countries not part of the Hague Convention, documents must go through the traditional legalization process, which typically involves multiple steps and authorities. This process is often more time-consuming and complex than obtaining an Apostille.

Documents That Typically Require Authentication

Common documents that frequently need international authentication include:

• Birth certificates
• Marriage certificates
• Educational diplomas and transcripts
• Corporate documents
• Power of attorney
• Commercial invoices
• Criminal record checks
• Medical certificates

Step-by-Step Authentication Process

For Apostille Authentication

Follow these steps to obtain an Apostille:

1. Obtain Original Documents: Ensure you have original or certified copies of your documents
2. Notarization: Have the documents notarized if required
3. State Authentication: Submit documents to your state’s Secretary of State office
4. Receive Apostille: Once processed, you’ll receive the Apostille certificate attached to your document

For Traditional Legalization

The traditional legalization process typically involves:

1. Document Preparation: Obtain original or certified copies
2. Notarization: Have documents notarized by a public notary
3. State Authentication: Get authentication from the Secretary of State
4. U.S. Department of State: Obtain federal authentication if required
5. Embassy Legalization: Submit documents to the embassy or consulate of the destination country

Important Considerations and Tips

Timing and Planning

Authentication processes can take anywhere from a few days to several weeks. Consider these factors:

• Processing times vary by jurisdiction and method
• Some countries require documents to be authenticated within a specific timeframe
• Rush services may be available for additional fees
• Plan ahead to avoid delays in your international proceedings

Translation Requirements

Many countries require documents to be translated into their official language. Remember:

• Translations must typically be completed by certified translators
• Some countries require translations to be done in the destination country
• Both the original document and translation may need authentication

Common Challenges and Solutions

Document-Specific Issues

Different documents may face unique challenges during authentication:

• Educational Documents: May require verification from the issuing institution first
• Legal Documents: Might need additional certifications from specific authorities
• Medical Documents: Could require validation from medical boards or health authorities

Country-Specific Requirements

Each country has its own specific requirements for document authentication. Some common variations include:

• Different processing times and fees
• Specific format requirements for translations
• Additional stamps or certifications
• Particular chain of authentication steps

Cost Considerations

Document authentication costs can vary significantly based on several factors:

• Type of authentication required (Apostille vs. Traditional)
• Number of documents needing authentication
• Rush processing fees if applicable
• Translation costs if needed
• Shipping and handling fees

Using Professional Authentication Services

While it’s possible to handle document authentication yourself, many people choose to use professional services because they:

• Have experience with various countries’ requirements
• Can often expedite the process
• Handle all necessary steps from start to finish
• Reduce the risk of errors or delays
• Provide tracking and updates throughout the process

Maintaining Document Security

Throughout the authentication process, it’s crucial to:

• Keep copies of all original documents
• Use secure shipping methods when sending documents
• Track all submissions and communications
• Store authenticated documents safely
• Consider getting additional certified copies when possible

Final Tips for Success

To ensure a smooth authentication process:

• Research requirements thoroughly before starting
• Allow plenty of time for processing
• Keep detailed records of all submissions and communications
• Consider working with experienced professionals for complex cases
• Verify all requirements with the receiving institution or authority

Remember that document authentication requirements can change, so it’s always best to verify current procedures with official sources or consult with a professional service provider for the most up-to-date information.

Related guides: Apostille Documents: A Complete Guide to International Document Authentication · Apostille Documents: Your Complete Guide to International Document Authentication

Oregon apostilles are issued by the Oregon Secretary of State, and you can either file with the state yourself or use a private apostille service to handle it for you. This guide explains how the state process works, what it costs, which documents qualify, and what to look for if you choose a service.

Who issues apostilles in Oregon

The Oregon Secretary of State’s Corporation Division issues apostilles for Oregon public documents. Its office is at 255 Capitol St. NE, Suite 151, Salem, OR 97310, and it offers walk-in service Monday to Friday, 8 a.m. to 5 p.m.

The state fee is $10 per apostille or authentication certificate, set by Oregon Administrative Rule OAR 160-100-0040.

The Secretary of State can only certify Oregon documents. It does not apostille:

• Documents from other states; those go to the issuing state’s Secretary of State
• FBI background checks and other federal documents, which go to the U.S. Department of State
• Online background checks or documents without a verifiable official signature

Oregon documents that can be apostilled

According to the Oregon Secretary of State, these are accepted:

• Vital records from the Oregon Center for Health Statistics: birth, marriage, divorce, death and no-marriage verification records
• County records that are original certified copies with the official’s printed name and signature, such as a county marriage license
• Court documents signed by a circuit court clerk or judge, such as divorce decrees and name change orders
• Notarized documents, such as powers of attorney, affidavits, adoption papers and some school records, as long as an Oregon notary signed them
• Business filings, such as certified copies of articles of incorporation or organization and certificates of existence

Bylaws, meeting minutes and other private documents must be notarized before they can be apostilled.

Filing yourself vs using an apostille service

Filing yourself is cheapest when you have one clean Oregon document and time to spare. A service is worth it when you need several documents, have documents from more than one state, need an FBI apostille, or need a translation as well.

What to look for in an Oregon apostille service

• A real local address where you can drop off documents
• Clear pricing, with the service fee and government fees shown separately
• Honest turnaround times that match the state’s and the U.S. Department of State’s own timelines
• Help checking documents before filing, so a missing notary seal or wrong copy doesn’t cause a rejection
• Translation support if the destination country needs it

Our guide to finding reliable apostille service reviews explains how to check a company’s track record.

How Apostille Authentications handles Oregon apostilles

Apostille Authentications has Oregon offices in Hillsboro and Lake Oswego. Our fee for a state apostille is $195 for the first document and $65 for each additional document, plus the $10 state fee. Same-day service is available for Oregon documents at the same service fee, depending on when we receive them. See our pricing page and our Oregon apostille guide for details.

We also handle FBI background check apostilles through the U.S. Department of State, documents from other states, and certified translations.

Frequently asked questions

How much does an Oregon apostille cost?

The Oregon Secretary of State charges $10 per apostille. Service fees from private companies are extra.

Can Oregon apostille a birth certificate from another state?

No. Each state only apostilles its own records. A California birth certificate, for example, must go to the California Secretary of State.

Can Oregon apostille my FBI background check?

No. FBI background checks are federal documents and must be apostilled by the U.S. Department of State.

Do I need a certified copy of my Oregon birth certificate?

Yes. Order a certified copy from the Oregon Center for Health Statistics or the county where it was issued. Plain photocopies cannot be apostilled.

Get your Oregon documents apostilled

Bring your documents to one of our offices or contact us with your document type and destination country for a quote.

Related guides: What Are the Common Apostille Mistakes to Avoid? A Complete Guide · Your Ultimate Guide to Obtaining a Costa Rica Apostille from Oregon and Washington

Introduction to Birth Certificate Translation

Translating a birth certificate is a crucial step for individuals who need to use their document in a foreign country, whether for immigration purposes, marriage, education, or employment. The process involves converting the original document from one language to another, ensuring that all information, including names, dates, and places, is accurately represented. Given the importance of this document, selecting a reliable online translation service is paramount to avoid any potential issues or delays.

Importance of Accurate Translation

The accuracy of a birth certificate translation is critical because even the smallest mistake can lead to the rejection of the document by authorities. This not only causes inconvenience but can also lead to significant delays in whatever process the translation is required for. Therefore, it’s essential to choose a service that guarantees high-quality translations performed by skilled and experienced translators.

Key Factors to Consider

When looking for an online service to translate a birth certificate, several factors should be considered to ensure the service meets your needs and provides a reliable translation. These include the service’s reputation, the qualifications and experience of the translators, the languages supported, the turnaround time, and the cost. Additionally, the security and confidentiality of your documents are paramount, so look for services that have robust privacy policies and secure uploading and storage systems.

Reliable Online Translation Services

Several online services stand out for their reliability, quality of work, and customer satisfaction. These services often have a team of professional translators who are not only fluent in the target languages but also have experience with legal and official documents, ensuring that the translations are not only accurate but also appropriate for their intended use.

• Rev.com: Known for its fast turnaround times and affordable prices, Rev.com offers translations performed by a network of skilled freelancers. They support a wide range of languages and have a user-friendly platform for uploading documents and tracking orders.
• Google Translate: While not suitable for official documents due to potential inaccuracies, Google Translate can be a useful tool for informal translations or to get an idea of what your document says in another language. However, for official purposes, a professional service is recommended.
• Day Translations: This service boasts a large team of translators who can handle birth certificates and other legal documents. They emphasize confidentiality and have a system in place for urgent translations, making them a good option for those with time-sensitive needs.
• GTS Translation: With a focus on precision and timely delivery, GTS Translation offers certified translations suitable for official use. They have experience with a variety of documents, including birth certificates, and support numerous languages.

Certification and Notarization

For many official purposes, a birth certificate translation must be certified and, in some cases, notarized. A certified translation is accompanied by a certificate of accuracy, signed by the translator or the translation company, stating that the translation is accurate and complete. Notarization involves a notary public verifying the identity of the signer (in this case, the translator) and witnessing the signing of the certificate of accuracy. Ensure that the service you choose offers these options if they are required for your intended use.

Cost and Turnaround Time

The cost of translating a birth certificate can vary widely depending on the service, the language pair, the complexity of the document, and the turnaround time. While it’s tempting to opt for the cheapest option, consider the potential consequences of a low-quality translation. Faster turnaround times often come at a higher cost, but for urgent needs, the expedited service may be necessary. Always check the pricing and estimated completion time before placing an order.

Conclusion

Translating a birth certificate is a significant step in various life events, and choosing the right online service can make a substantial difference in the efficiency and success of the process. By considering factors like reputation, translator qualification, language support, and security, you can find a reliable service that meets your needs. Remember, the goal is not just to translate the document but to ensure it is accepted by the relevant authorities, making the selection of a high-quality translation service indispensable.

Related guides: Professional Document Translation Services: Why Accuracy Matters · Legal Document Translation: Precision, Compliance & Peace of Mind

An apostille is a certificate that lets a U.S. public document be accepted in another country without further embassy steps. It is attached by the authority that oversees the official who signed your document, and it confirms that signature, seal and title are genuine. This guide explains which documents can be apostilled, who issues the certificate, and how to get it done without delays.

What an apostille does

The apostille comes from the 1961 Hague Apostille Convention. Countries that are party to the convention agreed to accept one standard certificate instead of the older chain of embassy legalization. As of October 2026 there are 130 contracting parties; see our list of apostille countries for the current members and recent additions.

An apostille does not check what your document says. It only confirms that the official who signed or certified it really holds that office. That is why the document itself must be the right version, usually a recent certified copy, before anything is submitted.

If the destination country is not a member, you need authentication and embassy legalization instead of an apostille.

Who issues apostilles in the United States

The issuing office depends on where the document comes from:

• State documents (birth, marriage and death certificates, court records, notarized papers, state business filings) are apostilled by the Secretary of State, or the equivalent office, in the state that issued them.
• Federal documents (FBI background checks, documents signed by federal officials or agencies) are apostilled by the U.S. Department of State Office of Authentications.

A Texas birth certificate cannot be apostilled in Oregon, and an FBI report cannot be apostilled by any state. Our guide to who issues apostilles in the US covers the rules in more detail.

Documents that commonly need an apostille

Personal and vital records

• Birth certificates for citizenship, residency or dual nationality applications
• Marriage certificates and certificates of no record of marriage
• Divorce decrees for remarriage or name changes abroad
• Death certificates for estates, pensions and insurance claims

Education records

• Diplomas, degrees and academic transcripts for study, teaching jobs or professional licensing abroad

Legal and business documents

• Powers of attorney, affidavits and other notarized statements
• Contracts, articles of incorporation, certificates of good standing and board resolutions
• Court orders, adoption papers and probate documents

Federal documents

• FBI background checks for work visas, residency and teaching programs
• Documents signed by federal officials, which go to the U.S. Department of State

How the process works, step by step

1. Confirm what the receiving country needs. Ask the embassy, school, employer or court whether they want an apostille, how recent the document must be, and whether a translation is required.
2. Get the right version of the document. Vital records usually need a certified copy from the state or county vital records office. Private documents, such as a power of attorney, must be signed in front of a notary.
3. Check the signature and seal. The official who signed must be on file with the issuing office. Some states require county-level certification first.
4. Submit to the correct office. State documents go to that state’s Secretary of State. Federal documents go to the U.S. Department of State with Form DS-4194 and a $20 fee per document.
5. Translate if needed. Many countries ask for a certified translation. Our guide on whether to translate before or after the apostille explains the order.

How long it takes and what it costs

State offices set their own fees and timelines. Oregon, for example, charges $10 per apostille. The U.S. Department of State charges $20 per document and says mail-in requests take about five weeks from the day they arrive.

If you use Apostille Authentications, our service fee for a state apostille starts at $195 for the first document and $65 for each additional document, plus the government fee. FBI apostilles start at $195, or $390 expedited. Current prices are on our pricing page.

Mistakes that cause rejections

• Sending a photocopy or an old certified copy when the country wants a recent one
• Notarizations with missing dates, seals or venue details
• Sending a document to the wrong state or to a state instead of the federal office
• Forgetting that the destination country is not a Hague member
• Translating the document before it is apostilled when the country wants the apostille translated too

Our list of common apostille mistakes has more examples and fixes.

Frequently asked questions

Does an apostille expire?

The apostille itself does not expire, but many countries only accept documents issued within a recent window, often three to six months. Check with the receiving authority before you order copies.

Can I apostille a photocopy?

Not a plain photocopy. You need a certified copy from the issuing office, or a copy certified by a notary where state law allows it.

Can one apostille cover several documents?

No. Each document gets its own apostille certificate, and government fees are charged per document.

Do I need a translation as well?

Often yes. Many non-English-speaking countries require a certified translation of the document, and sometimes of the apostille. Our certified translation service can prepare it.

Get help with your documents

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