An apostille is a special certificate that a notary adds to a document to make it valid in another country
An apostille is not a type of notary—it is a certificate that a notary (or other official) attaches to a document. The apostille confirms that the notary's signature and seal are genuine. It exists because different countries do not automatically trust each other's notaries. If you need a document notarized to use abroad, you will need an apostille added to it after the notarization is complete.
The apostille comes from the Hague Apostille Convention, an international agreement signed by about 140 countries. If both your country and the country where you will use the document are signatories, an apostille will work. If either country is not part of the convention, you will need a different process called legalization instead.
The apostille itself is a one-page certificate. It states the notary's name, the date of notarization, and confirms that the notary's signature and seal on your document are real. A government office—usually the Secretary of State—issues it. The apostille does not verify what is in your document; it only verifies that the notary who signed it was real.
Key Takeaways
- An apostille is a certificate issued by your state's Secretary of State office that confirms a notary's signature and seal are genuine for use in another country.
- You need an apostille only if you are using a notarized document in a country that is part of the Hague Apostille Convention, which includes most developed nations.
- The apostille is added after the notarization is complete; the notary does not issue it themselves.
- Getting an apostille usually takes one to two weeks by mail or same-day in person, depending on your state and whether you explore in person or by post.
When you actually need an apostille
You need an apostille when you are taking a notarized document to another country and that country requires proof that the notary was real. Common situations include adopting a child internationally, getting married abroad, buying property in another country, or submitting documents to a foreign employer or school.
Not every notarized document needs an apostille. If you are using the document only in the United States, you do not need one. If you are sending it to a country that is not part of the Hague Convention, an apostille will not work—you will need legalization through the country's embassy or consulate instead. Before you pay for an apostille, confirm with the organization in the other country that they actually require one.
How to get an apostille on a document
The process has two steps: first, get the document notarized by a notary public in your state. Second, send that notarized document to your state's Secretary of State office and request an apostille.
Most Secretary of State offices accept apostille requests by mail. You send the original notarized document, a completed request form (available on the Secretary of State website), and a fee—usually between $5 and $30 depending on the state. Some states also offer in-person service at their main office, which is faster. A few states have online portals where you can upload documents and pay electronically. Processing time ranges from one to two weeks by mail; same-day service is often available if you go in person.
When the Secretary of State issues the apostille, they attach it to your document or issue it as a separate page. Either way, the apostille and the notarized document must stay together. Some countries require the apostille to be physically attached; others accept it as a separate sheet. Check with the organization that will receive the document.
What information you need before requesting an apostille
Before you contact the Secretary of State, have the following ready: the name of the notary who notarized the document, the date of notarization, and the state where the notarization took place. This information is on the notarized document itself. You will also need to know which country the document is going to, so you can confirm that country is part of the Hague Convention.
If you have lost the original notarized document, you cannot get an apostille on a copy. The Secretary of State will only apostille the original. If the original is lost, you will need to have the document notarized again by a notary, then request the apostille on the new notarization.
The difference between apostille and legalization
If the country you are sending the document to is not part of the Hague Apostille Convention, you cannot use an apostille. Instead, you will need legalization, which is a longer process. Legalization requires the document to go through your state's Secretary of State office first, then to the U.S. State Department, and finally to the embassy or consulate of the country where you will use it. This can take several weeks or months.
Countries not part of the Hague Convention include some nations in Africa, the Middle East, and Asia. Before you pay for an apostille, check the Secretary of State website or contact the organization in the other country to confirm which process they need.
Common mistakes when ordering an apostille
The most common mistake is ordering an apostille before the document is notarized. The Secretary of State can only apostille a document that already has a notary's signature and seal on it. If you send an unsigned document, it will be rejected.
Another mistake is sending a photocopy instead of the original. The Secretary of State will not apostille a copy. If you need multiple apostilles—for example, to submit the same document to several organizations—you have two options: request multiple apostilles on the original (the Secretary of State will issue several apostille pages), or have the document notarized multiple times and request an apostille for each notarization.
A third mistake is assuming an apostille proves the contents of the document are true. An apostille only confirms the notary's signature is real. It does not verify that the information in the document is accurate or that the person who signed it had the authority to do so.
How long an apostille remains valid
An apostille does not expire. Once issued, it is valid indefinitely. However, the document itself may have an expiration date depending on what it is. For example, a power of attorney may be valid for only a certain number of years, or a birth certificate may need to be recent. The apostille itself will not age out, but the document it is attached to might.
Because an apostille has no expiration, you do not need to renew it or request a new one if you use the document years after the apostille was issued. The original apostille will remain valid as long as the document itself is still acceptable to the foreign organization receiving it.
Frequently Asked Questions
Can a notary public issue an apostille?
No. A notary can notarize a document, but only the Secretary of State (or equivalent state official) can issue an apostille. After a notary notarizes your document, you send it separately to the Secretary of State to request the apostille.
How much does an apostille cost?
Fees vary by state, typically between $5 and $30 per apostille. Some states charge more if you request rush processing or same-day service. Check your state's Secretary of State website for the exact fee.
Can I get an apostille for a document notarized in a different state?
No. You must request the apostille from the Secretary of State office in the state where the notarization took place. If the document was notarized in Texas, you send it to the Texas Secretary of State, not your home state.
What if the country I am sending the document to says they do not recognize apostilles?
That country is likely not part of the Hague Apostille Convention. Contact their embassy or consulate to find out what they require instead—usually legalization through the U.S. State Department and their own embassy.
Do I need an apostille if I am mailing the document to another country?
Whether you mail it or deliver it in person does not matter. What matters is whether the country where it will be used requires an apostille. Check with the organization that will receive the document.