An apostille is a certificate that a notary adds to a document to confirm it is genuine for use in another country

An apostille is not a type of notary—it is a certificate that a notary (or sometimes a government office) attaches to a document to prove it is real and legally signed. The apostille itself is a one-page form that says "this document and the notary's signature are authentic." It is used when you need to send a notarized document to another country, because many countries do not recognize U.S. notary seals on their own. The apostille is an international agreement that tells the other country "yes, this is legitimate."

The word comes from a 1961 international treaty called the Hague Apostille Convention. Most countries in the world are part of this treaty, so they accept apostilles from each other. If you are sending a notarized document to a country that is part of the convention—which includes Canada, the United Kingdom, Australia, Mexico, and most of Europe—you will need an apostille. If you are sending it to a country that is not part of the convention, you may need a different process called legalization instead.

Key Takeaways

  • An apostille is a certificate attached to a notarized document that proves it is genuine for use in another country.
  • You need an apostille when sending a notarized document to any country that is part of the Hague Apostille Convention, which includes most countries worldwide.
  • The apostille is usually issued by the Secretary of State's office in the state where the notary is located, not by the notary themselves.
  • The process takes one to two weeks by mail and costs between $10 and $30, depending on the state.
  • You cannot get an apostille for a document that has not been notarized first.

How an apostille differs from a regular notary seal

A regular notary seal proves that a notary watched you sign a document and verified your identity. That seal works fine within the United States. But when a foreign government or organization receives a document with only a U.S. notary seal, they have no way to know if that notary is real or if the seal is legitimate. They do not have access to U.S. notary records.

An apostille solves this problem. It is issued by a government office (usually the Secretary of State) that keeps official records of notaries. The apostille says "we have checked our records, and yes, this notary was real and licensed on the date they signed this document." A foreign government trusts the Secretary of State because both governments are part of the same international treaty. So the apostille is what makes the notarized document trustworthy across borders.

Which documents need an apostille

Not every notarized document needs an apostille—only those that will be used in another country. Common documents that need apostilles include birth certificates, marriage certificates, divorce decrees, power of attorney forms, educational diplomas, and business contracts. If you are sending any notarized document to a foreign government, court, school, or employer, ask them first whether they need an apostille. Some organizations will tell you exactly what they need.

One important rule: the document must be notarized before you can get an apostille. You cannot apostille a blank form or a document that has not been signed and witnessed by a notary. If your document is not yet notarized, you will need to visit a notary first, then request the apostille afterward.

How to request an apostille from your Secretary of State

The apostille is issued by the Secretary of State's office in the state where the notary signed the document. You do not request it from the notary themselves. To start, contact the Secretary of State's office in that state—most have a dedicated apostille department or a phone line for apostille requests. You can find the office online by searching "[state name] Secretary of State apostille."

You will need to send the original notarized document (or sometimes a certified copy) by mail along with a request form and a check. Some states allow you to request an apostille in person at their office, which takes a few minutes. By mail, the process usually takes one to two weeks. The cost ranges from $10 to $30 per document, depending on the state. A few states offer rush processing for an extra fee, which can reduce the time to three to five business days.

When you send your document, include a cover letter with your name, phone number, and the name of the country where the document will be used. This helps the office process your request correctly. Ask for the apostille to be attached to the document itself, not issued as a separate page, unless the organization receiving it has told you otherwise.

What happens after you receive the apostille

Once the apostille is attached to your document, it is ready to send to the other country. The apostille does not expire, so you can use it indefinitely. However, some organizations may ask for a recent apostille (issued within the last few months or year) even though the apostille itself never expires. If that happens, you can request a new apostille by sending the document back to the Secretary of State.

If you need multiple copies of the apostilled document, you have two options. You can send the original apostilled document to the Secretary of State again and ask them to issue additional apostilles on certified copies. Or, if the receiving country allows it, you can make photocopies of the apostilled document yourself. Ask the organization receiving the document whether photocopies are acceptable before you do this.

When you might need legalization instead of an apostille

A small number of countries are not part of the Hague Apostille Convention. These include a few countries in Africa, the Middle East, and Asia. If you are sending a notarized document to one of these countries, you cannot use an apostille. Instead, you will need a process called legalization, which involves getting the document certified by the U.S. State Department and then by the embassy or consulate of the country where it will be used.

Legalization is more time-consuming and expensive than an apostille. It can take several weeks and cost $100 or more. Before you go through this process, confirm with the organization receiving your document that legalization is actually required. You can also contact the embassy or consulate of the destination country to ask what they need.

Common mistakes to avoid

One frequent mistake is asking a notary to issue an apostille. Notaries cannot do this—only the Secretary of State can. If a notary tells you they can apostille your document, they are mistaken or offering a service they do not actually provide. Always contact the Secretary of State's office directly.

Another mistake is notarizing a document in one state and then requesting an apostille from a different state's Secretary of State. The apostille must come from the state where the notary is located. If you are unsure which state that is, check the notary's seal on the document—it will show their state of commission.

A third mistake is waiting too long to request the apostille. While the apostille itself does not expire, some organizations may want proof that the notary was still licensed at the time they signed. If you request the apostille years later, the Secretary of State may have difficulty verifying this. Request your apostille within a few months of being notarized whenever possible.

Frequently Asked Questions

How long does it take to get an apostille?

By mail, most states take one to two weeks. Some states offer in-person service at their office, which takes a few minutes. A few states have rush options that take three to five business days for an extra fee. Contact your state's Secretary of State office to ask about their specific timeline and whether rush processing is available.

Can I get an apostille for a document that was notarized years ago?

Yes. The apostille does not expire, and you can request one for a document notarized long ago. However, the Secretary of State will verify that the notary was licensed on the date they signed. If the notary is no longer in their records, the office may deny the request. This is rare, but it is why requesting an apostille soon after notarization is safer.

Do I need to send the original document to get an apostille?

Most states require the original notarized document or a certified copy. A few states accept photocopies. Contact your Secretary of State's office to ask what they will accept. If you are worried about losing the original, ask whether they can return it to you after issuing the apostille.

What if the country I am sending the document to is not part of the Hague Convention?

You will need legalization instead of an apostille. This involves getting the document certified by the U.S. State Department and then by the embassy or consulate of the destination country. Contact that country's embassy or consulate in the United States to learn what steps are required and how much it will cost.

Can I make copies of an apostilled document?

It depends on the organization receiving the document. Some accept photocopies of apostilled documents, while others require the original. Always ask the receiving organization before you make copies. If they do not accept copies, you can request additional apostilles from the Secretary of State by sending the document back with a new request.