Apostille Services Guide: How to Apostille Documents in 2026

What Is an Apostille?

An apostille is an authentication certificate attached to a document by your state's Secretary of State. It verifies that the document's signature, seal, or stamp is genuine. Apostilles are recognized by all countries that signed the Hague Convention of 1961 — over 120 countries including most of Europe, Australia, Japan, Mexico, and Brazil.

Think of it as a passport for your document. Without an apostille, foreign governments and institutions have no way to verify that your U.S. document is real.

When You Need an Apostille

• Studying abroad — Universities require apostilled transcripts and diplomas
• Getting married overseas — Foreign marriage offices require apostilled birth certificates
• International business — Corporate filings, powers of attorney, and contracts for foreign entities
• Immigration — Background checks, birth certificates, and other documents for visa applications
• Adopting internationally — Home studies and legal documents for foreign adoption courts
• Foreign real estate — Powers of attorney for buying or selling property abroad

How to Get an Apostille (by State)

The process differs by state but follows the same general steps: prepare the document, get it notarized if required, and submit to your Secretary of State.

California

1. Notarize private documents first (not required for state-issued documents like birth certificates)
2. Complete the apostille request form from the Secretary of State website
3. Mail the original document, form, and $20 fee to Sacramento
4. Wait 3-4 weeks for standard processing, or use a drop-off service in Sacramento for faster turnaround

Florida

1. Notarize private documents with a Florida-commissioned notary
2. Download the apostille request form from the Florida Department of State
3. Mail the document, form, $10 fee, and a prepaid return envelope to Tallahassee
4. Standard processing is 1-2 weeks; walk-in service available in Tallahassee

Texas

1. Notarize private documents with a Texas-commissioned notary
2. Download the apostille/authentication request form from the Texas Secretary of State
3. Mail the document, form, $15 fee, and a prepaid return envelope to Austin
4. Standard processing is 5-10 business days

Illinois

1. Notarize private documents with an Illinois-commissioned notary
2. Submit to the Illinois Secretary of State in Springfield
3. Fee is $2 per document — the lowest among our five states
4. In-person processing available in Springfield for same-day service

New York

1. Notarize private documents with a New York-commissioned notary
2. Submit to the New York Department of State in Albany
3. Fee is $10 per document
4. In-person processing available in Albany; mail-in takes 2-4 weeks

Apostille vs Authentication

If the destination country did not sign the Hague Convention (e.g., China, Canada, UAE), you need an authentication instead of an apostille. Authentication is a more complex process that involves the Secretary of State and the U.S. Department of State, followed by legalization at the destination country's embassy or consulate. It takes longer and costs more.

Cost and Timeline

Third-party apostille services charge $50-$150 total (including state fees, handling, and return shipping) and can typically deliver in 1-5 business days. Useful when you don't live near the state capital.

Common Documents That Need Apostilles

• Birth certificates
• Marriage certificates
• College diplomas and transcripts
• Powers of attorney (must be notarized first)
• Corporate documents (articles of incorporation, bylaws)
• FBI background checks
• Court orders and divorce decrees
• Death certificates

Frequently Asked Questions