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Apostilles FAQ
An apostille is an official certification that authenticates the origin of a document so it can be legally recognized in another country that is a member of the Hague Apostille Convention. It verifies the signature, seal, and authority of the issuing official.
Via Apostille assists with obtaining apostilles and authentications for U.S. documents at both the state and federal levels. This includes document review, submission to the appropriate authority, tracking, and return delivery.
Common documents include birth and marriage certificates, diplomas and transcripts, powers of attorney, business documents, FBI background checks, and other federal or state-issued records. The exact process depends on where the document was issued and where it will be used.
If the destination country is a member of the Hague Apostille Convention, you need an apostille. If the country is not a member, the document must go through an authentication and embassy or consulate legalization process.
Processing times vary based on the issuing authority, document type, and service level selected. State apostilles may take a few days to several weeks, while federal apostilles often take longer. Expedited options may be available.
Some documents require originals, such as certified vital records, while others may accept notarized copies.
Yes. Via Apostille assists with apostille and legalization services for documents intended for use in countries worldwide, including both Hague and non-Hague countries.
Notarization is not automatically included, but Via Apostille can advise if notarization is required and help coordinate notarization when necessary.
Costs vary depending on document type, issuing authority, destination country, and processing speed. Pricing typically includes government fees, service fees, and shipping. Contact Via Apostille for a customized quote.
To begin, contact Via Apostille with details about your document and the country where it will be used. Our team will review your request and guide you through the next steps.
Via Apostille simplifies a complex process by providing clear guidance, careful document handling, and reliable service from start to finish. Our goal is to ensure your documents are processed correctly and efficiently.
U.S. Department of State Apostilles
A U.S. Department of State apostille is a certification issued for documents originating from U.S. federal agencies. It authenticates the signature and seal so the document can be used in a foreign country that is a member of the Hague Apostille Convention.
Documents issued by U.S. federal agencies require a Department of State apostille. Common examples include FBI background checks, Certificates of Naturalization or Citizenship, Social Security Administration letters, IRS documents, and federal court records.
Federal apostilles are issued exclusively by the U.S. Department of State, Office of Authentications, located in Washington, D.C.
A federal apostille applies to documents issued by U.S. federal agencies, while a state apostille applies to documents issued or notarized at the state level, such as birth certificates, marriage licenses, or notarized affidavits.
Apostilles are accepted only by countries that are members of the Hague Apostille Convention. If the destination country is not a member, the document must go through authentication and embassy or consulate legalization instead.
Federal documents generally do not require notarization. However, some documents may need to be certified or issued in a specific format before they are eligible for an apostille. Requirements vary by document type.
Yes. The U.S. Department of State typically requires original federal documents or certified originals for apostille processing. Photocopies are generally not accepted.
Processing times vary depending on volume and government workload. Federal apostilles often take several weeks, and expedited processing is not always available.
No. An apostille is issued for use in a specific country. If the same document is needed in multiple countries, separate apostilles may be required.
If the destination country is not part of the Hague Apostille Convention, the document must be authenticated by the Department of State and then legalized by the appropriate foreign embassy or consulate.
Via Apostille simplifies a complex process by providing clear guidance, careful document handling, and reliable service from start to finish. Our goal is to ensure your documents are processed correctly and efficiently.
Secretary of State Apostilles
Secretary of State authentication services verify the authenticity of signatures, seals, and notaries on documents issued or notarized within a specific U.S. state so they can be used internationally.
An apostille is used when the destination country is a member of the Hague Apostille Convention. Authentication is used when the destination country is not a Hague member and usually requires additional legalization by a foreign embassy or consulate.
Documents commonly include birth and marriage certificates, death certificates, divorce decrees, notarized affidavits, powers of attorney, diplomas, transcripts, and business documents filed or notarized in that state.
The document must be authenticated by the Secretary of State in the same state where the document was issued or notarized.
Some documents must be notarized, while others, such as certified vital records, must be issued directly by the appropriate state or county office. Requirements vary by document type and state.
Most Secretary of State offices require original documents or certified copies. Photocopies are generally not accepted unless they are properly notarized.
No. Apostilles and authentications are issued for use in a specific country. Separate certifications may be required for different countries.
For non-Hague countries, the document must usually be legalized by the destination country’s embassy or consulate after Secretary of State authentication.
Via Apostille simplifies a complex process by providing clear guidance, careful document handling, and reliable service from start to finish. Our goal is to ensure your documents are processed correctly and efficiently.
Embassy Legalization
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