How to Obtain a Secretary of State Apostille Certificate

The Secretary of State Apostille Certificate is a special certification added to your document by the Secretary of State’s office in the state where the document was issued or notarized. Its purpose is to make your document valid and recognized in other countries that are part of the Hague Apostille Convention.

Here’s why it’s important:

Simplifies the process for international use: It saves you from the hassle of getting additional stamps or approvals from embassies or consulates.
Widely accepted: Once the Apostille is attached, your document is good to go in over 100 countries that follow the Hague Convention.
How it works: The certificate verifies the signature on your document, whether it’s from a government official or a notary public.
Delivery options: The authenticated document can be sent to you as a scanned PDF, shipped to your location, or securely shredded if no longer needed.

Documents Eligible for an Apostille Certificate include but not limited to:

State or government-issued documents such as:

Birth Certificates
Death Certificates
Marriage Certificates
Divorce Decrees
Court Orders
Court Adoption Papers

Notarized documents such as:

School Transcripts and Diplomas
Personal Letters
Contracts and Agreements
Affidavits
Medical Records
Power of Attorney
Parental Consent Forms for Travel
Police Records

Business Documents State issued or Notarized document:

Articles of Incorporation
Certificates of Good Standing
Commercial Contracts and Agreements
Board Resolutions
Company Bylaws
Business Licenses
Financial Statements (once notarized)
Trademark and Patent Applications
Shareholder Agreements
Business Invoices (once notarized)

Making Sure Your Document is Ready for Apostille with Elite Documents

To ensure a smooth Apostille process, it’s important to confirm your document meets the specific requirements of the country where it will be used and that the document meets the requirements for an apostille certificate by verifying it is a certified public document, in good condition, and has the necessary signatures and seals. If the document fails to meet these criteria, it may be rejected for an apostille. In such cases, you must request new certified copies from the issuing authority or get the document propertly notarized.

Document Eligibility
Request a Certified Copy of a Vital Record
How to Notarize a Document

- Document Type: Ensure the document is a certified birth certificate, marriage certificate, or court order. Private documents often need notarization first.
- Condition: The document must be in good condition without any alterations or damage.
- Signature and Seal: The document must have an official signature and seal from the issuing authority.
- Certification: Some private and public document may need prior certification by a notary or county clerk.
- Translation: Documents in a foreign language may need a certified translation.
- Document Age: Some documents must be recently issued.

If the document does not meet these requirements, it may be rejected by the Secretary of State, potentially causing delays and complications in your certification process. You would then have to request a new certified copy.

Request a Certified Copy of a Birth, Death, Marriage, Divorce, or Single Status Certificate:

For a Vital Record: Obtain a certified copy from the issuing authority, which may involve requesting a copy from the relevant government agency:

- For vital records, visit the CDC website for more information
- Or contact us for vital record request service.

Court Record: Determine which court holds the necessary record (e.g., civil, criminal, family court).

- Visit the Court Clerk’s Office for more information
- Or contact us for Court Document retrieval Services.

Notarizing your document is often a necessary step before obtaining an Apostille. Here’s how you can do it, whether you’re at home or abroad:

Traditional Notarization
- If you’re in the United States, take your original document or a photocopy (if accepted by the destination country) to a local notary public. The notary will verify your identity and witness your signature.
- Some countries require the original document to be notarized, while others accept notarized copies. Make sure to check the specific requirements for your destination.
Remote Online Notarization (RON)
- For those who are already abroad or prefer a digital option, remote online notarization is available in several U.S. states. This allows you to notarize your document through a secure online platform without needing to visit a notary in person.
- Our team can connect you with a qualified remote notary in your state or another state that allows RON.
Special Cases for Diplomas and School Records
- In some cases, diplomas or academic transcripts can be notarized in any state, regardless of where they were originally issued. This flexibility ensures faster processing.
- For certain countries, diplomas may need to be notarized directly by the school registrar instead of a public notary. If this applies to your situation, we’ll guide you through the process.

At Elite Documents, we simplify every step of notarizing your document, whether it’s done traditionally or remotely. Reach out to us, and we’ll make sure your document is properly notarized and ready for the Apostille process!

To check if your destination country is part of the Hague Apostille Convention, visit the official Hague Conference on Private International Law (HCCH) website. The list of member countries is available here: Hague Apostille Convention Member Countries.

Current Apostille Members

Albania
Andorra
Antigua and Barbuda
Argentina
Armenia
Australia
Austria
Azerbaijan
Bahamas
Bahrain
Barbados
Belarus
Belgium
Belize
Bolivia
Bosnia and Herzegovina
Botswana
Brazil
Brunei Darussalam
Bulgaria
Burundi
Canada
Cape Verde
Chile
China,
- Hong Kong &
- Macao
Colombia
Cook Islands
Costa Rica
Croatia
Cyprus
Czech Republic
Denmark
Dominica
Dominican Republic
Ecuador
El Salvador
Estonia
Fiji
Finland
France
Georgia
Germany
Greece
Grenada
Guatemala
Guyana
Honduras
Hungary
Iceland
India
Indonesia
Ireland
Israel
Italy
Japan
Jamaica
Kazakhstan
Korea, Republic of
Kosovo
Kyrgyzstan
Latvia
Lesotho
Liberia
Liechtenstein
Lithuania
Luxembourg
Malawi
Malta
Marshall Islands
Mauritius
Mexico
Moldova,
Monaco
Mongolia
Montenegro
Morocco

Namibia
Netherlands
New Zealand
Nicaragua
Niue
North Macedonia,
Republic of

Norway
Oman
Pakistan
Palau
Panama
Paraguay
Peru
Philippines
Poland
Portugal
Romania
Russian Federation
Saint Kitts and Nevis

Saint Lucia
Saint Vincent and the Grenadines
Samoa
San Marino
Sao Tome and Principe
Saudi Arabia
Senegal
Serbia
Seychelles
Singapore
Slovakia
Slovenia
South Africa
Spain
Suriname
Swaziland
Sweden
Switzerland
Tajikistan
Tonga
Trinidad and Tobago
Tunisia
Turkey
Ukraine
United Kingdom of Great Britain
and Northern Ireland
Uruguay
Uzbekistan
Vanuatu
Venezuela

F.A.Q

Why do I need an apostille certificate while I’m overseas?

You might need an apostille certificate for things like getting married, starting a new job, enrolling in school, or handling legal matters abroad. It ensures that your important documents are recognized and accepted by foreign authorities.

How can I get an apostille certificate from abroad?

You can consult with us to determine if your document can obtain the apostille certificate. If it can, we will ask you to mail us the document, and we will take care of the apostille process for you. Once completed, we will send the original apostilled document back to you in your new country via DHL.

How long does it take to receive an apostille certificate when I’m overseas?

The apostille process can take 2-4 weeks, though rush services may be available on a state-by-state basis. Once completed, we will mail the original apostilled document back to you in your new home country. Processing times can vary, and international shipping via DHL usually takes 3-5 business days, so please plan accordingly.

In Washington, D.C., apostille certificate processing can be completed the same day or within 24 hours.

For the Commonwealth of Virginia Apostille certificate processing typically takes 9-12 business days. Rush services is currently available.

Do I need to translate my documents before getting an apostille?

Professional Translation Services: If a translation is needed, use a certified translation service to ensure accuracy. Elite Documents can help with both translation and apostille services.
Translation After Apostille: It’s often best to get the apostille first, then have the document translated. This ensures the translation includes the apostille certification. Whether you translate the apostille page depends on your preference or the requirements of the requesting agency; it’s not mandatory but sometimes required.
Always check with the country of destination or the requesting agency for their specific requirements regarding document translation and apostille procedures, as these can vary.

How long does certified translation and apostille processing take?

Certified translations typically take 1-3 days to complete, depending on the project size and current workload of our translators. Notarization will be done in the District of Columbia, our secretary of state walk-in service facilitates the apostille process, allowing documents to be apostilled on the same day.

Can you apostille a translation?

Yes, you can apostille a translation as long as the translation is an original hard copy that has been completed with notarization. This means the translation itself needs to be notarized to certify its accuracy and authenticity. It will receive an apostille from the state where the notarization took place. The apostille verifies the authenticity of both the original document and the notarized translation in that particular state. We can help apostille a translation as long as the translation is an original hard copy completed with notarization.

Can I get an apostille for a document that was issued in a different country?

Yes, you can get an apostille for a document issued in a different country if both countries are part of the Hague Apostille Convention. The apostille certifies the document’s authenticity for use in another member country without additional legalization. If you need help processing a foreign document for apostille, contact us for more details. We have facilitators around the world who can assist with the process.

Is getting an apostille certificate the same as getting a document notarized?

No, they’re different. Notarization is done by a notary public to certify a document’s authenticity within your home country. An apostille is a step further, making the document internationally recognized in other Hague Convention countries.

Requirements for Apostilling Vital Records

Original Document: You must have the original vital record certificate issued by the appropriate authority (e.g., civil registry, vital statistics office). Some states may have requirements regarding the age of the document, such as not older than 5 years in some cases or no more than 1 year old in others.
If you’re unsure about the specific requirements in your state or country, it’s best to contact the Secretary of State’s office or the relevant legalization authority directly for accurate information. Elite Documents can also provide assistance with understanding and meeting these requirements.

I'm looking to get a court record apostilled. Can you please clarify what is needed on the document to ensure it's eligible for an apostille certificate?

To ensure your court record is eligible for an apostille certificate, it typically needs to be an original document issued by the court. It should include the court’s official seal or stamp, and any signatures or certifications by the court clerk or judge must be clearly visible.
If you do not have a court record, Elite Documents can assist you in retrieving one and obtaining the apostille certificate, ensuring all necessary steps are handled efficiently.”