Apostilles explained: your guide to international document authentication
Planning to work, study, marry, adopt, or do business abroad? You'll likely need an apostille. Here's exactly what that means, which documents and countries require one, and how the process works — start to finish.
By The Notaryous LLC · Updated July 2026 · ~9 min read
What is an apostille?
An apostille (pronounced uh-PAH-steel) is a certificate that verifies a public document is authentic so it can be accepted in another country. Think of it as an internationally recognized seal of approval that says: “this is a legitimate document, signed by an authorized official, and valid for use abroad.” For Oregon and Washington documents, the state's authentication authority (usually the Secretary of State) issues it; for federal documents, the U.S. Department of State does.
Why do you need an apostille?
Without an apostille, foreign governments, universities, and businesses may not accept your U.S. documents as authentic. Common situations include:
- Education & work: teaching English abroad (TEFL/TESOL), studying at a foreign university, professional licensing, background checks for international employment, transcripts and diplomas.
- Personal & family: getting married in another country, international adoption, dual citizenship, residency or visa applications, and vital records for foreign use.
- Business & legal: opening a foreign bank account, registering a business internationally, powers of attorney, corporate documents, and patent or trademark filings abroad.
Which countries accept apostilles?
Apostilles are recognized by the 120+ countries in the Hague Apostille Convention of 1961 — including most of Europe, Australia and New Zealand, Mexico and much of Central and South America, Japan, South Korea, India, South Africa, Israel, and Turkey. Countries outside the Convention use a different “authentication and legalization” process instead. Not sure which your destination requires? Tell us the country and we'll route it correctly.
What documents can be apostilled?
Vital records are the cleanest and fastest category, but many document types qualify:
- Vital records: birth, death, marriage certificates, and divorce decrees (certified copies — order one here if you don't have a current copy).
- Notarized documents: affidavits, powers of attorney, sworn statements, contracts, and single-status letters.
- Educational: diplomas, transcripts, and degrees (usually notarized by a school official first).
- Business: articles of incorporation, corporate resolutions, and certificates of good standing.
- Federal: FBI background checks and other U.S. Department of State records — these run on a separate federal track.
What cannot be apostilled
Plain photocopies (you need originals or certified copies), and documents from a different state must be apostilled by the state that issued them. The good news: we cover all 50 states, so you still hand it to one team.
The apostille process, step by step
- Get the document right. It must be an original or certified copy with a verifiable official signature. This is where most delays start — and where we catch problems before submission.
- Notarize if required. Personal documents (affidavits, POAs) are notarized first; vital records go straight from the issuing agency to the state authority.
- Submit to the authority. We take it to the Oregon or Washington Secretary of State (in-house), hand-carry it to another state's authority, or submit federal documents to the U.S. Department of State.
- Apostille attached. The authority permanently attaches the apostille certificate — never remove it.
- Delivery. Your apostilled original comes back to you, ready for its destination (and translation, if the country requires it).
How long does it take? Plan your timeline
Timelines depend on the document and how you go about it:
- Oregon & Washington state documents (with us): as fast as 1–2 business days (VIP) up to about 2 weeks (Standard).
- Federal apostilles (FBI checks, federal records): 7–10 business days.
- Ordering certified vital records: allow 1–2 weeks before your deadline.
Working against a hard deadline for a visa, job, or school? Start 4–6 weeks out when you can, and tell us the date — we'll build the timeline backward from it.
Common apostille mistakes (and how we avoid them)
- Submitting a photocopy instead of a certified copy — automatic rejection.
- Sending it to the wrong office — federal vs. state, or the wrong state.
- Laminating the document — many countries can't verify a laminated seal.
- Translating before the apostille is attached — always apostille first, then translate the full packet.
- Waiting too long to start — the certified-copy step is usually the slowest.
How The Notaryous LLC makes it simple
We review your documents before submission, notarize what needs notarizing, submit to the correct authority, track every step, and ship the finished packet back to you — Oregon and Washington in-house, all 50 states covered, plus certified translation when your destination requires it. One point of contact, zero legwork. See current apostille pricing and timelines.
Ready to apostille your document?
Tell us the document, the destination country, and your deadline — we'll confirm exactly what you need before anything is billed.
Frequently asked questions
How long does an apostille take?
For Oregon and Washington documents we handle: about 1–2 business days (VIP) up to roughly 2 weeks (Standard). Federal apostilles run 7–10 business days. On your own by mail, state processing is typically 5–10 business days plus prep and shipping.
Can I use the same apostilled document in multiple countries?
Yes, as long as all the countries belong to the Hague Apostille Convention. Because some institutions keep the original, you may need multiple certified copies apostilled.
What if my document is in another language?
It can still be apostilled, but the receiving country often requires a certified translation of the apostilled packet. We coordinate certified translation too.
Can you apostille documents from other states?
An apostille must come from the state that issued the document, but we cover all 50 states. Oregon and Washington are in-house; other states are hand-carried by our trusted courier team.
Is an FBI background check apostilled by the state?
No — an FBI background check is a federal document, so it's apostilled by the U.S. Department of State on a separate federal track (which we also handle). The fingerprinting step is done by our sister company, Oregon Fingerprinting.
Do I need to be present for the apostille?
You need to be present for the notarization of any document that must be notarized. After that, we handle submission to the state or federal authority for you.