A Guide to the Apostille Process

When you need a U.S. document accepted in another country, the apostille process can feel confusing or overwhelming. Whether you’re handling international business, immigration, school enrollment, marriage abroad, or personal legal matters, an apostille ensures your documents are recognized in any country that participates in the Hague Apostille Convention.

This simple guide breaks down each step so that you know exactly what to expect. 

What Is an Apostille?

An apostille is an official certificate issued by a government authority that verifies:

• The authenticity of a public document
• The legitimacy of the signature
• The capacity of the person who signed it
• The seal or stamp of the issuing office

It does not validate the content of the document — it simply confirms that the document is genuine and issued by a recognized authority.

Apostilles are used only for countries that are members of the 1961 Hague Apostille Convention. If the destination country is not a member, the document must go through a different process called authentication and legalization.

Confirm Whether You Need an Apostille

Before you begin, verify whether the receiving country requires:

• An apostille, or
• A non‑Hague authentication certificate

The easiest way to confirm is to ask the organization requesting your documents. Requirements vary by country, and submitting the wrong type of certification can delay your process.

Gather the Documents That Need Certification

Common documents that require apostilles include:

• Birth certificates
• Marriage certificates
• Divorce decrees
• School transcripts and diplomas
• Power of attorney
• Corporate documents
• Adoption paperwork
• Background checks

Some documents must be originals, while others may require certified copies. Requirements depend on the issuing agency and the destination country.

If you’re unsure whether your document is acceptable, ask your Apostille Facilitary to review the document before submission. 

Determine Whether Notarization Is Required

Some documents must be notarized before they can be apostilled, especially documents like:

• Power of Attorney
• Affidavit
• Letter of Authorization
• Business Document
• Personal Statement

Other documents, such as vital records (birth, marriage, death certificates), can receive a certified copy by a notary, but originals cannot be notarized because they are issued by a government agency.

Submit Your Documents to the Correct Authority

Where you submit your documents depends on the type.  State‑Issued documents go to the Texas Secretary of State in Austin.  Federal documents go to the U.S.  Department of State – Office of Authentications in Washington, D.C.  County or local documents may require certification from the county clerk before the state can issue an apostille. Please note: if the receiving country is not part of the 1961 Hague Convention Treaty, you may need an Authentication Certificate instead.

Submission options typically include mail in, walk-in or courier service (fastest and most reliable). 

Pay Fees and Wait for Processing

Processing times vary depending on the issuing authority, time of year and whether you choose standard or expedited service. 

• Texas SOS: A few days to several weeks unless expedited through courier.
• U.S. Department of State: Several weeks unless expedited through a courier.

Receive Your Apostilled Documents

Once processed, your document will be returned with an apostille attached. This certificate includes:

• A unique identification number
• The issuing authority’s seal
• The signature of the certifying officer

Review the apostille to ensure:

• Names are spelled correctly
• The document type is accurate
• The country of destination is listed correctly (if required)

If anything is incorrect, it must be corrected before use.

Use Your Apostilled Documents Abroad

Your apostilled document is now ready for international use. You can submit it to:

• Immigration offices
• Foreign schools
• Marriage registries
• Employers
• Government agencies
• Legal authorities

Each country may have its own submission procedures, so always follow the instructions provided by the requesting party.

Need Help? 

The apostille process can be confusing, especially when dealing with deadlines, international requirements, or multiple documents. Arlington Mobile Notary would love to handle the entire process for you:

• Document review
• Notarization (if needed)
• State or federal submission
• Courier delivery
• Return shipping

We ensure your documents are authenticated correctly the first time. 

Call: 682‑597‑4060 or click here to start your request

 Serving Arlington, Grand Prairie, Mansfield, Fort Worth, Dallas & surrounding communities within the DFW Metroplex