How to Apostille a Document: Your Step-by-Step Guide

Whether you’re moving abroad, studying overseas, working in a foreign country, or handling international legal matters, you’ll likely encounter the need to Apostille A Document. This official certification is essential for your documents to be accepted in another country that is part of the Hague Apostille Convention.

At RAIS Apostille Services, we specialize in fast, reliable apostille services across the United States. In this comprehensive guide, we’ll break down everything you need to know about how to apostille a document, why it’s needed, and how to make the process smooth and stress-free.

What Does It Mean to Apostille a Document?

To apostille a document means to authenticate it for international use, specifically in countries that are members of the Hague Convention of 1961. The apostille certifies that the document is genuine and that the signature, stamp, or seal is valid.

This process is not a notarization, nor is it legalization. It is a formal certification used in place of consular legalization between participating countries.

When Do You Need to Apostille a Document?

You’ll need to apostille a document if you’re presenting U.S.-issued documents in a foreign country for purposes such as:

• Visa and immigration applications

• Studying abroad

• Getting married in another country

• International business contracts

• Dual citizenship applications

• Adoption proceedings

• Opening a foreign bank account

• Power of attorney abroad

Each country has its own requirements, but most ask for apostilled documents for legal and official recognition.

Which Documents Can Be Apostilled?

You can apostille both state-issued and federal documents, including but not limited to:

State-Issued Documents:

• Birth Certificates

• Marriage Certificates

• Death Certificates

• Divorce Decrees

• Driver’s Licenses

• School Transcripts & Diplomas

• Notarized Affidavits

• Powers of Attorney

Federal Documents:

• FBI Background Checks

• U.S. Department of Justice Documents

• IRS Letters

• Federal Court Documents

• Certificates of Naturalization (must be certified copies from USCIS)

How to Apostille a Document in the U.S.: Step-by-Step

Here’s how to apostille a document, depending on whether it’s state or federally issued:

Step 1: Identify the Type of Document

• State Document: Birth certificate, diploma, notarized affidavit, etc.

• Federal Document: FBI background check, federal court documents, etc.

This determines whether you need to send your document to your state’s Secretary of State or the U.S. Department of State in Washington, D.C.

Step 2: Make Sure It’s the Right Version

• Documents must be original or certified copies from the issuing agency.

• Notarized documents must be properly executed by a licensed notary public.

Step 3: Submit to the Correct Apostille Authority

• State-Issued Documents → Secretary of State’s Apostille Office

• Federal Documents → U.S. Department of State – Office of Authentications

Step 4: Pay the Required Fees

Each state and federal agency has its own fees. Fees vary depending on the document type and processing time.

Step 5: Wait for Processing

• State apostilles typically take 5–15 business days (some states offer expedited service).

• Federal apostilles via the Department of State can take 6–8 weeks, unless expedited by a private service like RAIS Apostille Services.

Step 6: Receive Your Apostilled Document

The apostille is either a certificate attached to your document or a stamp on the document itself, verifying its authenticity for use in the foreign country.

Apostille vs. Notarization vs. Legalization

If your destination isn’t a Hague member, you’ll need to legalize the document through the consulate instead of using an apostille.

How RAIS Apostille Services Can Help

Navigating different government agencies can be time-consuming and confusing. That’s where we come in.

At RAIS Apostille Services, we:

✅ Review your documents for apostille eligibility
✅ Handle all submissions on your behalf
✅ Expedite processing times
✅ Offer nationwide service
✅ Provide real-time tracking and support

Let us handle the paperwork so you can focus on what matters most — your travel, job, family, or legal matters.

States We Serve

We provide apostille services in all 50 states, including:

• California

• Texas

• New York

• Florida

• Illinois

• Pennsylvania

• Georgia

• Arizona

• Washington

• And many more!

We also handle federal apostilles for FBI background checks and other documents through the U.S. Department of State.

Frequently Asked Questions (FAQs)

Q1: Can I apostille a photocopy or scanned version of a document?

A: No. Only original or certified copies are accepted for apostille. Photocopies must be notarized properly to be eligible.

Q2: How long does it take to apostille a document?

A: State documents typically take 5–15 business days. Federal documents can take 6–8 weeks, but we can expedite the process to as little as 7–14 days.

Q3: Can I apostille documents for non-Hague Convention countries?

A: For countries not part of the Hague Convention, documents must be legalized instead. We also offer assistance with consular legalization.

Q4: What if I don’t live near a Secretary of State or federal office?

A: No problem! With RAIS Apostille Services, you can mail or email your documents to us and we’ll handle the rest — no matter where you live in the U.S.

Q5: Is it safe to send personal documents?

A: Absolutely. We use secure mailing, encrypted emails, and tracking systems to ensure your sensitive documents are protected every step of the way.

Get Started Today with RAIS Apostille Services

Apostilling a document doesn’t have to be a complicated or drawn-out process. Whether you need a birth certificate apostilled, a diploma certified, or an FBI background check processed, RAIS Apostille Services is your trusted partner for fast, reliable, and nationwide apostille services.