How to apostille a US document for use abroad
An apostille is an official certification that validates a US document as genuine for use in countries that signed the 1961 Hague Convention. It’s the indispensable first step for US documents (birth certificate, marriage, FBI background check, etc.) to be recognized in Mexico, Guatemala, Spain, and most countries.
Which documents need apostille?
Most common:
- US birth certificate
- Marriage certificate
- Divorce decree
- Death certificate
- FBI background check (Identity History Summary Check)
- Diplomas and academic transcripts (requires notarization first)
- Powers of attorney signed before notary public
- Corporate documents (LLC, company certificates)
Who issues the apostille
State documents (birth, marriage, etc.)
- State Secretary of State of issuing state
- Example: born in California → California Secretary of State apostille
Federal documents (FBI background, IRS, etc.)
- U.S. Department of State (Office of Authentications) in Washington DC
- Fee: ~$8/document
Step-by-step process
Get ORIGINAL document or CERTIFIED copy
- Birth certificate: from Vital Records office of state/county of birth
- Marriage certificate: from County Clerk where married
- Regular photocopies DON’T work
Notarization (if applicable)
- Some documents (powers, declarations) require notarized signature before apostille
- Notaries public at banks, UPS Store, AAA, libraries
Send to Secretary of State
- Each state has its own process (online, mail, or in person)
- Fee: $5-$25 USD per document (varies by state)
- Time: 5-15 business days typically
Translation (if applicable)
- If receiving document requires another language, must be OFFICIALLY translated
- Some countries accept certified translation in US; others require translation in receiving country
Typical costs
| Item | Cost |
|---|---|
| State birth certificate apostille | $5-$25 USD |
| FBI background apostille | $8 USD + obtaining costs |
| Notarization | $5-$15 USD |
| Certified translation (if applicable) | $30-$80 USD/page |
| Expedited service (some states) | +$20-$60 USD |
| Courier (FedEx/UPS) | $25-$50 USD per shipment |
| Typical total per document | $50-$150 USD |
Private apostille services
Companies that handle the entire process (~$80-$200/document). Useful if:
- Need several documents at once
- Live far from Secretary of State
- Need expedited processing
Search “apostille service [your city]” on Google.
Apostille vs Authentication (non-Hague countries)
Some countries (China, Canada before 2024, etc.) did NOT sign the Hague Convention. For those countries you need Authentication — similar but longer process via receiving country’s embassy.
Related information
- Notarizations at consulates — for documents to use in your country of origin
- Register US-born child — typical apostille use
Official source: U.S. Department of State Authentications
Last verified: 2026-05-24.
General procedural information for educational purposes. Not legal, tax, or immigration advice. Laws and fees change — verify with the issuing agency before taking action. For case-specific guidance, consult a licensed immigration attorney or other appropriate professional.
Related procedural information
- Consulate of your country in the US — passport renewal, consular ID, document apostille
- ITIN — file federal taxes without SSN — required regardless of immigration status
- USCIS form library — federal immigration forms (I-130, I-485, N-400, etc.)
- Find an immigration attorney — pro bono lists + AILA + BIA-recognized
- Know Your Rights — ICE encounters — constitutional protections
- How to get your FBI background check (Identity History Summary) — a federal document commonly apostilled for use abroad