How to apostille a US document for use abroad

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

1. 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

2. Notarization (if applicable)

   • Some documents (powers, declarations) require notarized signature before apostille
   • Notaries public at banks, UPS Store, AAA, libraries

3. 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

4. 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

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: 2026-05-25.

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