What Is an Apostille and How to Get One from the U.S. Secretary of State and Your State’s Secretary of State

In today’s interconnected world, individuals frequently need to present official documents abroad, whether for work, immigration, business, or personal matters. To ensure these documents are accepted in foreign countries, they often require an apostille—a special certification that verifies the authenticity of public documents issued in one country for use in another. Established by the Hague Apostille Convention of 1961, the apostille process simplifies the legalization of documents between member countries, making them valid for international use without the need for further authentication.

Obtaining an apostille from the U.S. Secretary of State or your state’s Secretary of State involves a series of steps. First, determine whether you need a federal or state apostille. Documents issued by federal agencies (such as FBI background checks or Social Security letters) must be apostilled by the U.S. Department of State in Washington, D.C. On the other hand, documents such as birth certificates, marriage licenses, or notarized affidavits are typically apostilled by the Secretary of State in the state where they were issued.

To obtain a federal apostille, follow these steps:

1. Prepare the Document: Ensure it is properly notarized (if required) or certified by the issuing federal agency.

2. Complete the Request Form: Fill out Form DS-4194, the request for authentication services.

3. Pay the Fee: The U.S. Department of State charges $20 per apostille.

4. Submit the Application: Mail the document, completed form, and payment to:
   Office of Authentications
   U.S. Department of State
   600 19th Street NW
   Washington, D.C. 20006
   For detailed instructions, visit the U.S. Department of State’s apostille page: https://travel.state.gov/content/travel/en/legal/travel-legal-considerations/international-judicial-assistance/authentication-of-documents.html.

For a state apostille, the process is similar but varies by state. Here are the general steps:

1. Confirm Document Eligibility: Ensure the document was issued or notarized in the same state where you are applying for the apostille.

2. Prepare the Document: Some states require notarization, while others do not.

3. Complete the State-Specific Form: Each state has its own apostille request form, which can be found on the Secretary of State's website.

4. Pay the Fee: State apostille fees typically range from $5 to $20, depending on the state.

5. Submit the Application: Mail or bring the documents in person to your state’s Secretary of State office.

Common documents requiring apostilles include birth certificates, marriage certificates, death certificates, divorce decrees, power of attorney, diplomas, business agreements, and criminal background checks. To obtain these documents, you may need to request them from the issuing agency, such as the vital records office for birth certificates or the county clerk for court records.

To find your state’s Secretary of State office and instructions for obtaining an apostille, visit the National Association of Secretaries of State website: https://www.nass.org/business-services/apostilles-authentications.