How to Get an Apostille in the USA: Process, Fees & Requirements

Are you planning to use a U.S. document in a foreign country? If so, you will come across a term called an Apostille. An Apostille is a special international certificate that is used to verify the authenticity of a public document so it can be legally used in a foreign country.

It is important to know how to obtain an apostille, as it saves you time and helps avoid costly mistakes while dealing with educational, business, immigration or personal matters.

In this blog, we will provide all the information you need to apply for an apostille in USA, including the process, meaning, processing time, and required documents in the USA.

What Is an Apostille in the USA?

A US Apostille is a certificate issued by a government authority to verify the authenticity of a document. It is used to verify that:

• A signature on the document is valid and genuine.
• An authorised official has signed the document.
• The seal or stamp on the document is valid.
• It also makes the document recognizable in another country without further legalisation.

When Do You Need an Apostille in the USA?

An Apostille certificate is required when you plan to submit US documents abroad for official purposes. A few common situations include:

• If you are studying or working abroad
• If you are getting married in another country.
• If there are international business transactions involved
• If there are immigration or visa applications
• If you are planning to adopt a child internationally

Note: For an apostille to be accepted, you must ensure the receiving country is a part of the Hague Apostille Convention.

Which Documents Can Be Apostilled in the USA?

You need to provide the documents for your apostille application in the USA. There are mainly two types of documents that you need to collect.

Federal Document : These are the documents that are apostilled by the U.S. Department of State office in Washington, DC, USA.

State Documents : The state documents are issued by the relevant Secretary of State's office in the USA.

Here is the list of documents that you will need to submit for your apostille application in the USA. 

• Birth certificate
• Marriage certificate
• Divorce certificate
• Death certificate
• Power of attorney
• Articles of Incorporation
• Copy of passport
• Copy of driving license
• Single status affidavit
• Court orders
• Bank statements
• Employment verification letter
• Transcripts and diplomas
• Notarised letters
• FBI background checks
• U.S. Patent or IRS documents

How to Get an Apostille in the USA: Step-by-Step Process

Follow the steps below to apply for an apostille in USA.

1. Confirm Whether the Destination Country Accepts an Apostille

• Make sure the destination country is part of the Hague Apostille Convention.

• If it is a member, then you will need an apostille.

• If not, then you will require an embassy or consular legalisation

2. Identify the Type of Document You Have

• Different types of documents require different processes.
• The common apostille document types include:
  • Birth certificate
  • Marriage certificate
  • Divorce certificate
  • Power of Attorney and notarised affidavits
  • Diplomas and transcripts
  • FBI Background Checks
  • Corporate or business filings
  • Court judgments and adoption papers

3. Prepare Your Document for an Apostille

• Depending on the document type, it must be:
  • A certified copy in case of vital records, court documents, etc
  • A notarised original in case of powers of attorney, affidavits, etc
  • If it is issued by a federal agency such as the FBI.
• You must make sure the document is complete, clean and in good condition. 
• Document notarization is necessary in some cases.

4. Submit the Documents to the Correct Authority

In the United States, apostilles are issued at 2 levels, namely:

• State-level Apostille, which is for documents such as-
  • Birth certificate
  • Marriage certificate
  • School diplomas
  • Notarised letters
• Federal Apostille, which is for documents such as-
  • FBI background checks
  • Federal court records
  • US Patent or IRS documents

5. Pay the Apostille Processing Fee

The Government authorities charge standard processing fees to apostilles. These vary by state and include:

• Government filing fee
• Return mail fees
• Expedited service charges, if available

6. Receive your Apostilled Document

After approval, your document will be returned with a stamp or attached apostille certificate. You can now use this in your destination country, and no further legalisation is required.

How Much Does an Apostille Cost in the USA?

The fee structure for an apostille varies by state but is usually affordable. The cost for a state apostille document is $5-$25 per document at the state level or $20 per document at the federal apostille. Additional costs may include shipping or expedited processing.

What is the Apostille Processing Time?

The apostille processing time typically ranges from 2-7 working days if you are using expedited routes. But in most cases, the processing time varies based on the authority and method of submission.

Also Want to Know About How to Check Apostille Status in USA? Check Now!

Common Mistakes to Avoid When Applying for an Apostille

The following points must be kept in mind for getting an apostille in the USA without any issues.

• Avoid submitting photocopies instead of certified originals
• Using the wrong issuing authority
• The document is missing a notarisation
• Incorrect country information on the request form
• The payment has been declined or is incomplete

Apostille vs Authentication: Key Differences

An apostille and an authentication are both used to verify the signatures and seals on official documents so they are legally recognised abroad. The major difference comes down to the destination country.

The table below outlines a few differences between an Apostille and an Authentication.

Conclusion

Obtaining an apostille in the USA may seem complicated at first, but the process becomes much easier when you understand the requirements and follow the correct steps.

Whether you need an apostille for educational documents, business paperwork, personal records or legal certifications, the documents must be properly notarised, authenticated and submitted to the authorised authority. 

At Visament, we provide you with a simple and easy apostille application process at an affordable cost with years of experience experts who will help you to fill out the application.

With the right approach, the documents will be ready for international use and recognised in countries that are part of the Hague Apostille Convention.