Who Can Apostille A Document In The USA?

In the U.S., the apostille process helps verify the authenticity of documents for use in foreign countries. Apostilles are a form of certification required under the Hague Convention. This allows documents to be accepted in countries that are part of the treaty. 

However, many people may not know who can apostille a document in the USA or what steps are involved. Here’s a clear breakdown of how the process works.

What Is an Apostille?

An apostille is a certificate that authenticates the origin of a document. 

For a document to be recognized in a foreign country that is a member of the Hague Convention, it needs an apostille. This is often required for documents like birth certificates, marriage certificates, educational records, and legal documents that need to be used internationally.

Unlike traditional notarization, an apostille is not about confirming the validity of the document’s content. Instead, it verifies the authenticity of the signature and the capacity of the person who signed the document. 

This allows governments and other organizations in foreign countries to trust the document without further verification.

Who Can Apostille a Document?

In the United States, only specific government agencies or officials can issue an apostille for a document. Depending on the type of document, the apostille process may involve different authorities. 

The exact process varies by state. However, here are the key players in the apostille process.

State Secretary’s Office

The Secretary of State’s office is the primary authority responsible for issuing apostilles in the USA. Each state has a designated office for handling apostille requests. 

The Secretary of State’s office verifies the authenticity of documents issued within that state. They are responsible for affixing the apostille to documents like birth certificates, marriage certificates, and other legal records.

Since each state is responsible for apostilling documents issued within its jurisdiction, the process differs slightly between states. 

For example, in New York, the Department of State handles apostille requests. Meanwhile, in California, it’s managed by the Secretary of State’s office.

U.S. Department of State (for Federal Documents)

If you need an apostille for a federal document, like IRS documents, FBI background check, Social Security Documents, Naturalization Certificates, etc the U.S. Department of State is responsible for issuing the apostille. 

This office handles authentication for documents that come from federal agencies or are federal in nature. Unlike state documents, federal documents require a different process and are sent to a separate department.

The U.S. Department of State handles apostille requests for documents that are issued by federal agencies, such as:

• FBI background checks
• U.S. passports
• Federal court records
• IRS Documents  
• Social Security Documents 
• Certificate of Naturalization

Federal apostilles can only be obtained through the U.S. Department of State’s office in Washington, D.C. or through specific regional offices that handle international document services.

Notary Public (for Documents Not Yet Authenticated)

Before a document can be apostilled, it may need to be notarized. A notary public can verify that the document was signed by the correct individual and can confirm the identity of the person signing the document. 

The notary does not authenticate the document itself but rather the signature. Notary publics are licensed professionals who are authorized to authenticate signatures and administer oaths.

In some cases, documents that need to be apostilled must first go through notarization. Once notarized, the document can then be submitted to the appropriate state or federal agency for apostille certification.

Apostille Service Providers

While state and federal offices are responsible for issuing apostilles, many people use apostille service providers to simplify the process. These services are not government agencies but can help you navigate the bureaucratic steps involved in getting a document apostilled. 

Apostille service providers typically help gather the necessary paperwork, submit your request, and handle any issues that may arise during the process.

Using a service provider can be helpful for individuals or businesses who need to apostille several documents quickly or those who are not familiar with the process. Many apostille service providers also offer expedited processing, which can reduce the time it takes to get an apostille.

Steps to Get a Document Apostilled in the USA with Our Services

Notarize the Document (if Needed)

If your document requires notarization, visit a notary public to authenticate your signature. This is necessary if you are dealing with legal documents like contracts or powers of attorney. Once notarized, the document can move to the next step.

Submit the Document to the Relevant Authority

Once notarized, we handle the submission of your document to the correct government office for apostille processing. For state-issued documents, we submit them to the appropriate Secretary of State’s office.

If your document is federally issued, such as an FBI background check or a naturalization certificate, we process it through the U.S. Department of State in person, we make sure your documents are submitted correctly and efficiently.

Pay the Apostille Fee

Each state and federal agency requires a fee for apostille processing. This varies based on location and the number of documents. We bring a clear breakdown of costs upfront. Therefore, you will know exactly what to expect. 

Expedited service options are available for an additional fee. 

Wait for Processing

Processing times differ by state and agency. However, we deliver expedited apostille services to minimize delays. If submitting in person, some state offices provide same-day or next-day service. 

Meanwhile, mail-in requests may take several weeks. With our expertise, we streamline the process and keep you informed at every step.

Receive the Apostilled Document

Once the apostille has been applied, we carefully verify the document before returning it to you via secure delivery. Your apostilled document is now legally recognized in all Hague Convention countries. This makes it valid for official use abroad. 

No matter if you need it for international business, immigration, or legal purposes, we make sure your document meets all requirements.

Apostille Corp: Trusted Apostille Services in New York City

If you’re ready to get your documents apostilled, Apostille Corp is here to help. With over 10 years of experience, our team in New York City is skilled in apostille and document legalization services for all types of documents. Whether you need an apostille for a birth certificate, marriage certificate, FBI background check, or other official documents, we offer fast, secure, and professional service.We also offer mobile notary services across the tri-state area for your convenience. Contact us today at 718-751-6254 or via WhatsApp at 929-648-0882. We’re here to help with same-day service and expedited options.