What is an Apostille Service & How Does It Work in 2023

Navigating the Apostille Process: Where and How to Apply in 2023

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What is an Apostille Service & How Does It Work in 2023?

An apostille verifies the authenticity of official documents for use in foreign countries. Obtaining an apostille can be complex and confusing. But it can be manageable with the proper knowledge and guidance.

This comprehensive guide explains the apostille process in 2023. It includes different types of apostille certificates, where to get them, and how to apply. You’ll also learn about the requirements for an apostille in the intended country. By the end, you’ll feel confident in navigating the apostille process. 

The Different Types of Apostille Certificates Explained

When obtaining an apostille, you can get several different types. Your choice depends on the document and its intended use. Records have different levels of authority for use in various contexts. For example, if a country is not a member of the Hague Convention, the apostille has to be done by federal authorities.

State Apostille

A US state apostille is a certification issued by the state government office. It verifies document authenticity for use in a country that is a member of the Hague Convention. The Hague Convention is an international treaty. It simplifies the authentication of official documents.

State government offices issue these apostilles that are standard for the following documents:

• Vital Records, including marriage, birth, and death certificates

• State Court Records, such as judgments and court decrees

• Notarized documents such as the power of attorney, affidavits, and other legal documents

• Diploma and Academic Records such as high school and college diplomas and transcripts

The state apostille confirms the authenticity of many documents. Examples include birth, marriage, and death certificates, state court records, notarized documents, diplomas, and academic records. 

Federal Apostille

The US Department of State issues a federal apostille for federal government documents and documents for use in non-Hague Convention countries. They are typical for the following documents:

• FBI record

• Federal government documents

• Federal Court records

• These apostille services are available nationwide.

These apostilles are for documents you intend to use in a foreign court or government agency. Federal apostille services are available nationwide. 

Apostille by Federal Court

An apostille by Federal Court differs from the US apostille and Federal apostille. It is for legal documents for use outside of the United States in countries that are members of the Hague Convention. The federal court issues them rather than the state government office or the US Department of State.

These documents are typically legal documents such as court orders, judgments, and decrees that you must present in a foreign court or government agency. The apostille by Federal Court confirms the authenticity of the document’s signatures, seals, and stamps.

It’s important to note that different countries have different requirements for apostille. It’s essential to check with the relevant authorities in the country where you will use the document. This way, you ensure that the apostille meets their requirements. 

Documents You Need to Apply for an Apostille in 2023

When applying for an apostille, you need certain documents. After collecting the documents, follow the steps to ensure a smooth and successful process.

To begin the process, you will need to fulfill the following apostille requirements:

  1. The original document or a certified copy of the document requiring an apostille (Only original seals and signatures are accepted)

  2. Photocopy of the document as a reference

  3. A completed application form from the government office or service provider’s website

  4. Documents require notarizations by a county or state-commissioned notary certified by the county clerk or secretary of state.

  5. Foreign language documents need to be translated and notarized as authentic translations

  6. Payment for the fee, usually through a check or money order

You’ll need an original or a certified copy of your document issued by the relevant authority. If the document is not in English, you must translate it using a certified translator.

How to Apply for an Apostille: Step-by-Step

To ensure that your apostille application is processed correctly, follow these steps:

1. First, determine the type of apostille you need. Determine whether it’s a state apostille, Federal apostille, or apostille by Federal Court.

2. Gather all the required documents as listed above.

3. Complete the application form, and submit it along with the required documents and fee to the appropriate government office or service provider.

4. The relevant authorities must authenticate foreign documents in the country where they were issued.

5. Wait for the processing of your application, which can take several days, weeks, or months, depending on the office or service provider.

6. After your application is processed, you will receive the apostilled document, usually by mail.

If you are in doubt, seek the help of a professional apostille service provider to ensure that your application is complete and accurate. 

How to Check the Requirements for an Apostille in the Intended Country

There are several ways to check the requirements for an apostille in the intended country:

• Contact the relevant authorities – The best way to ensure that the apostille meets the intended requirements is to contact the appropriate authorities in that country. For example, ask your embassy or consulate for information on their requirements for apostilles.

• Check with the Hague Convention website – The website provides information on the countries that are members of the Convention and their specific requirements for apostille.

• Consult with a professional – Professional apostille service providers know the apostille requirements for different countries. They can help you navigate the process and ensure that the apostille meets the requirements of the intended country.

Note that requirements may change from time to time, so it’s essential to check the most recent information before applying for an apostille. 

Where to Obtain an Apostille

There are several options available when it comes to obtaining an apostille. The most common places to get an apostille include:

  • State government offices

  • Federal government offices

  • Notary public services

State government offices, such as the Secretary of State, are responsible for issuing state apostille. These apostilles certify the authenticity of documents from a foreign country member of the Hague Convention.

You may need a Federal apostille for documents from a foreign country that is not a member of the Hague Convention. The US Department of State can issue these apostilles.

Another option is to use a notary public service. Rush In apostille service in Los Angeles has a well-versed team of experts that can guide you through the process. Get competitive pricing and a fast turnaround time. We offer a reliable and convenient choice for expediting apostille services.

Cost of Apostille Services

The cost of an apostille can depend on various factors. For example, the type of document, processing time, and location of the government office or service provider are all factors. In addition to state and federal processing fees, you must pay for translation, notarization, and shipping services. An apostille for vital and academic records may have a lower price. But an apostille for legal documents and expedited processing may have an additional cost.

State Apostille Fees

State apostille prices vary depending on the document’s origin. For example, an apostille from Illinois requires a $2 processing fee plus postage. In Washington, the fee is $15, and expedited services are available for a $50 fee.

Generally, state apostille costs range from $10 to $50. Some states may charge additional fees for expedited processing or additional copies of the apostille. It’s important to note that the cost of a state apostille differs from obtaining a certified copy of the document or having it notarized. These costs will have to be covered separately.

Federal Apostille Fees

You can request a federal apostille from the US Office of Authentications for a $20 fee. The fee may vary depending on the type of document, the processing time, and other factors. But there is a 10-11 week waiting period for the mail-in service. Check with the US Department of State for the most up-to-date information on the cost of a Federal apostille.

You can streamline the notarization process with remote online apostille services. These services offer a convenient, flexible, and secure way to get apostilles for your documents.


Getting an apostille can be daunting, but the process can be manageable with the proper knowledge and guidance. It’s essential to check with the relevant authorities in the country where you will use the document to ensure the apostille meets their requirements. The certificates available include state apostille, federal apostille, and apostille by Federal Court.

Obtaining an apostille can be done through State government offices, Federal government offices, or Notary public services. Rush In Documentation in Los Angeles offers competitive pricing and a fast turnaround time as a convenient option for expediting apostille services. By following the steps outlined, you can successfully navigate the apostille process and have your documents ready asap. 

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