To apostille a document in the United States, the process depends exclusively on whether the document is of state or federal origin. There is no single office; you must send it to the competent authority based on who issued the document.

1. State Documents (Most Cases)

The vast majority of documents (birth certificates, marriage certificates, diplomas, transcripts, and notarized documents) are issued at the state level.

• Competent Authority: You must send the document to the Secretary of State office of the specific state where the document was issued. For example, a birth certificate from Texas must be apostilled in Texas, not in California or Washington D.C.

• Prerequisites:

  • The document must be an original or a recent certified copy.

  • If it is a private document (power of attorney, affidavit), it must first be notarized by a public notary authorized in that state. The apostille will certify the notary's signature.

• Procedure and Times: Complete the state's request form, attach the document and payment (fees vary between $2 and $20 per document).

  • By mail: Standard processing times vary drastically, from 3-5 business days in states like Ohio or Arizona, to 25 days or more in states like Texas or New York.

  • In person: Many states (such as California, Florida, and Pennsylvania) offer walk-in service with same-day or 24-48 hour processing.

2. Federal Documents

Documents issued by U.S. federal government agencies cannot be apostilled by the states.

• Eligible Documents: These include FBI background checks, IRS documents (taxes), naturalization certificates, and federal court documents.

• Competent Authority: They must be sent to the U.S. Department of State, Office of Authentications in Washington, D.C.

• Procedure and Times (2026):

  • By mail: Standard processing currently takes 2 to 4 weeks from receipt, plus shipping time (estimated total 6-8 weeks). The fee is $20 per document.

  • In person (Drop-off): This is the fastest option. You can deliver the document at the Washington D.C. office (Monday to Thursday, 7:30 a.m. – 9:00 a.m.) and pick it up approximately 7 business days later. No appointment is required for this option, but there is a limit of 15 documents per person.

  • Emergency appointments: Only available for life-or-death situations with proof of urgent international travel (less than 2 weeks).

General Steps and Key Considerations

1. Verify the Destination Country: Ensure the country where you will use the document is a member of the Hague Convention. If not, it will require a more complex "legalization" process through the destination country's embassy.
2. Do Not Detach the Apostille: The apostille page is permanently stapled to the original document. Separating them invalidates the certification.
3. Avoid Common Errors: Sending a state document to the federal Department of State (or vice versa) will result in rejection and return of the application, wasting time and money. Always verify the seal or letterhead of the issuing document.
4. Third-Party Services: Private companies can perform the procedure on your behalf for an additional fee, which is useful if you do not live near the state capital or Washington D.C., or if you need help managing complex errors.