Most public documents issued in the United States and many properly notarized private documents may be eligible for an apostille, provided they meet the legal requirements of the state or federal authority responsible for issuing the apostille.

Common examples include birth certificates, marriage certificates, death certificates, divorce decrees, diplomas, school transcripts, FBI Identity History Summary Checks, court records, powers of attorney, affidavits, corporate documents, certificates of good standing, adoption records, and other properly notarized legal documents.

However, not every document automatically qualifies for an apostille. Eligibility depends on several factors, including the type of document, the authority that issued or notarized it, the destination country, and whether the document contains an official signature, seal, or notarization that can be authenticated.

Generally, state-issued documents are apostilled by the Secretary of State or other competent authority in the state where the document was issued or notarized. Federal documents, such as FBI background checks and certain records issued by U.S. federal agencies, follow a separate federal apostille process through the appropriate federal authority.

Documents issued outside the United States generally cannot receive a U.S. apostille. Instead, they usually must be apostilled or legalized by the competent authority in their country of origin before they can be recognized internationally.

Before submitting your documents, it is important to verify that they have been properly prepared, that they meet the applicable requirements, and that they are being submitted to the correct state or federal authority. An ordinary photocopy, an incomplete notarization, an uncertified record, or a document submitted to the wrong authority may result in delays or rejection.

At a Glance

Common U.S. Documents That May Be Eligible for an Apostille

• Birth Certificates
• Marriage Certificates
• Death Certificates
• Divorce Decrees
• Adoption Records
• Name Change Orders
• Diplomas and Degrees
• School and University Transcripts
• Enrollment and Graduation Letters
• Court Records and Judgments
• Probate and Guardianship Documents
• Powers of Attorney
• Affidavits and Sworn Statements
• Travel Consent Letters
• Corporate Documents
• Certificates of Good Standing
• Articles of Incorporation
• Articles of Organization
• Business Resolutions
• FBI Identity History Summary Checks
• Certain Federal Agency Documents
• Properly Notarized Private Documents

Documents That Usually Require Additional Preparation

• Ordinary photocopies
• Unsigned documents
• Uncertified records
• Incomplete notarizations
• Internet printouts
• Foreign documents submitted to a U.S. authority
• Damaged or altered documents

How to Know if Your Document Is Ready for an Apostille?

Before submitting your document, ask yourself these questions:

• Is it an original document or an official certified copy?
• Does it contain the required signature, seal, or certification?
• Has it been properly notarized if notarization is required?
• Is it being submitted to the correct state or federal authority?
• Will it be used in a country that is a member of the Hague Apostille Convention?
• Has the receiving institution requested a certified translation or any additional certifications?
If you answer "No" to any of these questions, additional preparation may be required before an apostille can be issued.

Why Proper Document Preparation Matters?

One of the most common reasons apostille requests are delayed is improper document preparation.
Typical issues include:
• Submitting a hospital birth record instead of a certified birth certificate.
• Sending a marriage license instead of a certified marriage certificate.
• Providing unsigned or uncertified school transcripts.
• Using ordinary photocopies instead of certified copies.
• Incomplete or incorrect notarizations.
• Sending documents to the wrong state authority.
• Requesting a state apostille for a federal document such as an FBI background check.

Reviewing your documents before submission can help reduce avoidable delays, additional shipping costs, and the need to resubmit documents.

Why Document Eligibility Matters?

Determining whether a document is eligible for an apostille before submitting it can save time, reduce unnecessary expenses, and help avoid delays with immigration authorities, foreign universities, employers, government agencies, and international business transactions.

Every document is evaluated based on several factors, including:

• The issuing authority.
• Whether the document is public or private.
• Whether notarization is required.
• The destination country.
• The requirements of the receiving institution.

Because requirements may vary depending on the document and the country where it will be used, verifying eligibility before submitting original documents is considered a best practice.

How Florida Apostillar Can Help?

Florida Apostillar assists individuals, families, businesses, attorneys, and organizations with understanding the apostille process before documents are submitted.

Our team can help you:

• Determine whether your document may qualify for an apostille.
• Identify the appropriate state or federal apostille authority.
• Explain whether an original, certified copy, or notarization may be required.
• Review documents before submission to help identify common preparation issues.
• Coordinate apostille services for documents issued in all 50 U.S. states, the District of Columbia, and qualifying federal agencies.
• Arrange certified translation services when requested.
• Coordinate domestic and international return shipping.

Every document review is based on the issuing authority, the destination country, and the information provided by the customer.

What Florida Apostillar Does Not Do

Florida Apostillar helps customers prepare and coordinate apostille requests and provides educational guidance about the apostille process.

However, we do not issue apostilles ourselves, determine whether a foreign government or institution will ultimately accept a document, or provide legal advice. Apostilles are issued only by the competent government authority with jurisdiction over the document.

Related Apostille Guides

To learn more, you may also find these resources helpful:

• What Is an Apostille?
• How Long Does an Apostille Take?
• Birth Certificate Apostille Guide
• Marriage Certificate Apostille Guide
• FBI Background Check Apostille
• Diploma and Transcript Apostille
• Power of Attorney Apostille
• Corporate Document Apostille
• Federal Apostille Services
• Certified Translation Services

Need to Know Whether Your Document Is Eligible for an Apostille?

Before mailing your original documents, send Florida Apostillar a clear copy for review.

Please include:
• The country where the document will be used.
• The state or federal agency that issued the document.
• The purpose of the document.
• Your deadline.
• Where you would like the completed documents delivered.

Our team will review the information you provide, explain the recommended apostille process, identify any preparation requirements, and answer your questions before you submit your documents.

Contact Florida Apostillar today to request a document review and receive professional guidance for your apostille needs.

Disclaimer

The information on this page is provided for general educational purposes only and should not be considered legal advice. Apostille requirements may vary depending on the document type, issuing authority, destination country, and the policies of the receiving institution. Processing procedures and government requirements may change without notice. Always verify the current requirements with the appropriate authority before submitting original documents.