General Apostille FAQ

An apostille is a standardized authentication certificate issued under the 1961 Hague Convention. It verifies the authenticity of a public document — specifically the signature, seal, or stamp of the issuing official — so the document can be accepted in another Hague member country. An apostille does not certify the content of the document itself.

Countries that have joined the Hague Apostille Convention accept apostilles. The HCCH (Hague Conference on Private International Law) maintains the authoritative list of member states and each country's effective date of accession at hcch.net. Common destination countries include Spain, Italy, Mexico, Colombia, Brazil, Portugal, Germany, and France. Countries that are not Hague members — such as the UAE, Qatar, and Kuwait — require embassy legalization (consular authentication) rather than an apostille.

Public documents issued by a U.S. government authority can be apostilled. Common examples include birth certificates, marriage certificates, death certificates, divorce decrees, FBI background checks, educational diplomas and transcripts, notarized documents, corporate documents, and court records. A private document (such as a personal letter or a contract) must first be notarized by a commissioned notary public before it can receive an apostille.

For vital records and official public records — such as birth certificates, marriage certificates, and death certificates — you must use a certified copy issued directly by the official custodian of that record (e.g., the county vital statistics office or state registrar). A Florida notary public cannot substitute an attested photocopy of a vital record for that certified copy. For other documents, a notary can certify a photocopy as a true and correct copy of the original, and that notarized copy can then receive an apostille. When in doubt, request a fresh certified copy from the issuing authority.

The Florida Secretary of State issues apostilles for Florida state documents, including birth certificates, marriage certificates, notarized documents, and corporate filings. The U.S. Department of State in Washington, D.C. issues apostilles for federal documents such as FBI background checks and records from federal agencies.

We confirm a time estimate after reviewing your specific document, its issuing authority, the destination country, and your deadline. Processing time depends on document preparation, government processing at the issuing authority, and delivery logistics. No fixed turnaround is guaranteed. Contact us with your document details for a realistic estimate.

No. You can mail your original documents to our Miami office and we will process the apostille and return them to you by mail or courier. We also accept in-person drop-off at our West Flagler Street location. Contact us to confirm current hours and drop-off procedures before visiting.

An apostille is a single-step authentication accepted by Hague Convention member countries. Embassy legalization — also called consular authentication or chain legalization — is required for documents destined for non-Hague countries. The exact steps depend on the issuing authority and the destination country; not every document follows an identical chain. Generally, the process involves authentication by the relevant state or federal authority, followed by the U.S. Department of State, and then by the destination country's embassy or consulate in the United States. We can advise on the specific steps required for your document and destination.

The apostille certificate itself does not have a fixed expiration date. However, the underlying document may be subject to age or currency requirements set by the receiving country or institution — for example, some authorities require that background checks have been issued within the past six to twelve months. Always confirm the current requirements with the receiving authority before submitting.

Notarization is a domestic authentication performed by a commissioned notary public. It verifies the identity of a signer, witnesses a signature, or certifies a copy of a document. An apostille is an international authentication that verifies the credentials of the notary or government official who signed or sealed the document, so it will be accepted abroad. Many documents must be notarized first and then apostilled.

Yes. Documents issued in other states must be apostilled by the Secretary of State (or equivalent authority) of the state where the document was issued — not by Florida. We coordinate that process on your behalf. Processing times and procedures vary by state. Contact us with your document details for guidance.

Yes. We provide certified translation services for documents that require translation before or after apostille processing. Requirements vary by receiving country, institution, and document type — some require a certified translation, others a notarized translation, and some jurisdictions require a sworn translation by a court-appointed translator. These are not interchangeable. We can advise on what the specific recipient requires for your document.