How Do I Get Documents Apostilled In The US?

What’s an apostille, and why should you care?

An apostille is basically a government stamp that proves your U.S. public document is legit for the 124 countries in the Hague Apostille Convention. It confirms the signature, seal, and authority of whoever signed the document—not your identity. Skip this step (or the notarization step), and foreign governments can toss your paperwork in the trash.

Here’s exactly how to apostille a document in 2026

Step 1: Figure out if you even need an apostille

Not every country plays by these rules. Check the embassy website for your destination country or the U.S. Department of State to see the latest list. Right now, 124 countries accept apostilles; the rest usually want extra legalization steps.

Step 2: Find a notary who’s actually licensed in your state

Notaries are everywhere: most banks (free for account holders), UPS Stores, FedEx Office, law firms, or even mobile notaries who come to you. Prefer to stay in your pajamas? Online services like NotaryCam let you upload a PDF and get a notarized copy via video call for about $25–$50 per document.

Step 3: Bring the right stuff to the notary

You’ll need a government-issued photo ID—driver’s license or passport, no copies allowed. If you’re using an online notary, have your ID ready for the video session.

Step 4: Sign in front of the notary

The notary will watch you sign, then slap on their official stamp and signature. Physical notaries usually charge $10–$15 per signature; online services run $25–$50. Save their contact info—you might need to prove their seal later.

Step 5: Pick who issues the apostille—federal or state?

Step 6: Fill out any paperwork the office requires

Most state offices want a cover sheet with your contact info and how you want the apostilled doc returned (mail, FedEx, or in-person pickup). The U.S. Department of State uses Form DS-4187 “Request to Submit a Document for Authentication.” Grab it at travel.state.gov.

Step 7: Pay the fee and pick how fast you want it back

Payment methods vary: the U.S. Department of State takes credit cards online; many states accept checks, money orders, or credit cards. Want it in 2–3 business days? Expect to pay $5–$10 extra. Standard mail usually takes 7–10 business days.

Step 8: Track your apostilled document until it lands in your hands

The U.S. Department of State has a real-time tracker at travel.state.gov/status-check. State offices usually email a PDF or mail the original back the way you asked.

Three backup plans if the standard route stalls

1. Mail it fast or drop it off in person – State offices can drag their feet. Visit their downtown office during business hours or overnight your package with tracking (FedEx/UPS).
2. Hire a pro authentication service – Companies like ABC Legal or AA Authentication will handle notarization, apostille, and shipping for $75–$150 per document. Handy when deadlines loom.
3. Try an embassy walk-in hour – Some foreign embassies in the U.S. let you pop in to verify an apostille if you bring the original plus the pre-issued stamp.

How to dodge delays next time you need an apostille

• Start way earlier than you think you need to – Federal documents can take 7–10 business days plus mail time. State offices are similar. Give yourself at least three weeks for the whole chain.
• Check the formatting before you notarize – Some countries demand specific fonts (Times New Roman 12pt) or margins. Peek at your destination’s embassy site to avoid rejections.
• Keep digital copies handy – Scan the notarized document and the final apostille. Cloud storage (Google Drive, Dropbox) gives you instant access for reprints or future visa applications.
• Confirm the notary’s seal details – After notarization, double-check their commission number, expiration date, and jurisdiction against your state’s rules.