US Apostille Requirements: What You Need, What It Costs, and How to Get One
The US Department of State and each state's Secretary of State issue apostilles for US documents used abroad. This guide covers every requirement — document types, notarization rules, Hague vs. non-Hague countries, costs, and timelines — plus how Remote Notary Online USA handles the entire chain for you.
What Is a US Apostille?
An apostille is a certificate issued by a government authority that authenticates the origin of a public document so it will be accepted in another country. The United States joined the Hague Apostille Convention in 1981. Under the Convention, a US apostille eliminates the need for further legalization or authentication when the document is used in any of the 125+ member countries. The apostille does not certify the content of the document — it certifies the signature, seal, or stamp of the official who signed or issued it.
An apostille is not a translation. It does not certify that the document's content is accurate. It certifies only that the signature or seal on the document is genuine.
Who Issues US Apostilles?
In the United States, apostilles are issued by two authorities depending on the type of document:
US Department of State — Office of Authentications
Federal documents: FBI background checks, naturalization certificates, citizenship certificates, US passports, Social Security letters, IRS documents, federal court documents, and any document issued by a federal agency.
New York State Department of State (for NY documents)
State documents issued in New York: birth certificates, marriage certificates, death certificates, notarized documents (powers of attorney, affidavits, corporate documents), academic records, and court documents.
US Apostille Requirements by Document Type
Each document type has specific preparation requirements before the apostille can be attached.
| Document | Notarization required? | Apostille from |
|---|---|---|
| Birth Certificate | No | Secretary of State of the issuing state |
| Marriage Certificate | No | Secretary of State of the issuing state |
| Death Certificate | No | Secretary of State of the issuing state |
| Power of Attorney | Yes — required | Secretary of State of the notary's commissioning state |
| FBI Background Check (Identity History Summary) | Yes — required | US Department of State, Office of Authentications |
| Certificate of Naturalization | No | US Department of State, Office of Authentications |
| Diploma / Academic Transcript | Yes — required | Secretary of State of the notary's commissioning state |
| Corporate Documents (articles of incorporation, resolutions, good standing) | Yes — required | Secretary of State of the issuing or notarizing state |
| Affidavit or Sworn Statement | Yes — required | Secretary of State of the notary's commissioning state |
| Social Security Benefit Verification Letter | No | US Department of State, Office of Authentications |
Hague Countries vs. Non-Hague Countries
The Hague Apostille Convention has 125+ member countries. For documents going to a Hague member country, a US apostille is sufficient — no further legalization is required. For documents going to a non-Hague country (including Saudi Arabia, UAE, Qatar, Egypt, Vietnam, Pakistan, Bangladesh, and others), a US apostille is not recognized. Instead, you need a Certificate of Authentication from the US Department of State followed by legalization at the destination country's embassy or consulate in the US.
Hague Convention countries
A US apostille is sufficient — no further legalization required.
Non-Hague countries
Apostille not recognized — requires Certificate of Authentication + embassy legalization.
For non-Hague countries, contact us — we coordinate the Certificate of Authentication + embassy legalization chain.
US Apostille Costs and Processing Times
| Service | Govt fee | Our total | Timeline |
|---|---|---|---|
| NYS Apostille — same-day expedited (in-person at 123 William St, NYC) | $10 | $150 | Same day |
| NYS Apostille — standard mail | $10 | $150 | 2–5 business days |
| Federal Apostille — US DOS by mail | $20 | Contact us | ~5 weeks |
| Notarization only (RON, per document) | N/A | $25 | Same day, 24/7 |
| Same-day apostille rush (includes notarization) | $10 | $300 | Same day |
How to Get a US Apostille — Step by Step
Remote Notary Online USA handles every step. You sign once via video call — we do the rest.
Identify your document type
Federal documents (FBI background checks, naturalization certificates, SSA letters) go to the US Department of State. State documents (birth certificates, marriage certificates, notarized POAs) go to the Secretary of State of the issuing state.
Notarize if required
Private documents must be notarized before apostille. Book a 15-minute video call with our NYS-commissioned notary — available 24/7, same day, $25 per document. Foreign passports accepted.
We submit to the correct authority
For NYS documents: we submit to the NYS Department of State (same-day expedited at 123 William St, NYC, or 2–5 days by mail). For federal documents: we coordinate submission to the US DOS Office of Authentications.
Receive your apostilled document
Your document is returned with the apostille certificate attached, ready for use in any Hague Convention member country. For non-Hague countries, we advise on the additional authentication steps required.
Ready to meet the US apostille requirements?
Same-day notarization via video call. NYS apostille same-day available. Federal apostille coordination. $25 notarization. Available 24/7.
Frequently Asked Questions
Common questions about US apostille requirements and the apostille process.