You get documents apostilled in the U.S. by having a state-approved notary notarize them, then submitting them to the U.S. Department of State (for federal documents) or your state’s authentication office (for state documents) with a $20 fee per document as of 2026.
How much does it cost to apostille a document?
In 2026, the standard fee for a U.S. Department of State apostille is $20 per document.
State fees vary—California charges $20, Texas $15, and New York $10. Some states tack on an extra $5–$10 for rush processing. (Honestly, this is the best price range you’ll find for this service.) Always double-check your state’s Secretary of State website before sending anything in. If you're unsure about formatting requirements, you might want to review standard font guidelines for official documents.
Who can issue an apostille?
In the U.S., apostilles are issued by the U.S. Department of State for federal documents and by each state’s Secretary of State office for state-issued documents.
These officials basically stamp “this notary’s legit” after verifying the notary’s signature and seal. According to the U.S. Department of State, only specific authorities can issue apostilles under the Hague Apostille Convention.
How do you notarize a document?
To notarize a document, bring it to a state-licensed notary public and show a valid government-issued photo ID.
The notary confirms your identity, watches you sign, then slaps on their official stamp and signature. Fees usually run $10–$15 per signature. You can find notaries at banks, law offices, shipping stores, or even through online services like NotaryCam. If you're dealing with historical paperwork, you may need to know how to properly cite historical documents.
What documents need to be apostilled?
Common documents requiring apostilles include birth, marriage, and death certificates; diplomas; FBI background checks; and powers of attorney.
Business documents like articles of incorporation or commercial invoices might need apostilles too. The U.S. Department of State recommends checking the destination country’s embassy for exact requirements—because rules vary wildly from place to place. For federal submissions, you may need to confirm an appointment with the appropriate authority, similar to appointment protocols for document signings.
Why is an apostille required?
Apostilles are required to certify a document’s authenticity for international use.
They prove the signature, seal, and authority of the official who signed the document. Without one, foreign governments might reject your paperwork outright. This matters most for legal, educational, or business documents used abroad. If you're submitting documents to the IRS, you might wonder whether faxing is an option.
What’s another word for apostille?
Another word for apostille is “notarization” or “attestation”.
These terms get tossed around interchangeably in legal circles. The Free Dictionary even lists “notarization” as a synonym, since both serve similar authentication purposes.
What is an FCO notary?
An FCO notary is a notary public whose signature has been authenticated by the UK Foreign, Commonwealth & Development Office (FCDO) with an apostille.
In the U.S., we don’t use the term “FCO notary” directly, but the process is similar when U.S. notaries’ seals get authenticated for use in countries like the UK. The FCDO issues apostilles to confirm the notary’s authority. For educational documents, you might need to upload documents to a platform like Google Classroom as part of the process.
What do you mean by apostille?
An apostille is a standardized certificate that authenticates the origin of a public document for use in countries that are parties to the Hague Apostille Convention.
As of 2026, 124 countries recognize apostilles, so you generally won’t need extra steps. The apostille includes key details like the issuing authority, date, and a unique ID number. If you're unsure whether you need one, check what it means to have a document apostilled.
Is apostille the same as notarized?
An apostille is not the same as a notarization; notarization is the first step, and the apostille is a second-level authentication.
A notarization confirms your identity and signature, while an apostille confirms the notary’s authority. For example, a birth certificate might need notarization (if you’re submitting a copy) and then an apostille for international use. If you're working with a notarized document, you may need to confirm whether it can be apostilled.
What is notarized and apostilled?
Notarized and apostilled documents are typically required for international transactions, such as overseas employment or property purchases.
First, a notary public verifies the document’s authenticity. Then, an apostille is attached to confirm the notary’s authority. Some countries demand both steps for documents like powers of attorney or affidavits. If you're submitting a copy, you may need to verify whether a copy can be apostilled.
Can a certified copy be apostilled?
Yes, a certified copy can be apostilled if the destination country accepts it.
Many countries will take apostilled certified copies of birth certificates, for example. But some insist on the original document. Always confirm with the recipient or foreign embassy before you send a copy.
Do I need an appointment for DFA apostille?
Yes, most state Departments of Foreign Affairs (DFA) and Secretary of State offices require appointments as of 2026.
Take California’s Secretary of State office—it won’t even process apostille requests without one. Check your state’s website for scheduling details. Some states also let you mail it in or handle it online. If you're preparing your documents, you might find it helpful to learn how to get your documents apostilled.
How do you apostille a document?
To apostille a document, first have it notarized, then submit it to the appropriate authority with a completed authentication form and ID.
- Get the document notarized by a state-licensed notary.
- Fill out the authentication form (grab it from your state’s Secretary of State website).
- Send in the notarized document, form, and ID by mail, in person, or online (if your state allows it).
- Pay the apostille fee and wait for processing (usually 5–10 business days).
Processing times differ by state—some offer expedited service for a few extra bucks. If you're unsure about the process, you can also read about how to get documents apostilled in the U.S.
Is apostille the same as red ribbon?
No, an apostille is not the same as a red ribbon; the red ribbon was used as a certificate of authentication before the U.S. joined the Hague Apostille Convention.
The red ribbon certificate got phased out when the U.S. signed onto the convention. Since then, apostilles have replaced red ribbons for document authentication. The Philippines made this switch back in 2019.
What is the difference between apostille and legalization?
The main difference is that an apostille is a simplified form of legalization under the Hague Convention, while traditional legalization may require multiple steps and consular involvement.
Say you’re sending a document to a non-Hague Convention country. You might need consular legalization, which involves extra authentication by the destination country’s embassy. Apostilles cut through that red tape for member countries.
Edited and fact-checked by the FixAnswer editorial team.
