What makes a document ready
The Office of Authentications only reviews federal documents that carry the right combination of an original issuance, a visible seal or signature from the issuing agency, and, where applicable, the correct notarization. A document that is missing any of these can be returned unprocessed, which adds time back onto a process we built to be fast. Reviewing your document against this page before you start your apostille is the single best way to avoid a delay.
Every document type is a little different. See our page on federal document apostille for a rundown of the agencies whose documents qualify, including the FBI, IRS, FDA, USDA, USPTO, SSA, and federal courts.
Originals and certified copies
The Department of State needs to be able to confirm the signature or seal on your document against records it holds for that federal official. That means it needs either the original document as issued by the federal agency, or a certified copy issued by that same agency. A plain photocopy, scan, or printout that was not certified by the issuing agency will not be accepted.
- An original document with a raised, embossed, or printed agency seal is always acceptable.
- A certified copy is acceptable when the certifying agency's own seal and signature appear on the copy itself, not just on the underlying record.
- Uncertified photocopies, faxes, and screenshots of a document are not acceptable, even if the original document is genuine.
Seals, signatures, and a date of issuance
Along with being an original or certified copy, a document needs a clearly legible seal or stamp from the issuing federal agency, an original signature from an authorized official, and a date of issuance. The date matters because some receiving countries and institutions only accept documents issued within a certain window before submission. If your document does not show a date, contact us before you ship it so we can confirm whether it can still be processed.
Notarization and authentication, a critical distinction
This is the single most important rule on this page: do not have a document notarized if it is headed for a federal authentication rather than an apostille. Adding an unnecessary or improperly timed notarization can alter the document in a way that voids the federal official's underlying seal or signature, which can force the entire submission to be rejected and restarted.
Whether your document needs an apostille or an authentication depends on the destination country. Hague Apostille Convention member countries receive an apostille. Countries that have not joined the convention receive an authentication certificate instead, followed by an embassy legalization step that you complete after we return your document. Read our full comparison on apostille vs authentication, and check whether your destination country is a member on our Hague Convention countries page.
If you are unsure whether notarization applies to your document, do not add one on your own. Contact us first, or tell us your document type and destination country when you start your order and we will confirm before anything is submitted.
Translation rules
If your document needs to be translated for the destination country, that translation should be prepared by a professional translator and should not be treated as part of the original federal document. When a translation requires notarization, it is the translator's certification of accuracy that gets notarized, not the original federal document itself. Keep the original document and its translation as separate items, and let the destination country's requirements guide whether a translation is even needed before submission abroad.
FBI No Record results still qualify
A common question we hear is whether an FBI Identity History Summary that comes back as a "No Record" result can still be apostilled. It can. A No Record result is an official finding issued by the FBI on agency letterhead with the agency's seal, and it is treated the same as a result that lists a record. See our page on the FBI background check apostille for more on how this document is prepared and submitted.
Quick checklist before you ship
- Is this the original document, or a copy certified directly by the issuing federal agency?
- Does it show a legible agency seal, an original signature, and a date of issuance?
- If your destination country is not a Hague member, have you avoided adding an unnecessary notarization that could void the authentication?
- If a translation is required, is it prepared separately from the original document?
- Are you unsure about any of the above? Contact us before you ship anything.
Once you have confirmed your document is ready, see how it works for the full process, or review our pricing before you begin.