Vault Guardian renewal education
What is an apostille and how do you get one?
If you're getting married abroad, moving overseas, applying for a foreign work visa, or adopting internationally, you'll be asked for an apostille. It's an internationally recognized certification proving a U.S. document is genuine — issued only by specific state and federal offices.
If you're getting married abroad, moving overseas, applying for a foreign work visa, or adopting internationally, you'll be asked for an apostille. It's an internationally recognized certification proving a U.S. document is genuine — issued only by specific state and federal offices.
What an apostille actually is
A one-page certification attached to a U.S. document (birth certificate, marriage license, diploma, power of attorney) verifying that the signature and seal on it are authentic.
It's valid in the 120+ countries that signed the 1961 Hague Apostille Convention. Non-member countries require a different process called authentication or legalization.
Where to request one
State-issued documents (birth, marriage, death certificates, notarized statements) go to the Secretary of State in the state that issued them.
Federally issued documents (FBI background checks, IRS letters, USDA certificates) go to the U.S. Department of State's Office of Authentications in Washington, D.C.
Costs and timelines
State fees range from $5 (Illinois) to $20 per document. Federal apostilles are $20 each.
In-person processing is often same-day; mail-in service takes 2–12 weeks depending on backlog. Private apostille services charge $75–$200 to expedite.
Documents that need notarization first
Diplomas, power of attorney, affidavits, and translations must be notarized before the state can apostille them.
Some states require the notary's commission to be verified by the county clerk before the Secretary of State will accept it — check state rules before mailing.
Common mistakes
Sending a photocopy — apostilles only attach to originals or certified copies.
Requesting an apostille for a non-Hague country. You'll need embassy legalization instead, which is a longer chain of certifications.
VaultGuardian keeps every apostilled document, birth certificate, and marriage license in one encrypted vault — so when a foreign consulate asks for a certified copy in 48 hours, you already have it.
Download Vault Guardian to track renewals at 90, 60, and 30 days.