Apostille Illinois: A Step-by-Step Guide to Certifying Your Documents in 2025

As more people in Illinois move abroad for work, education, marriage, or immigration, international paperwork has become a common part of the process. Many countries require official U.S. documents to be legally verified before they are accepted overseas. One important requirement is getting an apostille for documents issued in Illinois.

An Illinois apostille certifies that a document is genuine and can be recognized by other countries that are part of the Hague Apostille Convention. Whether it's a birth certificate, diploma, or legal form, having the proper certification is often a must for international use.

This guide will walk you through how to get an apostille in Illinois in 2025, helping you prepare your documents smoothly and avoid unnecessary delays.

An apostille is a certificate that works like international notarization, making document verification simpler across borders. When you get an apostille for your Illinois documents, you're getting official confirmation of:

• The authenticity of the signature on your document
• The capacity in which the official acted when signing
• The identity of any seal or stamp that the document bears

An apostille doesn’t confirm the content of your document; it only verifies its authenticity. Once issued by the Illinois Secretary of State, it allows your document to be accepted in Hague Convention member countries without further legalization.

The Hague Convention of 1961 simplified international document recognition. Before this, legalizing documents for foreign use required multiple costly steps. The apostille system replaced that with a single certification accepted among member countries.

If your document is going to a non-member country, you'll need a Certificate of Authority instead. Both types of certification cost the same and require similar documents. Always indicate the destination country when applying so that the correct authentication can be issued.

The Illinois Secretary of State issues apostilles exclusively through the Index Department. This department has offices in both Springfield and Chicago to handle authentication requests.
The Chicago office handles only document authentication for foreign use, while all other Index Department services are available solely at the Springfield location. You can visit either office for walk-in service, but mail-in requests must go to the Springfield location. Remember that Illinois can only authenticate signatures on documents that were originally issued within the state.

The Illinois Secretary of State can authenticate a wide variety of documents, as long as they were issued within the state. Below are some of the most common types of documents that require apostille certification:

• Personal documents
  These include birth certificates, marriage certificates, divorce decrees, and death certificates. They are often needed for international travel, marriage, or citizenship applications.
• Educational records
  Diplomas, transcripts, report cards, and official letters from schools or universities are commonly apostilled when applying to foreign educational institutions or jobs abroad.
• Business and corporate documents
  This includes articles of incorporation, certificates of good standing, certificates of merger, and various business agreements. These are often required for international business operations or partnerships.
• Police records and background checks
  Background checks issued by the Illinois State Police, local police departments, or county sheriffs may need an apostille for visa applications, work permits, or immigration processes.

These documents are typically required when dealing with international legal matters, education, employment, or personal status changes abroad.

Before submitting your documents for an apostille, ensure they meet the following requirements to avoid delays or rejection:

• The document must be issued within Illinois. The Secretary of State can only apostille documents that were created, filed, or certified in Illinois.
• Documents must be properly certified or notarized according to their type:
  Vital records (birth, death, marriage certificates) must be certified by the County Clerk, Local Registrar, or the Illinois Department of Public Health.
  Divorce decrees require certification from the Circuit Clerk of the court that issued the decree.
  Educational records must bear an original signature from a school official and be notarized by an Illinois Notary Public.
  Business documents not already on file with the Secretary of State must be notarized by an Illinois Notary Public. The notary certificate should include the state venue and be properly signed.
• Documents should ideally be issued within the last five years and include all original signatures, stamps, and seals.
• For documents in a foreign language, a certified English translation must accompany the original document. The translator’s certification of accuracy must also be notarized.
• Each document must be submitted separately. However, if submitting multiple documents, you may include one combined payment covering all fees.
• When filing by mail, include a self-addressed, stamped return envelope or prepaid shipping label to ensure your documents are returned promptly.
• Do not detach the apostille certificate once it is attached to the document. Removing it will invalidate the authentication.

Once your documents meet all the requirements, you can submit your apostille request through one of three convenient methods: in person, by mail, or via a third-party service.

1. Walk-In Service (In Person): For faster processing, you can visit either of the Secretary of State’s Index Department offices during business hours (8:00 a.m. to 4:00 p.m.):

• Springfield Office: 111 E. Monroe, Springfield, IL 62756 | Phone: (217) 782-7017
• Chicago Office: 69 W. Washington St., Suite 1240, Chicago, IL 60602 | Phone: (312) 814-8218

Bring your original documents along with the completed application for the apostille request form. Documents are typically processed while you wait, and applications are handled on a first-come, first-served basis. This is the best option if you need your apostille quickly.

2. Mail-In Service: You can also submit your request by mail. Include the following in your package:

• Original document(s) requiring authentication
• Completed Application for Authentication or Apostille form
• Payment for the total fee amount ($2 per document)
• A self-addressed, stamped return envelope (or prepaid shipping label for expedited return)

Mail your request to:
Illinois Secretary of State
Index Department
69 W. Washington St., Suite 1240
Chicago, IL 60602
Mail-in processing typically takes 7 to 14 business days.

3. Third-Party Apostille Services: If you prefer, you can use a trusted third-party apostille service like Globeia to handle the process for you. Globeia’s apostille services assist with completing the paperwork, submitting your documents, and expediting the process. This option is ideal if you want to avoid the hassle of visiting the office or mailing documents yourself.

Illinois offers an affordable and straightforward fee structure for apostille services. The payment process is simple and convenient; you can submit one combined payment even if you’re authenticating multiple documents at once. Payments are made payable to the Illinois Secretary of State, ensuring a smooth and reliable transaction. This cost-effective approach makes it easy for individuals and businesses to get their documents certified without worrying about complicated fees.

The processing time for an apostille in Illinois depends on how you submit your documents. If you apply in person at the Springfield or Chicago office, you can usually get your apostille the same day, often while you wait. However, if you choose to mail your documents, it typically takes 7 to 14 business days for processing and return. Keep in mind that incomplete paperwork or missing information can cause delays, so make sure everything is in order before submitting your request.

Several common issues can delay your apostille:

• Improperly notarized or certified documents
• Missing signatures from required officials
• Incomplete application forms
• Documents issued outside Illinois
• Omitting the country where the documents will be used

Even minor errors can result in rejection or significant delays. Double-checking your paperwork against the requirements helps ensure smooth processing. Careful preparation is the most effective way to avoid unnecessary waiting.

Getting an Illinois apostille is straightforward and affordable. At just $2 per document, you can authenticate your Illinois-issued documents for international use without spending a fortune. The two submission options, walk-in and mail-in, give you flexibility based on your timeline and location.

Proper preparation makes all the difference. Make sure your documents meet the specific requirements before you submit them. Most importantly, verify that your paperwork comes from Illinois, has all necessary signatures, and follows the correct certification or notarization procedures for your document type.

For those with tight deadlines or complicated requirements, third-party apostille services like Globeia can handle the entire process for you. These professional services work with the submission process daily and can help prevent common mistakes that cause delays.