Apostille in Virginia: The Complete Guide to Certifying Your Documents

In 2025, international rules for document verification are stricter than ever. Whether you are applying for a student visa, expanding your business overseas, or planning a wedding abroad, one small detail can make all the difference: a Virginia apostille. This official certification proves your document is genuine and recognized in other countries, turning local papers into internationally accepted records. Without it, your birth certificate, diploma, or legal paperwork could be rejected, causing unnecessary delays and stress.

This guide will walk you through the entire process of getting an apostille in Virginia, how to prepare them correctly, what the fees and processing times are, and the best ways to submit your request. With the right preparation, your documents will be ready for the world.

Think of an apostille as a passport for your documents. It is an official certification that confirms to another country that a document is genuine and can be trusted. In Virginia, apostilles are issued by the Secretary of the Commonwealth, and they serve as proof that the signature, seal, or stamp on a document is authentic and recognized for international use.

You might need an apostille if you’re:

• Moving abroad for work or school

Employers and universities overseas often require proof of education, identity, or qualifications. An apostille ensures your documents are legally recognized outside the United States.

• Getting married in another country
  Foreign marriage registries may not accept your Virginia-issued birth certificate or divorce decree without official authentication. An apostille validates these documents for international use.

   

• Expanding your business overseas
  When setting up a company abroad, contracts, corporate records, and powers of attorney may need verification. An apostille confirms their authenticity to foreign business authorities.

   

• Applying for dual citizenship or immigration
  Immigration offices often require certified proof of birth, marriage, or legal status. An apostille ensures your documents are accepted without additional legalization steps.

   

Without an apostille, important documents such as your birth certificate, diploma, marriage license, or legal papers may be refused by foreign authorities, regardless of how official they appear in Virginia.

An apostille serves as formal proof of three things:

1. The signature on the document is authentic.
2. The person who signed it had the proper authority.
3. The seal or stamp on the document is valid.

In short, if your personal or professional plans involve another country, an apostille is the certification that enables your documents to be recognized abroad. Without it, you may face processing delays, additional expenses, or the need to resubmit paperwork

The Virginia Secretary of the Commonwealth can issue an apostille for a wide range of documents, provided they meet the legal requirements. Below are the most common examples:

Personal documents:

• Birth certificates – Required for visas, marriages, and citizenship applications abroad. Must be issued by the Virginia Department of Health’s Division of Vital Records.
• Marriage certificates – Often needed for spousal visas or legal recognition of a marriage in another country.
• Death certificates – Used in inheritance, estate, or insurance matters involving foreign jurisdictions.
• Divorce decrees – Necessary when remarrying overseas or proving marital status.

Educational documents:

• Diplomas and transcripts – Required for foreign universities, employers, or licensing boards. These must be signed by a Virginia school official and notarized before an apostille can be issued.

Business and legal documents:

• Powers of attorney – Used for managing property or business affairs abroad.
• Corporate documents – Such as articles of incorporation, board resolutions, or contracts for overseas transactions.
• Court documents – including judgments or legal orders that need recognition in another country.

Not all documents qualify. Federal documents (e.g., FBI background checks) require an apostille from the U.S. Department of State, not Virginia.

Getting your documents ready the right way will save time and prevent your apostille or authentication request from being rejected. The Virginia Secretary of the Commonwealth can only process documents that meet their rules. Here’s what you need to do:

1. Check if you need an apostille or authentication

If your destination country is in the Hague Apostille Convention, you need an apostille. If it’s not, you need an authentication. Always check your country’s requirements first.

2. Make sure your document is from Virginia

Virginia can only apostille or authenticate documents issued in Virginia. Federal documents (like FBI background checks) or documents from other states must be sent to the right authority.

3. Follow rules for each document type

• Notarized documents – Must be notarized by a Virginia Notary Public within the past 12 months. The notary must include:

1. Country/city name
2. Date of notarization
3. Notarial statement (what is being notarized)
4. Notary’s signature
5. Commission expiration date
6. Registration number
7. Photographically reproducible seal/stamp matching state records

• Vital records (birth, death, marriage, divorce) – Must be issued within the past 12 months by the Virginia Department of Health (Vital Records) or DMV. Marriage certificates from the Circuit Court must have a Certification of Official Record/Triple Seal. These documents cannot be notarized.

   

• Court records – Must be issued within the past 12 months by the Circuit Court and include the Certification of Official Record/Triple Seal with date, signature, and printed name of the Clerk or Deputy Clerk.

   

• State Corporation Commission documents – Must be issued within the past 12 months, signed by the Clerk of the Commission. These cannot be notarized.

   

4. Fill out the application form

Complete the Virginia Apostille/Authentication Request Form or Cover sheet by login or register accurately. Missing details can delay your request.

5. For mail submissions

Include payment and a self-addressed stamped envelope so your documents can be returned safely. Use a trackable mailing service.

6. Special Guideline

• Translations must be done by a certified translator and notarized in English.
• The office cannot process electronic notarizations, federal documents, or documents from other states.

By following these steps, your documents will be ready for a Virginia apostille or authentication without unnecessary delays.

In Virginia, there are three main ways to request an apostille: in person, by mail, or through a third-party apostille service. The best option depends on how quickly you need your document and whether you prefer to handle the process yourself or let a professional do it for you.

• In-Person Submission 
  If you’re in or near Richmond and want your apostille as quickly as possible, going in person is often the best option. You hand your documents directly to the Secretary of the Commonwealth’s Office, skip mailing delays, and sometimes even walk out with your apostille the same day.

   

  Starting August 1, 2025, all in-person visits will be by appointment only, Monday through Thursday. Appointment slots open every Friday at 10:00 AM for the following week, and you can bring up to 10 documents per visit. Each person in a family can book just one appointment per day.

   

  Here’s what you need to do:

   

1. Book your spot online when appointments open.
2. Create your cover letter through the state’s system.
3. Get your documents ready and check all requirements first so there are no surprises.
4. Bring your confirmation (printed or on your phone) when you arrive.
5. If you show up without an appointment, you won’t be seen; no exceptions. But with your slot booked and paperwork in order, this is hands down the fastest and most direct way to get your apostille in Virginia.

• By Mail
  If you are not able to visit Richmond, mailing your request is the most practical solution. You simply send your prepared documents along with the Apostille/Authentication Request Form and payment to the Secretary of the Commonwealth’s Office. When applying by mail, your completed apostille will be sent back to you in the return envelope you provide. While this method is convenient and eliminates travel, it does take a little longer, as it involves both mailing time and processing time.

   

• Third-Party Apostille Services 

For those who prefer a hassle-free process, third-party apostille services in Virginia are a popular choice. These companies, like Globeia, handle every step for you, from checking that your documents meet Virginia’s requirements to submitting them and returning the completed apostille. This option is especially useful if you are overseas, busy with work, or unfamiliar with the process. By relying on experienced professionals, you can avoid common mistakes that might delay your request.

The official fee for an apostille in Virginia is set by the state and charged per document, but your overall cost can vary based on how you prepare and submit your request. Beyond the state’s base fee, you might also need to cover the cost of certified copies of vital records (such as birth, death, or marriage certificates) from the Virginia Department of Health or Circuit Court. If your document needs notarization, notary service fees will apply. Documents in another language may require certified translation, which could also need notarization. Additional expenses can include mailing or courier services, especially if you choose tracked or expedited delivery, and charges from third-party apostille providers, who often process requests faster. While handling the process yourself in person can be inexpensive, urgent cases, multiple documents, or overseas delivery can increase the total cost.

In Virginia, apostille processing time depends on how you submit your request and the current workload at the Secretary of the Commonwealth’s office. In-person requests are typically the fastest and can sometimes be completed the same day, depending on volume. Mail-in requests usually take several business days from the time your documents are received, plus mailing time back to you. If you are sending documents internationally, factor in additional delivery time and possible customs delays. Using a third-party apostille service can speed up the process, but may come with extra fees. For the most accurate, up-to-date timeframes, it’s best to check the Virginia Secretary of the Commonwealth’s official website before you apply, especially if you have a tight deadline.

• Check eligibility – The Virginia Secretary of the Commonwealth can only apostille documents issued in Virginia.
• Use recent copies – Most vital records must be issued within the last 12 months to be accepted.
• Get notarization right – Ensure the notary includes the date, seal, registration number, and proper statement.
• Double-check details – Names, dates, and spellings must match exactly across all documents.
• Prepare for mailing – Include a self-addressed stamped envelope or prepaid courier label for returns.
• Know your destination’s rules – Some countries require authentication instead of an apostille.
• Plan for timing – In-person requests are fastest; mailed submissions take longer.

Virginia apostilles play a critical role in bridging your local documents to global recognition. Whether you are studying abroad, expanding your business overseas, or handling personal matters in another country, a properly issued apostille ensures your documents meet international legal standards.

With the Virginia Secretary of the Commonwealth’s authentication process, your birth certificates, diplomas, corporate records, and other official papers can be verified for acceptance in over 120 Hague Convention member countries. By following the correct preparation steps, avoiding common mistakes, and understanding whether you need an apostille or authentication, you can navigate the process efficiently.

Partnering with trusted providers like Globeia can make the experience even smoother. Globeia specializes in document authentication and apostille services in Virginia, guiding you through each step, handling the paperwork, and ensuring your documents are prepared to meet global requirements without delays. The Virginia apostille is more than a stamp; it’s your passport to seamless international transactions, ensuring your paperwork is respected and valid across borders.