Essential Document Preparation Tips for Texas Apostille

Starting with well-prepared documents makes obtaining an apostille in Texas much easier. An apostille serves as a certificate that validates your documents for use in foreign countries. Understanding which documents are eligible and how to properly prepare them is crucial to preventing any delays or rejections. This includes ensuring that the document is a certified copy, determining whether it needs to be notarised, and confirming that all necessary paperwork has been completed.  In this guide, we’ll provide you with easy tips to help you get everything ready for a smooth and successful apostille process.
 

Texas documents are categorized into two types: recordable documents and non-recordable documents.

1) Recordable Documents 
Documents issued by state, county, or local governments are considered recordable. Seals and signatures from the relevant authorities appear on these papers.

Among the examples are birth certificates.

• Birth Certificates
• Marriage Licenses
• Divorce Decrees
• Background Check Verification (city or state-based)
• Records of Vehicles

2) Non-Recordable Documents 
Documents that are not issued by government agencies are considered non-recordable. Before these documents can be apostilled, they must be notarized by a Texas Notary Public.

Among the examples are:

• Power of Attorney
• Diplomas
• Business Documents
• Copies of Passports or Identification
• Translations Documents
   

If you're looking to get your documents apostilled in Texas, there are some important guidelines to follow

• Recordable documents should be issued within the last five years.
• They need to come from a state, county, or local authority and must have the right seal and signature from the official.
• For court-issued documents, make sure they include the court seal and the signature of either the judge or an authorized clerk.
• Keep in mind that the Texas Secretary of State only provides apostilles for documents issued in Texas, so anything from other states won’t qualify.
• Federal documents can’t be apostilled by the Texas Secretary of State; they need to be authenticated by the US Department of State instead.
• When you request an apostille, don’t forget to mention the destination country and include all necessary details.
• Ensure your document is notarized by an active Texas notary public who has a valid commission.
• If your document is in a foreign language, you’ll need to include a certified translation along with a notarized translator’s certificate. 
• Remember, a notary can only certify copies of documents that haven’t been filed with state, county, or city offices.
• Finally, fill out the correct apostille request form with all the details and attach the fee receipt, which should be made out to the Texas Secretary of State.
   

In Texas, certified copies of birth and death certificates are available from the municipal registrar's office where the event took place or from the Texas Department of State Health Services (DSHS). The request for a certified copy can be submitted in person, via mail, or online through VitalCheck.
 

The county clerk's office in the county where the marriage license was first filed is responsible for issuing marriage certificates. To get a certified copy, you need to provide your name and the date of marriage to the same county clerk.

The district clerk's office in the county where the divorce was finalized has divorce decrees available. When seeking a copy, include the full names of both parties and the approximate date of the divorce. A processing fee and proper identification may be needed for both requests. You can also request these two from the Texas Department of State Health Services (DSHS) and online through VitalCheck.
 

Notarization is the process where a Texas notary public officially witnesses the signing of a document. The notary verifies the identity of the signer, ensures they are signing willingly, and then adds a notarial certificate. 

In Texas, notarization is required for many non-government documents that need an apostille, including powers of attorney, business or corporate documents, translations, school records (such as transcripts and diplomas), personal letters or affidavits, and copies of identification documents like passports and driver’s licenses.
 

A valid notarial certificate must have:

• The kind of notarial act carried out (jurat, acknowledgment, etc.)
• The county and state in which the notarization was performed
• The name of the signer
• The date the document was notarized
• The notary’s signature
• The notary seal or stamp
   

To be accepted for an apostille in Texas, notarized documents must meet certain requirements depending on the type of document. Here's a simple breakdown of what each type must include:

1. Personal or ID Documents
If you're submitting a copy of your passport or driver’s license, you’ll need to include a signed statement saying it’s a true and accurate copy. A Texas notary must then add their seal, signature, and date.
 

2. Translated Documents
The translator must write and sign a statement confirming that the translation is accurate. It is required to include a notarized copy of the original document.
 

3. Business or Corporate Documents
A company rep must sign a statement saying the copies are true and correct. Then, a notary adds a valid certificate that has all the necessary information.
 

4. School Records
Originals need a school official’s signature and notarization. If it’s a copy, the student or parent signs a statement confirming it’s accurate, and a notary completes the process.

Note: The term "Notario Publico" is not legal in Texas and will lead to rejection. 
 

Is Online Notarization Accepted in Texas?

Yes, online notary services have been legal in Texas since 2018. Documents notarized online can be apostilled by the Texas Secretary of State if they include a notarization ledger and a proper notarial certificate. However, some countries may not accept online notarizations, so it's important to check with the receiving agency.

Can a Notary Apostille a Document?

No, a Texas Notary Public cannot issue an apostille. Only the Texas Secretary of State can issue an apostille. Notaries can prepare documents for an apostille by notarizing them.

 

When you need to get an apostille for adoption-related documents in Texas, you must use a specific form, which is the apostille request form 2103. If you're looking to have adoption documents apostilled, this form is required. The cost for apostilling each document is $10, with a cap of $100 for each child’s adoption. This form ensures that your documents are properly processed for international use in adoption matters.

On the other hand, the apostille request form 2102 is used to request an apostille for other types of documents in Texas.

For both forms, make sure to provide your correct details, including your name, date, address, and mailing address. You’ll also need to specify the fee method and attach the document(s) that need the apostille. Following these instructions carefully will ensure your request is processed smoothly.
 

If you follow the right procedures and prepare your documents correctly, getting an apostille in Texas doesn't have to be difficult. Understanding the requirements, such as notarization, appropriate forms, and supporting documentation, can help you save time and prevent delays while working with personal, business, academic, or adoption-related paperwork.

Working with a professional service can make the procedure even simpler for people who are addressing overseas concerns for the first time or who want additional support. Globeia is an expert in apostilles and document authentication services, providing professional advice and quick processing to help your documents be easily accepted overseas.