How to Get a Tennessee Apostille: Step-by-Step Guide for 2025

Many countries will require an apostille if you plan to use a Tennessee document abroad. Whether you're moving for work, pursuing education overseas, handling legal matters, or starting fresh in another country, this guide will take you through the Tennessee apostille process. The apostille verifies that the signature, seal, and authority of the official who issued your document are legitimate. When your Tennessee document receives an apostille, it becomes legally valid in any country that signed the Hague Convention.

This 2025 guide walks you through the Tennessee apostille process, including details about eligible documents, application steps, costs, and processing times, so you can move forward with confidence.

Tennessee apostilles serve a specific purpose for people taking documents overseas. Here's what you need to know:

An apostille is a specialized certification that validates the authenticity of signatures, seals, and positions of officials who have executed, issued, or certified a public document. This standardized certification form was established by the Hague-Convention of 1961, specifically designed to abolish the requirement for complex legalization of foreign public documents. Unlike regular notarizations, apostilles enable documents issued in one country to be legally recognized in another.

You need a Tennessee apostille whenever you must transmit public documents from Tennessee to another country that participates in the Hague Convention. This applies to four categories of "public documents": those originating from courts or court officials; administrative documents; notarial acts; and official certificates placed on documents. Tennessee apostilles are commonly needed for:

• Corporate filings and business documents
• Educational transcripts and diplomas
• Marriage and divorce certificates
• Adoption papers and legal contracts
• Birth and death certificates

Over 120 countries accept apostilles under the Hague Convention as of March 30, 2025. Major nations include Australia, Brazil, China, France, Germany, India, Japan, Mexico, and the United Kingdom. Countries not participating in the convention receive authentication certificates from Tennessee instead. These often require additional review by the U.S. Department of State or the destination country's embassy.

The Tennessee Department of State's Business Services Division is the only authorized office that can issue apostilles in Tennessee. They provide official certifications under the authority of the Tennessee Secretary of State for documents executed, issued, or certified by Tennessee County Clerks, the Tennessee State Registrar, and the Tennessee Secretary of State.

Office of Authentications in Tennessee: Where to Submit Your Request

Tennessee Secretary of State
Business Services Division
ATTN: ATS Section
312 Rosa L. Parks Ave – 6th Floor
Nashville, TN 37243

Tennessee accepts a wide range of documents for apostille services. The state follows the Hague Convention's definition of "public documents," which covers four main categories: court documents, administrative documents, notarial acts, and official certificates.

Here are the most common documents you can get apostilled in Tennessee:

Vital Records: Birth certificates, death certificates, marriage certificates, and divorce decreesEducational Documents: Diplomas, transcripts, and other academic recordsLegal Documents: Powers of attorney, affidavits, and court ordersBusiness Documents: Articles of incorporation, certificates of good standing, corporate filings, and business licensesPersonal Identification: Driver's licenses and U.S. passports (for authentication only)

Most vital records need certified copies from the appropriate Tennessee office. Educational documents must have the school seal and signature from the registrar or principal. Corporate documents usually require certified copies.

Some documents need notarization before they can receive an apostille, while others must be certified by the proper authority first. Documents that don't originate in Tennessee, federal documents (except notarized passport copies), and non-English documents without certified translations cannot get a Tennessee apostille.

Some document types need notarization by a Tennessee notary public before they can receive an apostille:

• Affidavits (including affidavits of singleness)
• Power of Attorney documents
• School diplomas (must be signed by a school official and notarized)
• School transcripts (must be signed by registrar and notarized)
• Copy of U.S. passport (requires a notarized true copy affidavit)
• Driver's license copies (requires notarized copy affidavit)
• State background checks (TBI or issuing agency must notarize)
• Corporate documents (resolutions, invoices signed by company officers)

Tennessee won't accept non-English documents for apostille unless you provide an English translation. The translation must include a signed statement from the translator, notarized by a Tennessee notary, confirming that the translation is accurate and complete. After that, the notary's signature must be certified by the county clerk.

Even with proper notarization, Tennessee cannot apostille:
 

• Out-of-state documents, even if notarized in Tennessee
• Federal documents (except notarized passport copies)
• Foreign-issued documents
• Documents intended for use within the United States
• Documents relating to sovereignty claims or citizenship renunciation
• Records declaring immunity from Tennessee or Federal law

To get a Tennessee apostille, your document needs to meet specific requirements. The Tennessee Secretary of State's office handles all apostille requests and maintains strict standards for document authenticity.

Here's what your document must have:

• Your document must be original or a certified copy from the proper Tennessee authority.
• No photocopies will be accepted, even if they're notarized.
• Birth certificates, marriage licenses, divorce decrees, and death certificates must be certified copies from the Tennessee
• Department of Health's Office of Vital Records.
• Educational documents like diplomas and transcripts need proper authentication from the school before submission.
• Corporate documents must be filed with the Secretary of State's office first.
• All signatures must be original - no photocopied or stamped signatures.
• Documents must be in good condition without alterations, erasures, or correction fluid.
• Foreign language documents need certified English translations.
• The document should be current, typically within the past year,
• Certain documents require notarization by a Tennessee notary before an apostille,

Private documents like power of attorney forms, affidavits, and company documents typically need notarization first. Make sure you meet all these requirements before submitting your application to avoid delays or rejection.

Documents that don't meet these standards will be returned without processing, which can add weeks to your timeline.

Once you have your documents ready, you can submit your Tennessee apostille request. The state offers three main ways to get your apostille: by mail, in person, or through a third-party service.

Filling out the Tennessee apostille request form
You'll need to complete Form SS-4504 (Apostille or Authentication Request Form) from the Tennessee Secretary of State website. Check "Apostille" for countries that signed the Hague Convention or "Authentication" for countries that didn't. Fill in your contact details, document type, and destination country. If you're submitting multiple documents, use separate forms for each one to avoid having your entire request rejected if one document has problems.

Three Submission Options:

1. Submitting by Mail: What to Include
   If you choose to submit your Tennessee apostille request by mail, make sure your packet is complete before sending it in. You’ll need to include the official application form, your original documents, and the required payment in the proper format. It’s also important to add a prepaid return envelope so your documents can be mailed back to you once processing is finished. Double-checking each item before mailing can save you from unnecessary delays.
2. Submitting in Person: What to Expect
   For those who live near Nashville or prefer face-to-face service, submitting in person is a convenient option. Visit the customer service desk at 312 Rosa L. Parks Avenue on the 3rd Floor. Arriving before 2:00 p.m. allows you to take advantage of same-day processing. Be sure to bring your completed form, original documents, and payment with you, as incomplete submissions cannot be accepted. This method is ideal if you want immediate results and can make the trip.
3. Using a Third-Party Tennessee Apostille Service
   If traveling to Nashville isn’t possible or you’d rather not deal with paperwork, a third-party service can make the process much easier. Companies like Globeia specialize in handling apostille requests from start to finish. They prepare your forms, submit documents on your behalf, and ensure everything is processed correctly the first time. This option is especially helpful if you’re on a tight schedule or live outside Tennessee. By using Globeia’s Tennessee apostille service, you save valuable time and avoid common mistakes, while gaining peace of mind that your documents will be ready for international use quickly and securely.

The cost of getting a Tennessee apostille is quite affordable. The Secretary of State charges small fees per apostille or authentication certificate. This fee applies to all document types, whether you're apostilling a birth certificate, diploma, or business document.

You can pay by check or money order made out to "Tennessee Secretary of State" when mailing your documents. For walk-in service, you can pay with cash, check, or money order. Credit cards are not accepted for apostille services.

Besides the state fee, you might have other costs to consider:

• Notary fees if your document needs notarization (usually $5-10 per signature)
• Certified copy fees from the issuing office (varies by document type)
• Return shipping costs if you mail your documents
• Translation services if your documents aren't in English
• Expedited processing fees through third-party services

Third-party apostille services typically charge high fees depending on how complex your documents are and how fast you need them processed. These services often include all costs - the state fee, notarization, and shipping - in one package. This can save you time and effort, especially if you're not in Tennessee or need your documents processed quickly.

While there's an extra cost for professional services, many people find it worth the convenience and peace of mind.

The Tennessee Department of State typically processes apostille requests within 3 business days after it receives your documents. This doesn't include the time it takes for your documents to reach the office or return to you by mail. Same-day processing is available if you visit the Nashville office, but remember you must arrive before 2:00 p.m. to qualify for this service.

Third-party apostille services can often speed up the process. Several things can slow down your apostille request. These include incomplete applications, documents that need extra verification, busy periods during vacation seasons or the start of school years, and office backlogs. Planning ahead is essential, especially with tight deadlines for travel or business. Start early and remember that mail delivery can add several days to the process.

Want to speed up your Tennessee apostille? Here are the best ways to get your documents processed quickly.
Separate submissions by mail: When mailing multiple documents, use individual forms and checks for each. If one document is rejected, the others can still be processed without holding up the entire batch.

• Use professional services: Apostille providers can process documents within 1–2 business days, with some offering 24-hour rush service for urgent requests.

• Choose trackable shipping: If mailing documents, it is best to use a reliable courier like FedEx, UPS, or USPS Express Mail Service for tracking.

• Check requirements carefully: Make sure documents are properly notarized by Tennessee notaries and translated if needed. Errors lead to rejections and extra delays.

• Confirm eligibility: Only documents issued in Tennessee qualify for a Tennessee apostille; plan accordingly.

Getting a Tennessee apostille is straightforward once you understand the requirements. Your documents must be issued in Tennessee, notarized if necessary, and prepared correctly before submission. You can visit the Nashville office for same-day service or mail your documents if you prefer to handle the process from home.

For a faster and easier solution, Globeia’s Tennessee apostille service manages everything for you. From reviewing your paperwork to submitting it securely, Globeia saves you time and ensures your documents are ready for recognition in more than 120 Hague Convention countries.

With the right support, you can move forward confidently knowing your Tennessee documents are prepared for international use.