How to Get an Apostille in Chicago: Step-by-Step Process for 2025

If you need to use official documents abroad, an apostille is an essential certification to ensure those documents are recognized internationally. For residents and businesses in Chicago, understanding how to get an apostille in 2025 is crucial to avoid delays or complications. This guide will walk you through the entire apostille process in Chicago, covering what an apostille is, the documents that require it, the exact steps to obtain one, processing times, and helpful tips to make the process as smooth as possible.

In Illinois, apostilles are issued exclusively by the Secretary of State’s Index Department. Chicago residents can submit their apostille requests either by visiting the Chicago office in person or mailing their documents to the same office. For walk-in service, the Chicago office offers fast processing, often completed on the same day.

The address for the Chicago office is:
Secretary of State Index Department
69 W. Washington St., Suite 1240
Chicago, IL 60602
Phone: (312) 814-8218

Before applying for an apostille, you need to know which documents qualify. The Illinois Secretary of State will only apostille documents issued or certified in Illinois. Common types of documents include:

• Personal Documents: Birth certificates, marriage certificates, divorce decrees, and death certificates. These must be certified by the county clerk, local registrar, or other authorized state office.
• Educational Records: Diplomas, transcripts, and other academic records must be signed by school officials and notarized by an Illinois notary public.
• Business Documents: Articles of incorporation, certificates of good standing, merger documents, and other corporate papers issued or certified by the Illinois Secretary of State.
• Legal Documents: Powers of attorney, affidavits, contracts, or other notarized documents.
• Police Records: Background checks issued by Illinois law enforcement, signed and notarized properly.

Documents not issued in Illinois or not properly certified cannot be apostilled here. Also, foreign-language documents require a notarized English translation to accompany the original.

To avoid delays, make sure your documents meet the following requirements before submitting them for an apostille:

• The document must be issued or certified in Illinois.
• It should bear the original signature, seal, or stamp of the authorized official.
• Vital records like birth or marriage certificates must come from the relevant county clerk or state agency.
• Educational and business documents must be notarized by an Illinois notary public when required.
• Documents should ideally be issued within the last five years.
• For documents in a foreign language, provide a certified English translation with notarized accuracy.
• Each document must be submitted separately with its own apostille fee.
• Include a completed apostille request form and payment.
• If mailing, include a self-addressed, stamped return envelope for the processed documents.

Step 1: Prepare Your Documents
Make sure your document is an original or certified copy issued in Illinois. If you have a vital record, obtain it from the relevant county clerk or the Illinois Department of Public Health. For notarized documents, confirm the notary is registered in Illinois.

If your document is not in English, get a professional translation and have the translator notarize the accuracy of the translation.

Step 2: Complete the Apostille Request Form
The Illinois Secretary of State requires you to fill out an Application for Authentication or Apostille. This form asks for basic information such as:

• Your contact details.
• The type of document.
• The country where the document will be used.

The country information is important because Illinois uses this to determine whether an apostille or a certificate of authentication is needed (apostilles are for Hague Convention countries). Make sure to complete the form accurately to avoid processing delays.

Step 3: Choose Your Submission Method
You have three ways to submit your apostille request in Chicago:

• In Person (Walk-In Service): Visit the Chicago Secretary of State Index Department office. Walk-in service is available Monday through Friday, 8 a.m. to 4 p.m. This is the fastest way, with many requests processed on the same day. Bring your original documents, the completed application form, and payment.
• By Mail: Send your documents, completed application, payment, and a self-addressed, stamped return envelope to:
  Illinois Secretary of State
  Index Department
  69 W. Washington St., Suite 1240
  Chicago, IL 60602
  Mail requests take approximately 7 to 14 business days to process. If you want expedited return shipping, include a prepaid shipping label and receipt.
• Third-Party Apostille Services: If you prefer to avoid the paperwork and save time, you can use a trusted service. These companies, like Globeia, handle the entire process for you, including filling out forms, submitting documents, and mailing the apostille back. This option usually comes with an additional service fee but offers convenience and expert handling.

Step 4: Pay the Apostille Fee

The cost for apostille services in Illinois is $2 per document. If you are submitting multiple documents, you may pay a single check or money order for the total amount. Payments should be made payable to the “Secretary of State.”
Accepted payment methods generally include personal checks, money orders, or cashier’s checks. Cash is usually accepted for walk-in service, but confirm ahead if you plan to pay in cash.

Step 5: Receive Your Apostilled Documents
If you visit in person, your documents are often ready while you wait. For mail submissions, processed documents are returned to the address you provided in your return envelope or via the prepaid shipping method if included.
Make sure to check that the apostille certificate is properly attached to your document. Do not remove or tamper with the certificate, as this will invalidate it.

• Walk-in submissions: Usually processed the same day during business hours.
• Mail-in requests: Typically take 7 to 14 business days for processing and return.

• Third-party services: Processing times depend on the company, but generally are similar to or faster than mail-in requests due to their experience.

Always plan and allow extra time for mailing or unexpected delays.

Getting an apostille in Chicago is a straightforward process once you understand the requirements and steps involved. Whether you choose to submit your documents in person, by mail, or through a third-party service, careful preparation is key to a smooth and timely authentication. By following this step-by-step guide, you can confidently prepare your documents for international use, ensuring they are recognized in countries that participate in the Hague Apostille Convention.

If you need extra assistance, Globeia’s professional apostille services are available to streamline the process and help you avoid common pitfalls. Whatever route you choose, securing an apostille in Chicago will open doors for international education, business, or personal matters with peace of mind.