The Complete Guide to Getting an Apostille in Pennsylvania

If you're planning to travel abroad for studies, work, or to settle permanently, there are a few important steps to complete before you go. One of these steps is getting an apostille. It’s a process that helps you meet international requirements and ensures your paperwork is accepted in other countries. In this guide, we’ll explain what an apostille is, why it’s needed, and how to get one in Pennsylvania.

• A Pennsylvania apostille is a special certificate that verifies the authenticity of public documents, allowing them to be used in another country. Pennsylvania now issues a Universal Apostille Certificate, which is valid for use in countries that are members of the Hague Apostille Convention, as well as those that require Certification. 
• With this new format, you can use the document even if the destination country is not part of the Hague Convention. In such cases, you only need to legalize your document at your country’s embassy or consulate.
• A Pennsylvania apostille does not certify the contents of the document; it only confirms that the signature and seal on the document are authentic and officially issued by the State of Pennsylvania.

Several documents need an apostille for use outside the U.S. Common examples include:

1. Business Documents: If you’re doing business internationally, you might need documents like articles of incorporation or certificates of good standing from Pennsylvania to prove your company is legitimate.
2. Adoption Papers: For adopting a child from another country, Pennsylvania-issued papers such as home studies, reference letters, and birth or marriage certificates usually need to be authenticated.
3. Education Documents: Planning to study or work abroad? Diplomas and transcripts issued in Pennsylvania often require official certification.
4. Legal and Personal Documents: Birth certificates, marriage or divorce records, and death certificates from Pennsylvania may be needed for immigration or visa purposes.
5. Power of Attorney: If you want someone to legally handle your affairs while you’re abroad, a Pennsylvania power of attorney document must be properly verified.

6.Background Checks: When applying for work permits or residency overseas, Pennsylvania FBI or state background checks often need to be authenticated.
7.Court-Issued Documents: Documents like name changes or custody orders from Pennsylvania courts may require official apostille certification for use in other countries.
8.Intellectual Property and Citizenship Papers: If you’re applying for patents, trademarks, or dual citizenship using Pennsylvania documents, these will usually need to be authenticated as well.

In Pennsylvania, the universal apostille is issued by the Department of State. They are the only authority that can give official apostilles signed and sealed by the Secretary of the Commonwealth of Pennsylvania. You cannot get an apostille from your local notary or courthouse. However, some documents may first need to be notarized before you send them to the Department of State for the apostille or certifications.

To easily get an apostille, you have to fulfill the requirements set by the Department of State of the Commonwealth of Pennsylvania.
These requirements are:

• Documents must be issued in the state of Pennsylvania and within the last 5 years.
• If the document is related to vital records, you need to obtain the particular certified copies from the relevant authorities.
• If the document requires notarization, you need to complete it with an authorized Pennsylvania notary public.
• Photocopies are not accepted; only original or signed copies from the notary are accepted.
• Complete the apostille or certificate request using the appropriate Apostille Certification Request form with all the details: name, address, country, type of document, number of documents, etc.
• Clearly mention the destination country where the document will be used.
• Documents issued by the county must be signed by the clerk in charge of the county office. Documents signed by a deputy clerk or other assistants will not be accepted.
• Death certificates must be signed by the state registrar; local registrar signatures are not accepted.
• The notarial certificate on the notarized document must be in English.
• Marriage certificates must be signed by the authorized Pennsylvania Register of Wills or Clerk of the Orphan’s Court. The officiant’s or clergy’s signature on the marriage certificate is not accepted.
• Include the correct payment, payable to the Commonwealth of Pennsylvania.
• If you are using a service, you need to enclose a self-addressed envelope for fast return.

In Pennsylvania, you can apply for an apostille in different ways:
1. Visit the Department of State in Person: The first option is applying for an apostille directly at the Department of State in Harrisburg. You’ll need to complete the apostille request form, submit your original certified or notarized documents, and include payment. The office is open Monday to Friday from 8:00 a.m. to 4:30 p.m. However, arrive before 4:00 p.m. for same-day service as the building entrance closes at 3:00 p.m. This is a good option for people living near Harrisburg or those who prefer to complete the process in person.
2. Send Your Documents by Mail: Another option is to mail your documents. Include the completed form, your documents, a cover letter with your contact information, payment payable to “Commonwealth of Pennsylvania”, and a self-addressed, stamped return envelope. This is a great option if you don’t want to go in person, but it requires careful preparation—small mistakes can cause delays or rejection.
3. Use the Blue Drop Box: You can drop off your documents in the blue drop box located outside the Keystone Building in Harrisburg. This allows you to submit documents anytime, even outside office hours. Follow the same rules as for mailing: include your documents, request form, payment, and a self-addressed return envelope. Processing may take a little longer, but it's a convenient option if you're short on time.
4. Use a Third-Party Apostille Service: Using an authorized third-party apostille service is one of the easiest and most efficient ways. The service will handle everything from submitting your documents and paying the fees to returning your apostilled documents to you. This is a great option if you're short on time, live outside Harrisburg, or are outside the US. Just make sure you choose a trusted and reliable service like Globeia. We have extensive experience and can help you get your documents apostilled quickly and without stress.

In Pennsylvania, the fee for an apostille is quite affordable. The cost is charged per document, not per page, so if you have multiple documents, the fee will apply to each one separately. When submitting your application, you must include the correct payment. You can pay by check or money order made out to the “Commonwealth of Pennsylvania.” If you’re applying in person, you also have the option to pay with a credit card, but keep in mind that cash is no longer accepted. If you're using a third-party apostille service, they will typically charge an additional service fee, but they’ll also handle the entire process for you, making things much easier.

• The time it takes to receive an apostille in Pennsylvania depends on how you choose to submit your documents. If you mail them to the Department of State, processing typically takes about 2 to 3 weeks, not including mailing time. Using the blue drop box outside the Keystone Building in Harrisburg is slightly faster most documents are processed within 5 to 7 business days, plus mailing time.
• For those who need their apostille more urgently, walk-in requests are completed the same day. However, during busy times or if you arrive late in the afternoon, you may need to return the next business day.
• If you’re short on time or located outside Harrisburg, a third-party apostille service is often the fastest and most convenient option. These services handle the entire process for you from reviewing your documents to submitting and returning them, helping to avoid delays and errors.

• A Pennsylvania apostille certificate is now a universal document designed to work for all countries, whether or not they are part of the Hague Apostille Convention. This means the same certificate can be used for any international destination, making the process simpler and more efficient.
• The certificate is printed in English, Spanish, and French—three widely spoken languages, so foreign authorities can easily understand it. Instead of the traditional gold raised seal, the certificate features a modern black-ink electronic seal. Each apostille certificate also includes a unique identification number. This number can be verified online through the Pennsylvania Department of State’s website, which adds extra security and transparency to the process.
• Overall, the Pennsylvania apostille certificate is a clean, multi-language document with an electronic seal and an online verification feature, making it easier to use internationally.

At last, getting an apostille in Pennsylvania is a straightforward process with several convenient options, including in-person visits, mailing documents, using the drop box, or hiring a trusted third-party service. You only need to prepare the documents as per the requirements of the Commonwealth of Pennsylvania and choose the most convenient option. Globeia, a trusted third-party apostille service in the USA, can help you complete the process in a few simple steps online and obtain the result quickly.