What North Carolina Families Need to Know About Apostilles for Adoption

Adopting a child from another country is a deeply meaningful experience, but it also comes with a maze of legal and administrative requirements. One of the most critical and often overlooked steps in this process is the legalization of documents through apostilles or authentications.

If you're a North Carolina family pursuing international adoption, you'll likely need several legal documents, such as birth certificates, marriage records, and home studies, to be certified for use overseas. These certifications are handled by the North Carolina Secretary of State’s Authentication Office, and they must be completed accurately and on time.

Because adoption timelines are often tight, especially when travel or court hearings abroad are involved, it’s essential to understand the apostille process: how to get an apostille in North Carolina, what documents you'll need, how much it will cost, and how to avoid delays. This guide will help you navigate the urgency that adoptive families face and provide helpful guidance to assist with the processing of apostilles for adoption documents.

Before gathering your documents, it's important to determine whether you need an apostille or an authentication. The answer depends entirely on which country your adoption is taking place in.

• Apostille: If the country you're adopting from is a member of the Hague Convention Abolishing the Requirement of Legalization for Foreign Public Documents, then you'll need an apostille. This is a special certificate that verifies the origin of a public document and is recognized by all other member countries without needing further embassy legalization.
• Authentication/Authority Certification: If the country is not part of the Hague Convention, then your documents must go through an authentication process instead. These documents may also need to be legalized by the embassy or consulate of the foreign country after the Secretary of State authenticates them.

Note: Always confirm with your adoption agency, attorney, or the receiving country’s government which type of document certification is required. The wrong type could delay your process.

International adoptions typically require several types of personal and legal documents to be apostilled. Each document must be either notarized or certified by the issuing authority to be eligible.

Here’s a breakdown of the most common documents you'll need:

For each adopting parent:

• Certified Birth Certificate: Issued by the state vital records office.
• Marriage Certificate: Must be the certified version, not a photocopy.
• Divorce Decrees (if applicable): Court-issued documents must bear the court’s seal.
• Criminal Background Checks: Often required at both the state and federal levels, like FBI background checks.

For the adoption process itself:

• Home Study Report: Typically notarized by a licensed notary public
• Medical Letters or Health Clearances: Must be notarized by the doctor or medical office.
• Adoption Decree or Custody Orders: Certified by the court handling the case.
• Power of Attorney (if applicable): Must be notarized and specific to the adoption.

Important: Only properly notarized or certified original documents are eligible for apostille. Copies or improperly signed forms will be rejected.

1. Prepare Your Documents
Before you submit anything, ensure your documents are properly prepared. If your documents are notarized, they must meet North Carolina’s official notary requirements, which include a complete notarial certificate, correct dates, and signatures. For public records such as birth or marriage certificates, you must use certified copies issued directly by the relevant government agency. These records should carry the appropriate seal and signature to be accepted. It’s also important to submit the original documents whenever possible, as photocopies are generally not allowed unless they’ve been notarized and identified as true copies.

2. Complete the Apostille Cover Sheet
Each submission must include a completed Apostille Cover Sheet, which you can download from the North Carolina Secretary of State’s website. This form is crucial; it helps the office identify who is submitting the documents, where they’re going, and how they should be returned. You’ll be asked to provide your name, contact information, the destination country where the apostille will be used, and any special return instructions. Filling this out accurately ensures smooth processing and avoids delays.

3. Include Payment
You must include the correct payment along with your documents. North Carolina requires either a check or money order made payable to the “NC Secretary of State.” Cash is not accepted. The fee amount depends on the number of documents you’re submitting, so it’s a good idea to refer to the Secretary of State’s website to check the latest fee schedule. Submissions without payment or with incorrect amounts will be delayed or returned.

4. Choose Your Submission Method
There are three main ways to submit your documents for apostille in North Carolina, and your choice will depend on your location, schedule, and comfort level with handling paperwork.

• In-person submission is available at the Secretary of State’s office in Raleigh. This option is great for people who live nearby or want immediate confirmation that their documents have been received. It can also be faster, especially if you're on a tight timeline.
• Mail submission is the most common option for those who can’t visit in person. You’ll need to send your documents, completed cover sheet, and payment to the Secretary of State’s office by mail. Don’t forget to include a prepaid, self-addressed return envelope with tracking. This helps ensure that your documents are returned securely. Using a reliable service like USPS Priority Mail, FedEx, or UPS is strongly recommended.
• Using professional apostille services is often the most convenient and reliable choice, especially if you're unfamiliar with the process or prefer to avoid dealing with paperwork and mailing logistics. Companies like Globeia specialize in handling apostille requests, ensuring that all documents are properly prepared, submitted, and returned without delays. They can help catch errors early, speed up processing, and offer tracking at every stage. This option is ideal for time-sensitive cases like international adoptions, immigration applications, or overseas business transactions where accuracy and speed are critical.

5. Track and Receive Your Documents
Regardless of the method you choose, it’s very important to include a self-addressed, prepaid envelope with tracking. This is the best way to make sure your documents are returned securely and promptly, especially if they’re sensitive or needed for urgent purposes. Always make copies of all documents before submission in case anything gets lost or delayed. Tracking helps you monitor the return shipment and gives peace of mind that your apostilled documents are safely on their way back to you.

When it comes to international adoption, you’ll often need more than one certified original of the same document. For instance, adoption agencies, foreign courts, or immigration offices may require duplicate copies of your North Carolina apostille birth certificate, your apostille marriage certificate, or a notarized home study. In these cases, simply making photocopies won’t work; each version must be an original, either notarized or apostilled, or authenticated as required.

Fortunately, North Carolina allows you to submit multiple originals of the same document in a single batch and receive a discount on the apostille fees. This is especially helpful for adoptive families who are dealing with several agencies or countries and need duplicates for different stages of the adoption procedures.

The cost of apostilling adoption documents in North Carolina depends on how many documents you’re submitting and what type they are. If you submit multiple certified originals of the same document (like two or three birth certificates), the first is charged at the standard rate, and additional copies receive a discounted fee, but only if submitted together for adoption purposes. Single submissions or documents sent separately are charged the full fee each. Keep in mind, there may also be extra costs for notarization, certified copies, translations, or if a request is rejected and needs resubmission. For exact pricing, check the NC Secretary of State’s website and confirm with your adoption agency.

The North Carolina Secretary of State’s office typically processes apostille requests within 5 to 7 business days, not including mailing time. However, turnaround times can vary depending on submission volume and the method you use (in person or by mail). During peak periods, such as holidays or busy travel seasons, processing may take longer. If you’re dealing with an urgent situation, like a travel deadline, medical need, or court appearance, you may request expedited review by submitting proper documentation. The office will evaluate the urgency and determine if your request qualifies for faster handling. For the most up-to-date estimates, you can check the Turnaround Time page on the NC Secretary of State’s website.

To make the apostille process smoother and avoid delays during your adoption journey, here are some helpful and practical tips:

1. Order Extra Certified Copies Early
Don’t wait until you're under time pressure to request official documents. It’s a good idea to order extra certified copies of essential records (like birth and marriage certificates) well in advance from the Vital Records Office or issuing court. Many adoption agencies and foreign authorities request duplicate originals, so having extras on hand can prevent last-minute stress.

2. Keep a Detailed Document Checklist
Stay organized by creating a checklist for every required document. For each item, track whether it has been notarized or certified, whether it has been apostilled, and if duplicate originals have been prepared, if needed. This helps you stay on top of your paperwork and ensures you don't miss a step before submission.

3. Double-Check Country-Specific Requirements
Not all countries have the same legalization process. If you’re adopting from a Hague Convention country, an apostille is generally sufficient. However, for non-Hague countries, you may need additional steps, such as legalization of the embassy or consulate. Always verify these requirements with your adoption agency or legal advisor to ensure full compliance.

4. Use Mail Services with Tracking
Always use a reliable mailing service (such as USPS Priority, FedEx, or UPS) that provides tracking numbers for both your outgoing package and your self-addressed return envelope. This ensures you can monitor the progress of your apostille documents and avoid the risk of loss or delays, especially with time-sensitive paperwork.

5. Consult with Experts Before Submitting
If you’re ever unsure about the formatting, notarization, or type of document you’re submitting, don’t guess. Reach out to your adoption agency, adoption attorney, or the NC Secretary of State’s Authentication Division for clarification. They can help you avoid costly mistakes or rejected applications that could delay your adoption process.

Apostille processing is a crucial step in international adoption, ensuring your documents are legally accepted abroad. North Carolina supports adoptive families with clear guidelines, reduced fees, and flexible submission options. If you're short on time or unsure about the process, using Globeia’s apostille service in North Carolina can help ensure everything is done correctly and efficiently. With good planning and support, you can move through the paperwork smoothly and focus on what matters most, bringing your child home.