Apostille in North Carolina: What You Need to Know in 2025

If you live in North Carolina or have documents issued in the state that need to be used abroad, you'll likely need an apostille. In today's globally connected world, more people are studying, working, marrying, or conducting business across international borders. And while your documents might be perfectly valid in North Carolina, they won't automatically be accepted in another country.

That's because foreign governments often require confirmation that a document from the U.S. is genuine. An apostille is a form of international authentication that certifies the legitimacy of a public document so it can be recognized in countries that are part of the Hague Apostille Convention.

Whether you're still in North Carolina or currently living in another country, this guide gives you everything you need to complete the apostille process confidently and without avoidable delays.

In 2025, the demand for apostilles in North Carolina is higher than ever. More people are leading international lives studying abroad, working overseas, starting families across borders, investing in property overseas, or managing legal matters that cross countries. All these situations require verified proof of identity, education, legal status, or authority, usually in the form of official documents issued by North Carolina authorities.

Common reasons why you might need an apostille for your North Carolina documents include:

• Validating a university diploma or transcript to enroll in a foreign academic program.
• Providing certified marriage or birth certificates for immigration, citizenship, or spousal visa applications.
• Apostilling background checks or police clearance certificates for employment or residency overseas.
• Certifying powers of attorney or legal affidavits to manage property or affairs abroad.
• Authenticating corporate or business documents to establish foreign subsidiaries or contracts.

Without an apostille, these documents risk being rejected by foreign governments or institutions. The apostille confirms that your documents are authentic, legally binding, and officially recognized in the United States.

Whether you live in North Carolina or abroad, securing an apostille is a crucial step to ensure your personal, legal, or professional matters move forward smoothly across international borders.

Only certain documents can be apostilled, and they must meet specific conditions depending on their origin.

1. Certified Vital Records

• Birth certificates
• Marriage certificates
• Death certificates
• Divorce decrees

2. Notarized Documents

• Power of attorney
• Affidavits
• Business contracts
• School transcripts and diplomas (from private institutions)
• Consent forms
• Authorization letters
• The date of notarization must be visible and accurate.

3. Public or Government-Issued Documents

• Court documents signed by a Clerk of Court
• Criminal background checks from the NC State Bureau of Investigation
• Certifications issued by state or county agencies
• Letters signed by elected officials or government departments

In North Carolina, apostilles are issued solely by the Secretary of State's Authentications Division. This is the official state office responsible for verifying the authenticity of public and notarized documents so they can be recognized internationally under the Hague Apostille Convention. If your document was created, certified, or notarized in North Carolina, the apostille must also be obtained within the state. The Apostille Division operates out of the Secretary of State's office in downtown Raleigh, and all apostille requests, whether submitted by mail or delivered in person, are processed through this location.

Apostille Office Address

To ensure your documents are accepted for apostille processing by the North Carolina Secretary of State, follow these important requirements:

• All documents must be in English; if not, provide a certified and notarized English translation completed in North Carolina.
• Private or personal documents (e.g., diplomas, affidavits, powers of attorney) must be notarized by a North Carolina-commissioned Notary Public.
• The notarization must include a complete notarial certificate, venue details, notary's full legal signature, and a round seal.
• Certified public records from NC agencies like Vital Records, Register of Deeds, and Clerk of Superior Court do not require notarization.
• School records (transcripts, diplomas, etc.) must be notarized by an NC Notary; a school seal alone is not sufficient.
• When submitting a copy of a document, attach a notarized "True Copy" affidavit declaring it's an accurate copy of the original.
• Only documents issued or certified after April 1, 2000, are eligible for an apostille.
• Include a completed Apostille Cover Letter with your submission; templates are available on the Secretary of State's website.
• Enclose payment via check or money order payable to "North Carolina Secretary of State"
• Provide a prepaid return envelope with a printed, barcoded shipping label (typed account numbers are not accepted).
• Emergency processing may be available; include documented proof and request expedited review.
• Federal documents (like FBI background checks or IRS records) must go to the U.S. Department of State, not the NC Secretary of State.

You can submit your North Carolina document in three ways according to your preferences:

Option 1: In-Person Submission

Option 2: Mail-In Submission

For individuals residing outside of North Carolina, or even outside the United States, mailing your documents is a practical and secure option. Simply gather your properly certified or notarized documents, fill out the Apostille Request Form, and send them along with a prepaid return envelope (with tracking) to the Secretary of State's office in Raleigh. 

Option 3: Using a Third-Party Apostille Service

If you'd prefer hands-on support or are unfamiliar with apostille procedures, using a third-party apostille service can simplify the entire process. These professionals, like Globeia, can assist with document review, notarization guidance, in-person delivery to the Raleigh office, and international return shipping. 

Obtaining an apostille through the North Carolina Secretary of State is a straightforward process with a simple fee structure. Each document submitted, whether it's a birth certificate, power of attorney, school record, or legal affidavit, requires payment along with your application.

Accepted payment methods include checks and money orders made payable to "North Carolina Secretary of State." If submitting your documents in person, a credit card authorization form is also available and can be included with your materials.  For mail-in requests, be sure to use payment methods that are accepted within the U.S. system. If you're submitting from overseas, international money orders drawn in U.S. dollars are typically required.

Note that cash is not accepted, and personal checks must be drawn from a U.S.-based bank. Third-party apostille services may offer assistance with the process for an additional fee, but using such a service is optional and not required by the state.

The processing time for an apostille in North Carolina depends largely on how you choose to submit your documents. For those who can visit the Secretary of State's office in Raleigh in person, same-day service is often available. If your paperwork is in perfect order, properly notarized, complete, and submitted during business hours, you can usually walk away with your apostilled documents that very day. However, delays can still happen due to office backlogs, holidays, or errors in submission, so it's wise to plan a buffer just in case.

If you're mailing your documents, whether from another state or another country, the standard processing timeline is typically about five business days. This does not include mailing time to and from the office, which can extend the overall wait to one to three weeks, depending on your location and postal service speed.

Third-party apostille services can often expedite the process by hand-delivering and retrieving documents on your behalf, particularly useful for urgent needs or international coordination. Keep in mind that if your paperwork requires translation or additional notarization, this will naturally extend the timeline. The best way to avoid delays is to review all requirements thoroughly before submission and to use tracked mailing methods when sending documents.

Getting an apostille in North Carolina doesn't have to be complicated, as long as you're prepared. The key is making sure your documents meet the state's specific requirements for notarization, certification, and translation (if applicable). Most delays happen because people overlook small technical details, like missing notary seals, incomplete forms, or forgetting to include return postage.

Once you have your paperwork in order, choosing your method of submission, in person, by mail, or through a professional service, comes down to your needs and schedule. Professional experts like Globeia offer apostille services for North Carolina and other USA states. They can also provide peace of mind if you're unsure about requirements or managing multiple documents. 

With a little planning and attention to detail, the apostille process in North Carolina can be straightforward, fast, and stress-free, even when you're handling it from halfway around the world.