Apostille in Ohio: Step-by-Step Process for Document Authentication

Many Ohio residents find out too late that their U.S. documents will not work abroad, until a school, company, or immigration office rejects them. But the question is: what makes documents legalized abroad? The answer is the apostille. In Ohio, an apostille is an official certificate that attests to the validity of your document and allows it to be used in any country that is a party to the Hague Apostille Convention. This quick guide will help you understand exactly what you need, how to prepare your documents, and how to get them apostilled smoothly in Ohio.

When you're getting ready to use your Ohio documents in another country, certain types will usually require an apostille. These are the most commonly requested:

• Birth and Death Records – This includes birth and death certificates, which are often needed for visas, inheritance, or citizenship applications abroad.
• Marriage and Divorce Papers – Planning to marry overseas or prove your marital status? You’ll need apostilled copies of these records.
• School and University Documents – Diplomas, transcripts, and enrollment letters are often required for international education or job applications.
• Background Checks – Whether state-level or federal (FBI), criminal background checks are commonly requested by foreign governments for visas or work permits.
• Legal Documents – Powers of attorney, sworn statements, or affidavits that are notarized in Ohio may need an apostille for legal use outside the U.S.
• Business Records – Starting a business or signing contracts overseas? You might need to apostille documents like articles of incorporation or company agreements.

Before submitting anything, ensure your documents are either certified originals or properly notarized; this helps avoid delays in the apostille process.

An apostille helps make your Ohio-issued documents valid for official use in many foreign countries. It’s especially useful if the country you're dealing with is a member of the Hague Apostille Convention, as it replaces the need for more complex embassy or consular legalization.

However, there’s a common misunderstanding: an apostille doesn’t confirm that the information in the document is true; it only certifies that the document itself is genuine and that it was signed or sealed by a recognized authority.

However, not all countries are part of the Hague Convention. For those countries, your document will receive a gold seal authentication certificate instead. This type of certification confirms the legitimacy of the signature, but additional steps may be required, such as further authentication with the US Department of State, then legalization through that country’s embassy or consulate.

It’s important to specify the destination country when submitting your documents so the Ohio Secretary of State can issue the correct type of certification, either an apostille or an authentication.

In Ohio, the Secretary of State’s office is the official agency that handles both apostilles and authentication certificates. Their role is to certify the authenticity of signatures, seals, and public officials on documents issued within the state. 

The Ohio Secretary of State verifies that your document is properly signed and sealed by a recognized authority before adding the apostille. It’s important to make sure your documents are complete, properly notarized (if required), and ready for processing to avoid delays.

You can request an apostille from the Ohio Secretary of State office-

Ohio Secretary of State

Before starting the apostille process, gathering all necessary documents and information will save you time and prevent potential delays.

1. Documents Should Be Recent

Most documents should be issued within the last five years to ensure they meet current standards and are accepted by foreign authorities.

2. Vital Records Must Be Originals

For birth and death certificates, only certified originals are accepted.

• Photocopies are not allowed, even if notarized.
• Certificates must be issued by the custodian of the record (not a third party or notarized copy).

Many foreign countries will reject notarized copies of these records.

3. Certified Copies Required

Only certified copies issued by the official custodian of the record are accepted. These must come directly from the source agency, such as:

• The Ohio Department of Health or local Vital Statistics office (for birth and death certificates)
• The county probate court (for marriage certificates and single status letters)
• The county clerk of courts (for divorce decrees, wills, and judgments)
• The Ohio Secretary of State (for business documents)
• Online through VitalChek

4. Photocopies of Other Documents

Photocopies of other types of documents (such as diplomas or letters) can be accepted, but only if:

• The signer adds a statement declaring it a true and accurate copy.
• The document is then properly notarized by an Ohio notary public.

5. Notarization Requirements

If your document requires notarization, ensure it is done correctly. The notarial certificate must include:

• Type of notarial act (acknowledgment or jurat)
• The state and county where notarization was performed
• The date of notarization
• The notary's signature and printed or typed name
• The notary's seal, which must be:
  -Round (¾ to 1 inch in diameter)
  -Include the words “Notary Public” and “State of Ohio”
  -Fully legible and compliant with Ohio law

Notaries must have an active Ohio commission. You can verify a notary’s status on the Ohio Notary Public Search.

6. Language

All documents and notarial certificates must be written in English and clearly readable.

7. Apostille Request Form

When submitting your document for apostille, you must include a completed Authentication Request Form, available from the Ohio Secretary of State's website.

8. Self-Addressed Stamped Envelope 

If you are submitting your documents by mail, include a self-addressed stamped envelope (SASE) to have your authenticated documents returned to you. This helps avoid processing delays.

Once your documents are properly certified or notarized, the next step is submitting them to the Ohio Secretary of State for apostille processing. You have a few different options depending on your location, your timeline, and your preference for handling paperwork.

1. Submit In Person (Columbus Office)

If you’re located near Columbus or prefer a more hands-on approach, submitting your documents in person at the Ohio Secretary of State’s office is a quick and convenient option. This method is ideal if you're hoping to avoid mailing delays or need faster processing. When you go, be sure to bring your original certified or notarized document, a completed Authentication Request Form, and the required payment. Once submitted, the staff will review your documents, and in many cases, same-day service is available.

2. Submit by Mail

If visiting in person isn’t practical, mailing your documents is a simple and reliable alternative. To do this, send your envelope to the official address provided by the Ohio Secretary of State. Your envelope should include the original certified or notarized document(s), a fully completed Authentication Request Form, a check or money order for the processing fee, and a self-addressed stamped envelope (SASE) to ensure safe return of your documents. Make sure everything is filled out clearly and packaged securely to prevent any delays in processing.

3. Use a Professional Apostille or Courier Service

For those living outside Ohio, overseas, or simply looking for a more streamlined experience, a third-party apostille service like Globeia can manage the entire process on your behalf. These companies are experienced in handling legal and official documents for international use. They typically review your documents for accuracy, provide notarization if needed, submit your documents to the state, and return them to you with tracking and insurance. This option is especially helpful for busy professionals, international students, legal representatives, or anyone dealing with time-sensitive matters.

The Ohio Secretary of State charges a small, standard fee per document for apostille processing, which is generally considered affordable. While the apostille itself is low-cost, additional charges may apply depending on your situation, such as notarization, obtaining certified copies, translation, or expedited mailing. If you choose to use a third-party apostille service, extra service fees may be involved, but many find it worthwhile for the convenience, accuracy, and faster turnaround time. Payments can be made by check, money order, or credit card (U.S. banks only), and cash is accepted for in-person submissions.

If you submit your documents for apostille in person at the Ohio Secretary of State’s office in Columbus, same-day service is typically available, depending on office hours and workload. For mail-in submissions, processing usually takes around two business days but can extend up to two weeks, especially during busy periods, holidays, or if documents are incomplete. This timeframe does not include mailing time to and from the office. If you're facing a deadline or cannot visit in person, using a third-party apostille service can help expedite the process. These services often handle document reviews, courier delivery, and ensure quicker turnaround times, which is particularly helpful during high-volume periods or if you need the apostille urgently.

An Ohio apostille is a one-page certificate issued by the Ohio Secretary of State and attached to your original document, usually with a staple. It follows the standardized format outlined by the Hague Convention and includes specific details such as the country of origin (United States of America), the name and title of the official who signed the underlying document, the seal and signature of the Secretary of State, and the date of issuance. The apostille is printed on official letterhead with a formal layout and often includes a gold seal or embossment. It must remain attached to your document to remain valid.

Getting an apostille in Ohio doesn’t have to be stressful. Before submitting your document for an apostille, always double-check that it has been properly notarized or certified according to Ohio SOS requirements. Make sure the notary’s commission is valid and that all necessary information, seals, and signatures are included. It’s also important to review the specific requirements of the destination country, especially if it is not a member of the Hague Convention, as additional steps may be needed. If you're unsure about any part of the process, contact the Ohio Secretary of State’s office or consider using a professional Ohio apostille service like Globeia to avoid delays and ensure everything is completed correctly.