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

Living in the Windy City comes with all the excitement of Chicago’s bustling streets, world-class universities, and thriving businesses but if your plans take you beyond the U.S., there’s one crucial step you can’t overlook: getting an apostille. Without it, official documents like birth certificates, marriage records, diplomas, or business papers may be rejected overseas, causing delays in visas, education, or international business. In this guide, we’ll walk you through how to get an apostille in Chicago, covering step-by-step procedures, document requirements, processing times, and smart ways to ensure your documents are accepted abroad, including using trusted services like Globeia to make the process smooth and stress-free.

An apostille is an official certification that verifies the authenticity of a document for use in foreign countries that are part of the Hague Apostille Convention. Essentially, it tells international authorities that your document, whether a birth certificate, marriage record, diploma, or business document, is genuine and legally recognized in the U.S. This makes it crucial for Chicago residents who plan to work, study, or conduct business abroad.

Notarization vs Apostille: Many people confuse notarization with an apostille, but they serve different purposes:

In simple terms, a notarized document verifies identity/signature, while an apostille validates the document for foreign use.

In Illinois, apostilles are issued exclusively by the Illinois Secretary of State, specifically through the Index Department. Chicago residents can request apostilles either in person or by mail. The process ensures that your documents are officially certified and recognized by foreign governments.

Key Points:

• Only documents issued or certified in Illinois are eligible for apostille in Chicago.
• Foreign-language documents must be accompanied by a certified English translation if required.
• Common documents include vital records, educational transcripts, business papers, and notarized legal documents.

Using this information, Chicago residents can get their documents apostilled efficiently, avoiding rejections or delays when using them abroad.

Eligible Documents

• Vital records: Birth certificates, marriage certificates, death certificates, and divorce decrees certified by the county clerk or Illinois Department of Public Health.
• Educational documents: Diplomas, transcripts, and other academic records issued by Illinois schools, colleges, or universities, notarized if required.
• Legal documents: Powers of attorney, affidavits, contracts, and other notarized legal documents issued in Illinois.
• Government and police records: FBI background checks, state or local police records, and certificates of naturalization, properly notarized if required.
• Other documents: Certified translations, business incorporation documents, car titles, and any other Illinois-issued documents intended for international use.

Important Considerations

• Source: Apostilles for state or local documents are issued only by the Illinois Secretary of State.
• Federal documents: Documents issued by federal agencies must be authenticated by the U.S. Department of State.
• Originals or certified copies: The document must be an original or a certified copy issued by the proper authority, including the official signature and seal.
• Notarization: Any document that is not an official government-issued record must be notarized by an Illinois notary public before submitting it to the Secretary of State for an apostille.

When applying for an apostille in Chicago, the Illinois Secretary of State’s “Application for Authentication or Apostille” is the official form you need to complete. This form is used to certify documents for legal use outside the United States, ensuring they are recognized internationally.

Key points about the application form:

• Purpose: The form requests authentication or an apostille for documents issued or notarized in Illinois, including vital records, educational documents, legal papers, business records, and police certificates.
• Submission Methods: Applicants can submit documents in person (walk-in) at the Chicago Secretary of State Index Department or by mail. Each method requires completion of the form with accurate information.
• Customer Information: You must provide full contact details, including name, address, phone number, and email. If submitting on behalf of someone else, their information must also be included.
• Document Information: Include the type of document, issuing authority, and the country where the document will be used. This ensures the Secretary of State issues the correct apostille for the destination country.
• Return Method: You can select how your apostilled documents will be returned, such as self-addressed stamped envelope, USPS Priority, FedEx, UPS, or DHL.
• Payment: A fee of $2 per document is required, payable to the Secretary of State. Payments can be made via check, money order, or, for walk-in service, sometimes cash.
• Important Consideration: Only documents intended for lawful use outside the U.S. are eligible for an apostille. The documents must be originals or certified copies, properly notarized if required.

This form is the first critical step in the apostille process in Chicago. Correctly completing it ensures faster processing, avoids delays, and guarantees your Illinois documents are legally valid for international use.

Getting an apostille in Chicago is straightforward when you follow the right steps. 

Step 1: Prepare Your Documents

Ensure your documents are either original or certified copies issued in Illinois. Vital records like birth, marriage, or death certificates should come from the relevant county clerk or Illinois Department of Public Health. For notarized documents, confirm the notary is commissioned in Illinois. Foreign-language documents should include a certified English translation if needed.

Step 2: Complete the Apostille Request Form

Fill out the Application for Authentication or Apostille with accurate details. Include:

• Your contact information
• Type of document
• Country where the document will be used

Correctly identifying the destination country is crucial since it determines whether an apostille or certificate of authentication is required.

Step 3: Choose Your Submission Method

You have three main ways to submit your documents in Chicago:

1. In-Person (Walk-In Service): Visit the Chicago Secretary of State Index Department office. Walk-in service is the fastest, often completed the same day. Bring your original documents, completed application, and the state-required fee.
2. By Mail: Send your documents, completed form, and payment to:
   Illinois Secretary of State – Index Department
   69 W. Washington St., Suite 1240, Chicago, IL 60602
   Include a self-addressed return envelope or prepaid shipping for the processed documents. Mail requests generally take longer than walk-ins, usually around 7–14 business days.
3. Through an Accredited Service (Recommended: Globeia): Professional services like Globeia handle the entire process, from reviewing and submitting documents to the Secretary of State to tracking the apostille and providing secure delivery. This method saves time, ensures accuracy, and reduces the risk of errors. Fees for third-party services may include service charges on top of state fees.

Step 4: Pay the State Fees

State fees are required per document for apostille processing. Payment methods generally include check, money order, or credit card, depending on the submission method. Third-party services like Globeia will also guide you through payment and handle fees on your behalf.

Step 5: Receive Your Apostilled Documents

• Walk-In: Documents are usually ready while you wait.
• Mail: Processed documents are returned via your provided envelope or courier.
• Accredited Service: Globeia and similar services track your submission and ensure secure delivery.

Step 6: Verify Apostille and Translation (if required)

Check that the apostille is attached to your document and hasn’t been tampered with. For documents used internationally, a certified translation may be needed to comply with the requirements of the destination country.

The processing time for obtaining an apostille in Chicago can vary depending on the submission method and document type. Key points to consider:

• Walk-in Service: Often processed the same day at the Chicago Secretary of State office.
• Mail-in Service: Typically takes 7–14 business days, depending on mailing and return shipping times.

• Third-Party or Accredited Services: Experienced providers like Globeia can reduce delays and often deliver apostilles faster than standard mail-in submissions.
• Additional Factors: Complex documents, notarization requirements, or high-volume periods may extend processing times.

To ensure a smooth apostille process, avoid these frequent errors:

• Submitting documents that are not original or certified copies.
• Using documents not issued or notarized in Illinois.
• Missing the destination country information, which determines whether an apostille or authentication is required.
• Forgetting to include a self-addressed, stamped return envelope for mail-in submissions.
• Errors in the apostille application form, such as incomplete details or incorrect contact information.
• Overlooking translation requirements for foreign-language documents.

Even minor mistakes can result in delays or rejected applications, so careful attention to detail is critical.

For getting an apostille in Chicago, Globeia is like a beacon service that is trustworthy, professional, and dependable. Let’s see the reasons: 

• End-to-End Service: Globeia takes charge of the whole process - from checking and confirming your documents to taking them to the apostille and making sure of the safe return.
• Expert Guidance: Being acquainted with Illinois apostille rules, Globeia provides assurance of conforming to all Secretary of State requirements. 
• Time-Saving Convenience: No more waiting in long queues, no more mailing problems, no more following up. Globeia oversees everything so that your documents get processed in the most efficient way possible.
• Secure Handling: Documents are monitored all the time during the procedure which leads to a substantial decrease in the chance of loss or damage.
• Additional Services: Certified translations, fast processing, and notarization assistance can be provided if required.
• Proven Reliability: Globeia with its thousand clients and more, guarantees high accuracy, fast turnaround, and the applicant's peace of mind.

Obtaining an apostille in Chicago is essential for those who want to use their official documents across borders. No matter the reason, it is important to know the accurate procedure, necessary papers, and ways of submitting them to avoid any complications. If you opt for a professional service such as Globeia, it will not only be quicker but also make it less likely for mistakes to occur and you will be sure that your Illinois apostille will be recognized in the foreign country. The process of document certification will be done correctly and they will be ready for international use if you take the right steps and have reliable assistance.