How to Get an Apostille in Michigan: Step-by-Step Guide in 2025

Planning to use your Michigan documents abroad? An apostille is a certificate that verifies your document's authenticity and makes it legally recognized in foreign countries. Whether you're moving overseas for work, pursuing education abroad, handling international business, or dealing with legal matters. The process is straightforward once you understand the requirements. This guide covers everything you need to know about getting your documents apostilled in Michigan quickly and correctly.

Michigan participates in the Hague Apostille Convention, which makes the authentication process easier for documents going to other member countries. An apostille is simply a certificate issued by a government agency that confirms the authenticity of a notary public's signature or other public official's signature.

In Michigan, the Department of State – Office of the Great Seal, which is part of the Michigan Secretary of State (SOS), is the official authority that issues apostilles.

They authenticate documents from:

• Michigan notaries public
• Michigan county clerks and designated deputy county clerks
• City clerks/registrars in Wayne, Oakland, and Macomb counties
• The Michigan State Registrar of Vital Records
• Federal court clerks can also issue apostilles for federal court documents. 
• The Office of the Great Seal operates in several locations throughout Michigan, including Lansing, Grand Rapids, and Livonia.

If you visit their office in person, you can often get same-day service. Both public and private documents issued in Michigan can receive this authentication.

Your document needs proper preparation before submission. Non-recordable documents should be signed and stamped by a Michigan notary public, while recordable documents must be certified by a public official. This certificate verifies that your document is genuine and ensures it will be accepted internationally under the Hague Convention.

Knowing when you need an apostille helps you plan and avoid delays with your international documents. An apostille is required only for documents from countries that signed the 1961 Hague Convention.

Studying or Working Abroad

Schools and employers in foreign countries often require authenticated documents to verify your credentials. If you're planning to study abroad, you'll need apostilles for academic documents like:

• Diplomas and degrees
• Official transcripts
• Enrollment and graduation verification letters

For international employment, employers typically request authenticated background checks, identification documents, and professional certifications. The apostille confirms these documents are genuine, making them acceptable to foreign schools, universities, and employers.

International Marriage or Adoption

Marriage and adoption processes across borders require extensive documentation that foreign authorities will recognize. Single status affidavits often need apostilles for international marriages.

International adoptions require particularly detailed paperwork. Your adoption dossier goes through authentication by the Michigan Secretary of State, then the U.S. Department of State, and finally the country of origin. This ensures all vital records and legal papers meet foreign government standards.

Birth certificates, marriage certificates, and divorce decrees typically need apostilles when used for legal purposes abroad. These vital records should usually be issued within the last five years and include the proper seal and signature.

Business Expansion or Legal Filings Overseas

Companies doing business internationally must authenticate corporate documents for legal recognition abroad. Common business documents that require apostilles include:

• Articles of Incorporation or Organization
• Certificates of Good Standing
• Commercial invoices
• Certificates of Origin or Free Sale
• Corporate Powers of Attorney

Understanding whether you need an apostille or authentication depends entirely on your destination country:

Apostille: Used exclusively for documents intended for use in countries that participate in the Hague Convention. It provides a simplified, standardized certification.

Certificate of Authority: Required for non-Hague Convention countries. Many of these nations require both state and federal certification levels, making the process more complex.

Submitting an apostille to a non-Hague country will result in rejection. Similarly, a Certificate of Authority would be insufficient for Hague Convention countries.

Michigan accepts apostilles for many document types, which makes them legally recognized in Hague Convention countries. Some of the common documents eligible for apostille are:

Getting your Michigan documents ready for apostille requires careful attention to specific requirements. Following these preparation steps helps avoid rejections and delays in processing.

Document Requirements Checklist

Your document must be either the original or a certified copy. Michigan strictly requires the original certified or notarized document to issue the apostille. Photocopies, stamped signatures, or signature facsimiles are not accepted.

For certified copies, you must obtain them from the agency that issued the original document. Michigan notaries cannot certify copies of records or documents. This means:

• Vital records (birth certificates, marriage licenses, death certificates) must come from the Michigan State Registrar, a Michigan county clerk, or city clerks in Wayne, Macomb, and Oakland counties. You can also order vital records from Vitalchek.
• Corporate documents need certification from the Michigan Department of Licensing and Regulatory Affairs
• Court documents require certification from the appropriate court clerk

Notarization Requirements

Documents requiring notarization must include specific information:

• Notary's full name and signature
• Date of notarization
• Commission expiration date
• County of commission
• County of execution (if different)

Private documents like powers of attorney, affidavits, and business letters must be signed by a Michigan notary public with original signatures. Government-issued documents such as birth certificates or articles of incorporation don't require notarization, but must be original or certified copies from the issuing department.

Translation and Language Requirements

Documents written in foreign languages must include a written English translation before they can receive an apostille. All elements of the notarization must also be in English. Professional translation is recommended, and many countries require the translation itself to be notarized.

• The document(s) to be authenticated: Ensure you include all original documents that require authentication.
• A cover letter stating the destination country: Mention the country where the apostille will be used.
• Payment: Include a check or money order made payable to the State of Michigan.
• A self-addressed, stamped return envelope: This is necessary for your documents to be mailed back to you

Documents issued by court clerks or received via fax are not acceptable for apostille in Michigan. Make sure you have proper original documentation before submitting your request.

Once your documents are ready, you will submit your apostille request to the Michigan Department of State. Michigan offers several submission methods to fit your schedule and location.

Michigan Apostille Request Form Requirements

You need to complete the Authentication Request Form before submitting your documents. Here's what to include:

• Your full name, phone number, and email address
• Mailing address where you want your documents returned
• Total number of documents needing authentication
• Destination country (cannot be the USA)

This form must accompany every submission, regardless of which method you choose.

1. Walk-In Service

What to bring:

• The document(s) you need apostilled
• A completed authentication request form
• A self-addressed, stamped envelope for the return
• Payment (check or money order made payable to the State of Michigan)

Before heading out, double-check that your documents are properly notarized (if required), complete, and ready to go. Small oversights like missing signatures or incomplete forms could cause delays.

2. Mail-In Submission

If visiting an office isn't convenient, mailing your documents is a great alternative. It allows you to submit from anywhere at your own pace. Just make sure your packet is complete and accurate before you send it off; any missing pieces could slow things down.

What to include in your mail-in packet:

• Your original document(s) requiring an apostille
• A completed authentication request form
• A check or money order (made payable to the State of Michigan)
• A self-addressed, stamped envelope or a pre-paid return shipping label

Mail-in submission is straightforward, but since you're not there in person, it's especially important to double-check that everything is filled out and packaged correctly

3. Third-Party Apostille Services

If you're looking for the most convenient and stress-free option, professional apostille services might be the right fit. These companies, like Globeia, take care of everything, from reviewing your documents to submitting them and sending them back to you when completed.

They’re especially helpful if you’re dealing with international paperwork, tight schedules, or just want to avoid the back-and-forth. With experienced professionals managing the details, you can feel confident that your documents are in good hands.

Whichever method you choose, take a few moments to review your paperwork carefully. Apostille requests can be delayed for reasons as simple as a missing notarization or an incomplete form. Taking a little extra care upfront can help everything go smoothly.

The cost of getting an apostille in Michigan is generally low, but it can vary depending on what your specific document needs. While the state charges a standard fee, your total cost may change based on other requirements.

For example, if your document needs to be notarized first, or if you need a certified copy (like a birth certificate), you might have to pay those additional costs separately before you even request the apostille. Also, if you're using a third-party service to help with the process, they may charge their fees for reviewing, handling, or delivering your documents.

You’ll also need to include return postage, since the state doesn't cover mailing your documents back to you. That means adding a stamped envelope or prepaid return label to your submission.

In short, while the apostille itself is simple to request, your total cost depends on your document type, whether it needs preparation (like notarization or certification), and how you choose to submit it. Always review what your specific document requires before you send it in; this helps avoid delays or extra steps later.

The Michigan Department of State processes apostille requests within 1-2 weeks for mail submissions. All requests are handled in the order they're received, with no official expedited options available through the state.

If you need faster service, visit one of their offices in person. Same-day service is available on Mondays and Wednesdays from 8:30 a.m. until 4 p.m.. Express or priority mail won't speed up your request since all applications enter the same processing queue.

Common Mistakes to Avoid When Requesting an Apostille

• Submitting Unofficial or Photocopied Documents
  Only original or properly certified documents are accepted. Photocopies or drafts will be rejected.
• Missing or Improper Notarization
  Ensure documents that require notarization are correctly notarized, including the notary’s signature, date, stamp/seal, and proper acknowledgment wording.
• Using Incorrect or Incomplete Forms
  Double-check all forms for accuracy and completeness before submission.
• Not Verifying Apostille Requirements for the Destination Country
  Confirm that the receiving country accepts apostilles under the Hague Convention, nd if any additional requirements apply.
• Forgetting English Translations for Foreign-Language Documents
  Include a certified English translation for any documents not in English.
• Ignoring Document Validity or Deadlines
  Some documents have expiration dates (e.g., medical forms or background checks). Submit within their valid time frame.
• Failing to Plan Ahead
  Apostille processing can take time. Avoid delays by submitting documents well before your deadline.

Getting an apostille in Michigan is a straightforward process when your documents are properly prepared. Make sure you submit originals or certified copies, include any needed translations, and follow the state’s submission guidelines.

If you’re unsure about the process or want extra help, Globeia’s apostille services in Michigan can handle everything for you, making it easier and more convenient, especially for international or time-sensitive needs. 

With the right preparation and attention to detail, you can get your documents authenticated smoothly and confidently.