If you need to use your Washington State documents in another country - whether for work, immigration, international marriage, study, or business, you will most likely need an apostille. An apostille is a special certification that makes your documents legally valid in all countries that are part of the Hague Apostille Convention, including Canada, France, Germany, Italy, Spain, Mexico, and more than 120 others.

For Washington State-issued public documents and notarized documents, apostilles are issued by the Washington Secretary of State (SOS) in Olympia. Whether you're handling a visa application, applying to a foreign university, completing an overseas adoption, or conducting international business, this guide explains everything you need to know - requirements, processing times, fees, submission methods, and common mistakes to avoid.

What Is an Apostille?

An apostille is a certification attached to your document to confirm that the signature, seal, and issuing authority are genuine. Countries in the Hague Convention automatically recognize apostilled documents without further embassy legalization.

An apostille from Washington State confirms:

The document is authentic.
It was issued or notarized in Washington.
It can be used internationally.

This eliminates lengthy embassy legalization procedures and helps foreign institutions quickly verify the legitimacy of your documents.

Why Washington Apostilles Are Required for International Use

Many foreign governments will not accept your Washington documents unless they are apostilled. Below are the most common situations in which Washington State residents need an apostille.

1. Immigration and Long-Term Visa Applications

Foreign immigration offices require apostilled documents to complete background checks and verify identity. Common documents:

Birth certificates
Marriage certificates
Divorce decrees
Police or background checks
Name change documents

Without an apostille, visa officers will reject the document or delay your application.

2. Study or Work Abroad

Universities and employers abroad rely on apostilles to verify your Washington State credentials.

You may need:

Apostilled diplomas, transcripts
Teacher certifications
Professional licenses
Medical, law, or engineering credentials

This is especially critical in regulated professions.

3. International Business, Corporate Filings and Legal Matters

Businesses use apostilles for:

Power of attorney
Articles of incorporation
Corporate resolutions
Trademark filings
International contracts

Courts or foreign financial institutions may also request apostilled:

Affidavits
Judgments
Depositions

4. Marriage or Adoption Abroad

Foreign marriage authorities and adoption agencies often require apostilled vital records.

Where to Get an Apostille in Washington State

To obtain a Washington State apostille, eligible documents must be submitted to the Washington Secretary of State (SOS), the designated authority responsible for issuing apostilles for documents issued or notarized in Washington. Once issued, the apostille allows the document to be recognized in countries that participate in the Hague Apostille Convention.

Official Office for Apostilles

Washington Secretary of State - Corporations & Charities Division Mailing: PO Box 40234, Olympia, WA 98504-0234

In-person same-day service: Tumwater office and new Cheney office (Eastern Washington)

Important Notes for Applicants

No other office can issue an apostille: County clerks, city offices, or private notaries can certify or notarize documents, but they cannot provide the final apostille. Only the Washington SOS has this authority.
Submission Methods: Applicants may submit documents directly to the Washington Secretary of State by mail or in person, or use a third-party apostille coordinator to assist with document preparation, submission, and return delivery.
Federal documents follow a different process: Documents issued by U.S. federal authorities, such as FBI Identity History Summary Checks, cannot be apostilled by Washington State. These documents require apostille issuance by the U.S. Department of State in Washington, D.C.

Document Requirements for a Washington State Apostille

To avoid delays or rejection, your documents must meet Washington SOS requirements. Here’s what you need to know.

1. Vital Records (Birth, Marriage, Death, Divorce)

These must be certified copies issued by:

The Washington State Department of Health, or
The County Auditor/County Health Department

Must include:

Registrar or Health Officer signature
County or state raised seal
No alterations

Vital records do not require notarization before apostille.

2. Notarized Personal Documents

These must be notarized by a Washington State notary public using a complete notarial certificate. Examples:

Affidavits
Power of attorney
Consent letters
Passport copies
Degree copies (when originals aren’t accepted)

Notarial certificate must include:

Venue (state and county)
Date of notarization
Name of signer
Notary signature
Notary seal

Photocopied stamps or digital-only signatures are not accepted.

3. Educational Documents

Rules vary by institution:

K–12 Documents: Must be signed by the school principal and include the school seal.
College/University Documents: Must be signed by the registrar and carry the institutional seal.
Diplomas: Schools must certify diploma copies unless you have an original notarized copy.

4. Government-Issued Documents

These include:

Court documents
Vehicle titles
Certified copies from county clerks
State agency documents

These must be certified by the issuing government officer.

5. Federal Documents (Not Apostilled by Washington State)

Washington SOS cannot apostille federal documents. These must go through the U.S. Department of State.

Examples:

FBI background checks
Naturalization certificates
Federal court documents
Social Security benefit letters
USDA/ FDA/ USPTO documents

How to Apostille a Document in Washington State: 3 Ways

Washington State offers three ways to submit your documents for apostille. The right option depends on your location, timeline, and how hands-on you want to be.

1. In Person- Tumwater or Cheney

In-person same-day apostille service is available at two locations:

Tumwater office (main location)
Cheney office, Eastern Washington (new location- supporting apostilles, business entity filings, and more)

This is the fastest option. Documents are processed while you wait, subject to business hours, cutoff times, and submission volume on the day of your visit.

Fees:

$15.00 per document
$150.00 same-day service fee for the first 10 documents ($100 additional for each subsequent 10)

Please note: all visits are recorded to public record.

Bring with you:

Original notarized or certified document.
Completed Washington Apostille Request Form.
Check or money order payable in USD to: Secretary of State.

Plan your visit for off-peak periods if possible. Same-day service may be limited during high-volume periods.

2. By Mail

The mail-in option is practical if you are outside Washington, out of state, or prefer to handle the process remotely. Two tiers are available:

Tier	Processing Time	Fee
Standard	7-10 business days after receipt (may be longer during peak periods)	$15.00 per document
Expedited	2-3 business days after receipt	$15.00 per document + $100.00 per 10 documents

Send to: Washington Secretary of State- Corporations & Charities Division PO Box 40234, Olympia, WA 98504-0234

Include with your submission:

Original notarized or certified document.
Completed Apostille Request Form, including the destination country.
Check or money order payable in USD to: Secretary of State.
If your submission is time-sensitive or documents are going outside the United States, include a pre-paid traceable return label or envelope- processed documents are otherwise returned by regular first-class mail.

3. Third-Party Apostille Services

If you are overseas, managing multiple documents, or prefer not to navigate the process yourself, a third-party apostille service can handle the coordination on your behalf.

Globeia help ensure your documents are in the correct format, completed accurately, and submitted to the appropriate Washington State authority. Tracking and secure return shipping are also coordinated through the same service.

This option is particularly useful for applicants abroad or those managing complex, multi-document submissions. Professional support reduces the risk of rejected submissions due to formatting or documentation errors.

Please note: Globeia does not directly apostille official government documents and does not perform apostille services on behalf of any government authority. All apostille and authentication requests are submitted by our company to the designated competent government authority on your behalf.

How Much Does a Washington Apostille Cost?

The cost of obtaining an apostille in Washington State depends on several factors, starting with the base state fees. For each document submitted:

Standard Processing Fee: A per-document fee applies, which covers the verification and authentication of your document by the Washington Secretary of State. The exact fee can vary, so it’s best to check the official SOS website before submitting.
Expedited Processing Fee: If you need your apostille faster than the standard timeline, an additional rush fee is charged. Same-day service is available for in-person submissions at the Olympia office.
Copy or Certification Fees: If your documents require certified copies or replacements before apostille submission, these additional charges may apply.

Beyond the basic state fees, other costs could increase your total:

Notarization Fees: Personal documents or affidavits often need notarization before they can be apostilled.
Translation Costs: If your document needs to be translated into a foreign language for use abroad, certified translation services add to the expense.
Shipping and Handling: Mailing documents, especially internationally, may include postage or courier fees.
Third-Party Service Fees: If you use a professional apostille service to simplify the process, their handling and delivery charges are additional.

Washington State Apostille Processing Time

Processing times depend on the submission method selected and current workload at the Washington Secretary of State.

Standard Processing: 7-10 business days from the date the Secretary of State receives your documents.
Expedited Processing: 2-3 business days from receipt of your documents. Additional expedited processing fees apply.
Same-Day Service: Available for in-person submissions at the Tumwater and Cheney offices, subject to business hours, cut-off times, workload, and the number of documents submitted.

Please note that mailing and courier transit times are separate from the Secretary of State's processing time and should be factored into your overall timeline.

Planning Ahead

Processing times may vary based on application volumes and operational demand. If your documents are needed for immigration, employment, study abroad, international marriage, adoption, or business purposes, it is advisable to submit them well in advance of any deadlines.

Common Reasons Washington State Apostille Requests Are Rejected

The document was not issued in Washington State.
Missing or incorrect notary certificate.
Notary commission expired.
Photocopied signature used instead of original.
Federal document mistakenly sent to Washington SOS.
The vital record was not a certified copy.
Payment was missing or incorrect.
Destination country not listed on the request form.

Even small oversights can cause significant delays, so double-check everything before submission.

Why Use a Third-Party Service for Washington Apostilles?

Obtaining a Washington State apostille can involve multiple steps, including confirming document eligibility, obtaining certified copies where required, meeting notarization requirements, and ensuring the correct submission format. For applicants living outside Washington State or overseas, managing these requirements can be time-consuming.

A third-party apostille coordinator such as Globeia can help simplify the process by reviewing documents before submission, identifying potential issues, coordinating delivery to the appropriate authority, and assisting with return shipping and status updates. This can help reduce avoidable delays caused by incomplete paperwork, incorrect notarization, or missing certifications.

For international applicants, Globeia also provides a single point of contact throughout the process, making it easier to manage document authentication requirements from abroad. Where additional services are needed, such as certified translations, notarization support, or international courier delivery, these can also be coordinated as part of the same workflow.

Please note: Apostilles are issued exclusively by the Washington Secretary of State. Globeia does not issue apostilles and cannot influence government processing times or approval decisions.

Conclusion

A Washington State apostille is often required when Washington-issued documents need to be presented abroad for immigration, employment, education, marriage, adoption, business, or legal purposes. Ensuring that your documents meet the Secretary of State's requirements before submission can help avoid unnecessary delays.

Before applying, confirm whether your destination country accepts apostilles under the Hague Apostille Convention and verify the document requirements that apply to your situation. Whether you submit directly to the Washington Secretary of State or use a third-party coordinator, careful preparation can help ensure a smoother apostille process.

FAQs

How do I get an apostille in Washington State?

You can obtain a Washington State apostille by submitting an eligible Washington-issued or Washington-notarized document to the Washington Secretary of State. Applications may be submitted by mail, in person, or through a third-party apostille coordinator.

How long does it take to get an apostille in Washington?

The Washington Secretary of State processes apostille requests within 7-10 business days under standard processing. Expedited processing is completed within 2-3 business days after receipt. Same-day service is available at designated locations, subject to workload and cut-off times.

Can I apostille a document from another state in Washington?

No. Washington can only issue apostilles for documents that were issued by a Washington authority or properly notarized by a Washington State notary public. Documents from other states must be apostilled by the appropriate authority in the state where they originated.

Do I need my birth certificate notarized before the apostille?

No. Washington birth certificates must be submitted as certified copies issued by the appropriate authority. Additional notarization is generally not required.

Can the Washington Secretary of State apostille my FBI background check?

FBI Identity History Summary Checks and other federal documents cannot be apostilled by the Washington Secretary of State. These documents must be authenticated through the U.S. Department of State.

How much does a Washington apostille cost?

The fee depends on the number of documents, expedited service, and whether notarization or certified copies are needed. Check current fees on the WA SOS website.

Can I walk in for same-day apostille service in Washington?

Same-day apostille service is available at the Washington Secretary of State's Tumwater and Cheney locations, subject to business hours, cut-off times, workload, and applicable same-day service fees.

What documents can be apostilled in Washington State?

Eligible documents may include certified vital records, properly notarized personal documents, court records, school documents, business records, powers of attorney, adoption documents, and other documents issued or notarized in Washington State.

Can I apostille my documents if I’m outside Washington?

Applicants do not need to be physically located in Washington. Documents can be submitted by mail or through a third-party apostille coordinator from anywhere in the United States or abroad.

Written by :

We are a background screening and document verification agency in Toronto. While we cover the Greater Toronto Area for in-person appointments, the bulk of our clientele uses our online services from different countries of the world. Globeia makes it simple and cost-effective for companies and individuals to navigate governmental red tape without breaking the bank.

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