How to Get an Apostille in Washington State: Step-by-Step Guide

In today’s world of remote work, international study, and cross-border relationships, more people are moving abroad, and that means dealing with official paperwork. If you need to use your Washington State documents in another country, you’ll likely need an apostille to make them valid overseas. 

This special certification, issued by the Washington Secretary of State, proves your document is authentic and can be accepted in over 120 countries under the Hague Apostille Convention. Whether it’s for a job, visa, marriage, or education, this guide walks you through the process. From gathering the right documents to understanding processing times and fees, we’ll help you avoid delays and get your paperwork ready for international use hassle-free.

Without Washington apostilles, foreign governments and institutions often reject documents or require complex embassy certifications that take much longer.

Immigration and Visa Applications

Foreign immigration offices almost always require apostilled documents before approving visa applications. You'll typically need apostilled birth certificates, marriage certificates, and background checks to prove your identity and history. Immigration officers can quickly verify these documents during interviews or at border crossings because the apostille confirms they're legitimate.

Without proper apostilles, your visa application will likely face delays or get rejected completely. Many Washington residents discover this requirement too late, forcing them to restart their immigration process with properly authenticated documents.

Education and Work Abroad

This verification becomes especially important for regulated professions like healthcare, law, or engineering, where your qualifications must meet international standards. The apostille eliminates questions about whether your Washington credentials are genuine.

Business and Legal Matters Overseas

Real estate transactions across borders almost always demand apostilled property documents. This protects your investments and ensures smooth ownership transfers in foreign countries.

In Washington State, the Secretary of State is the only official authority that can issue an apostille for public documents like birth certificates, marriage records, diplomas, and notarized paperwork. Whether you're submitting in person or by mail, everything must go through the Office of the Secretary of State in Olympia. No local notary, county office, or service can issue a valid apostille themselves; they can only help you prepare your documents.

Here’s the official address:

Getting your documents ready properly saves time and prevents delays in the apostille process. You want to make sure everything meets Washington State requirements before you submit anything.

Vital Record Requirements

Birth certificates, death certificates, marriage licenses, and divorce decrees need certified copies from the county where the document was originally issued or from the Washington State Department of Health. Here's what these documents must have:

• Original, unaltered certified copies
• Certification by the State Registrar or Health Officer
• Proper state or county seal attached
• Vital records don't need notarization before getting an apostille. 

Notarization Requirement for Washington State

• Personal statements and affidavits
• Powers of attorney
• Business documents not from government agencies
• Copies of original diplomas or degrees

The notarized document must include a complete notarial certificate that complies with Washington State law. This certificate should clearly state the date, venue (location), and other required details. All signatures must be original; photocopied or scanned signatures will not be accepted

Other Requirements

• Educational documents have their own rules. K-12 school transcripts need the principal's signature and school seal. College transcripts must be signed by the registrar and include the official school seal.
• Government-issued documents need certified copies signed by state or county officials or their authorized representatives. These don't typically require additional notarization.
• Federal documents like FBI clearances, certificates of naturalization, and military notary documents can't be apostilled by Washington State. These have to go through the U.S. Department of State instead.
• Keep in mind that Washington only authenticates documents issued within Washington State. Documents from other states need to go through that state's Secretary of State's office.

Before you submit anything, double-check that all documents have the correct signatures and seals that match Washington State's requirements. This prevents rejection and processing delays.

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

1. In Person (Olympia): This method offers the fastest turnaround since you can hand in your documents directly at the counter. If there's an issue like missing information or formatting errors, you'll be able to fix it right away without waiting days or weeks for mailed feedback. 

The in-person counter service also offers expedited processing, which can significantly reduce wait times, but this often comes with an extra fee. The major benefit is peace of mind; you don’t have to worry about your documents getting delayed, lost, or damaged in transit.

Be sure to bring:

• The original notarized or certified document
• A completed Washington Apostille Request Form
• The appropriate payment method (check the latest accepted forms of payment)

Also, keep in mind that there may be waiting times, especially during busy periods, so plan your visit accordingly.

2. By Mail: If you're not able to visit Olympia in person, the mail-in option is an easy and practical alternative. It’s especially useful if you're out of town, out of state, or simply prefer to handle things from home. However, this method can take longer due to mailing and processing times.

• The original notarized or certified document
• The completed Apostille Request Form, including the destination country
• Payment (check or money order payable to “Secretary of State”)
• A prepaid, pre-addressed return envelope for faster delivery

3. Third-Party Apostille Services: If you're looking for the most hassle-free way to get your apostille, especially if you're overseas, managing multiple documents, or just don’t want to navigate the process yourself, third-party apostille services are a great option.

Companies like Globeia specialize in handling apostille requests on your behalf. They’ll help ensure all documents are in the correct format, filled out properly, and submitted to the right office. They also track the status of your request and send the completed apostille back to you via secure shipping.

This option saves time and reduces stress, particularly if your documents are urgent or you're unfamiliar with apostille requirements. While this convenience comes at a cost, many people find the professional support well worth it.

The total cost of getting a document apostilled in Washington depends on several factors. You'll pay a base fee per document, but the overall cost may increase if you need extra services like notarization, certified copies, or translations before submitting. Washington also offers expedited options for faster processing, which come with additional charges. Same-day service is available in person, while mail-in requests can also be rushed for a fee.

Keep in mind, if you're using a third-party service, their handling and shipping costs will be added to the state’s fees, but more convenient option. Payment methods typically include checks, money orders, or credit cards. To avoid surprises, make sure all your documents are properly prepared; incorrect or incomplete submissions can lead to delays and extra costs.

Processing times in Washington vary based on how you submit your documents. Standard processing usually takes 7 to 10 business days once the Secretary of State (SOS) receives and verifies your paperwork.

If you're in a hurry, Washington offers expedited options:

• Expedited mail service takes about 3 to 5 business days, with an added fee.
• Same-day service is available at the Olympia counter, though it also comes with an extra fee. This is the fastest option, but be ready for possible lines or wait times.

Using a third-party apostille service can save time and effort, though it often comes at an additional cost for handling and expedited delivery.

Delays can happen during busy periods or if documents are incomplete, notarization is missing, or payment is incorrect. Planning is key to avoiding backlogs and unexpected setbacks.

When your Washington State documents receive an apostille, a separate certificate will be attached to the original document. This new certificate has the title "APOSTILLE (Convention de La Haye du 5 octobre 1961)". It's stapled on and has an official seal. This apostille confirms that your marriage certificate is genuine and can be recognized in countries that adhere to the Hague Convention on the apostille.

• The name of the country: United States of America
• The name and title of the official who signed the certificate
• The role they played
• The official seal or stamp from the issuing authority
• Where and when it was issued
• The signature of the issuing authority

The apostille remains attached permanently, and it shouldn't be removed, as tampering with it could render the certification invalid. You should keep your apostilled marriage certificate in a safe and dry location. You can make copies for your use, but the authentic, apostilled document is required for official purposes in other countries.

The Washington Secretary of State offers an online Apostille and Certificate Authenticity Search platform that helps individuals and organizations verify the authenticity of apostille certificates issued in the state.

This is especially helpful for foreign authorities, employers, schools, and legal institutions who want to confirm that the apostille or certificate of authentication is genuine.

To use the service, you'll need:

• The certificate number (found on the apostille)
• The date of issuance

Once entered, the system will show details of the apostille issued, including the document type and issuing authority. It’s a fast and free way to confirm your document has been properly processed. This added transparency helps prevent fraud and ensures your documents are trusted abroad.

Getting an apostille in Washington State makes your documents valid overseas in more than 120 countries. It’s a key step if you're moving, studying, or working abroad.

Just remember, some countries may need extra translations or local approvals, so check their rules in advance. Once you receive your apostilled documents, store them safely and keep digital backups. If you plan to do this often, working with a reliable Washington apostille service like Globeia can save you time and stress down the road.