How to Get an Arizona Apostille: Simple Guide for 2025

Many people assume getting an apostille is a complicated process filled with paperwork and delays. In reality, Arizona has made it much more straightforward, especially in 2025. An apostille is simply a certification that makes your documents, such as birth certificates, marriage licenses, or business records, valid for use in another country. Whether you are studying abroad, relocating, or handling international business, having the right certification is essential. 

The process may sound overwhelming at first, but with the correct steps, it can be completed smoothly and efficiently. This guide will explain what an apostille is, why it is needed, and the exact process for obtaining one in Arizona. By following these steps, you can ensure your documents are accepted overseas without confusion or unnecessary delays.

An apostille is a special certificate that proves your public documents are authentic for use in foreign countries. This official verification works as a universal form of authentication that all countries participating in the Hague Convention of 1961 recognize.

The Arizona Secretary of State handles all apostilles for documents that come from the state. This includes birth certificates, marriage certificates, and power of attorney documents. The apostille validates the seal and signature of an Arizona notary so foreign countries will accept your document.

When you have an Arizona document that needs to be used internationally, an apostille certifies that the signature, seal, and position of the official who signed your document are genuine. This certification allows your document to be legally accepted abroad without additional verification steps.

The Arizona Secretary of State's office is the only authority that handles apostilles and authentication services for the state. They certify Arizona notary public signatures, court clerk signatures, or documents issued by state government agencies.

The Secretary of State can only apostille documents that originate within Arizona. If you have documents from other states, you'll need to contact the issuing state's Secretary of State office for proper certification.

Office addresses: 

• Phoenix Office: State Capitol Executive Tower, 1700 W. Washington Street, Suite 220
• Tucson Office: Arizona State Complex Building, 400 West Congress, Second Floor, Suite 221

Mail-In Service Send your documents to: Arizona Secretary of State.

Attn: Apostille Department

The type of certification you need depends entirely on where your document is going. An apostille is used for documents headed to countries that participate in the Hague Convention - currently over 120 nations worldwide.

This process often requires additional steps, typically involving the U.S. Department of State and possibly the embassy or consulate of the destination country. Apostilles provide a streamlined, one-step process, while certifications involve multiple verification levels, making them more complex and time-consuming.

Getting your documents ready is the most important step before applying for an Arizona apostille. The Secretary of State's office has strict requirements that you need to follow to avoid rejection and delays.

How to verify if your document is eligible

First, check if your document qualifies for an Arizona apostille. Only documents issued within Arizona can get an apostille from the Arizona Secretary of State. Federal documents like FBI background checks or passports need a federal apostille from the U.S. Department of State. Documents from other states must be apostilled by their own state offices.

Getting certified copies

The Arizona Secretary of State only accepts original certified copies of vital records for apostille processing. Regular photocopies, even if notarized, won't work. For birth, marriage, or death certificates, you'll need to get official certified copies from the right state agency. Corporate documents usually need certification from the relevant state division before you can submit them.

Notarization requirements for apostille in Arizona

Many documents need to be notarized before you can apply for an apostille. The notarization has to be done by an Arizona notary public if you want the Arizona Secretary of State to apostille it. Make sure you know which authority can notarize your specific document type, since this varies between city, county, and state levels. Documents like a power of attorney must be notarized before you can get an apostille.

Once you have everything prepared correctly, you can submit your document with the apostille request form and the right fee to the Secretary of State's office.

Getting the Arizona apostille request form filled out correctly is important for getting your documents certified. You can download the "Apostille/Certificate of Authentication Request" form from the Arizona Secretary of State's website.

The form asks for basic information about you and your document. Fill in your contact details, list the country where you'll use the document, and describe what type of document needs the apostille.

Here's what you need to include when you submit everything:

1. Send the original notarized or certified document - no photocopies allowed
2. Include your completed request form
3. Add the fee per document
4. Don't forget return postage for mailed requests - use a trackable service

Special rules apply for certain places. If your document is going to Puerto Rico or any U.S. territory, you need to request a "notarial capacity certificate".

Keep in mind that Arizona can only process documents that come from Arizona. If you have a birth certificate from Nevada, for example, Nevada's Secretary of State has to handle it. The state that issued the document is the only one that can certify it.

Arizona doesn't offer electronic apostilles, so everything has to be submitted on paper. Double-check that you've included everything before mailing to avoid delays.

You have three ways to get an apostille in Arizona, and each method works best for different situations.

• Mail-In Submission
  Living far from Phoenix or Tucson? The mail-in option ensures you can still get an apostille without traveling. All you need to do is prepare your original documents, complete the request form, and send them to the Arizona Secretary of State’s Apostille Department in Phoenix. Be sure to include a return envelope so your certified documents come back securely. This method is a practical choice for anyone who prefers to handle the process from home without visiting an office in person.

• Walk-In Submission
  Some people simply prefer handling important paperwork face-to-face. Walk-in service is designed for them. Arizona offers two offices where you can bring your documents directly: one in Phoenix at the State Capitol Executive Tower and another in Tucson at the Arizona State Complex Building. By submitting in person, you have the reassurance of handing your documents directly to staff and confirming that everything is in order. This option is ideal for those who value personal interaction and immediate confidence in the process.

• Third-Party Services

Some people prefer to avoid the stress of handling paperwork on their own, and that’s where professional apostille providers like Globeia can help. These professional providers submit documents directly to the Arizona Secretary of State on your behalf and return them once certified. This option is especially useful if you live outside Arizona, need multiple documents processed, or prefer not to visit an office in person. Many services also understand international requirements, making them a reliable choice when documents must be accepted abroad. By using experts, you ensure the process is handled correctly, efficiently, and with added peace of mind.

Arizona’s apostille fees are relatively low, but you should also be aware of additional charges that may apply. Beyond the standard fee per document, you may need to pay extra for expedited service, certified copies, or notarization if your paperwork requires it. In some cases, mistakes or missing details can lead to rejection, which means resubmitting documents and paying the fee again. Payments are typically made by check or money order payable to the “Arizona Secretary of State,” while cash is not accepted by mail. Planning carefully helps you avoid unnecessary costs.

If you’re on a tight schedule, knowing how long the apostille process takes can save you stress. For mailed requests, expect about 10 business days once the Arizona Secretary of State receives your documents, plus mailing time both ways. If you need it faster, walk-in service in Phoenix or Tucson lets you get everything done the same day with an extra fee, making it the best choice for urgent deadlines. Third-party services are also available if you prefer not to handle paperwork yourself. To avoid delays, double-check that your documents are complete and meet all requirements before submitting. Planning ahead ensures your paperwork is ready when you need it most.

Document rejections happen more often than you might think. The Arizona Secretary of State's office reported that over 50% of self-processed apostille requests were rejected in 2023.

Don't worry if your apostille application gets denied. Here's what to do to fix the issue:

1. Figure out why it was rejected - Look at any feedback from the Arizona Secretary of State. You need to know the specific problem before you can fix it.
2. Fix document errors - If your document has wrong signatures, old information, or missing details, get a corrected version right away.
3. Make sure your document qualifies - Check that your document can actually get an apostille. Some documents need different types of authentication.
4. Fix notarization problems - Bad notarization is the top reason for rejections in Arizona. If needed, get your document notarized again by a proper Arizona notary.
5. Check you submitted to the right place - Make sure you sent it to the correct government office. Arizona can only apostille documents that were issued in the state.
6. Get professional help - For urgent situations or complicated cases, using a document service can improve your chances of getting approved.

Once you've fixed all the problems, resubmit your document following the regular submission steps. Professional apostille services can help you avoid common mistakes, especially when you're working with tight deadlines.

Getting an Arizona apostille may seem overwhelming at first, but once you know the steps, it becomes a straightforward process. Whether you choose mail-in submission, walk-in service, or a professional provider, the key is ensuring your documents are prepared correctly from the start. For those who prefer a stress-free experience, Globeia offers reliable apostille services in Arizona and in other U.S. states, helping individuals and businesses avoid delays or rejections. With proper preparation or expert assistance, your documents can be legalized efficiently and recognized abroad. This allows you to focus less on paperwork and more on your travel, education, or business goals.