How to Get an Indiana Apostille: A Step-by-Step Guide

Many foreign countries will require an apostille if you plan to use an Indiana document abroad. An apostille is a certificate that confirms your document is authentic and can be legally recognized in other countries. The process became much simpler when the United States signed the Hague Convention treaty on October 15, 1981.

Whether you need to authenticate birth certificates, marriage licenses, diplomas, or business documents, the process follows the same basic steps. This guide will walk you through everything you need to know about Indiana apostille services in 2025, what an apostille is, who issues it, which documents are eligible, and how to make sure your paperwork is processed quickly and correctly.

An apostille is a specialized certificate that authenticates public documents for international use. It verifies three important things: the signature is genuine, the person who signed had proper authority, and any seals or stamps are legitimate. The apostille doesn't check what's written in your document - it only confirms that the document itself is official.

The apostille system replaced the old, complicated process of getting documents legalized through embassies. Now, you just need one certificate from the proper authority in your state.

It’s common to confuse an apostille with notarization, but they are not the same. Notarization is performed by a notary public and is meant for use within the United States. The notary checks the signer’s identity, confirms they are signing willingly, and then adds an official seal or stamp. This process verifies the person signing the document, not the document itself.

An apostille, however, is issued by the Indiana Secretary of State and is used for international purposes. It certifies that the document is genuine, that the signature or seal on it is valid, and that it can be legally accepted in countries that follow the Hague Apostille Convention.

The key difference is this: notarization validates a signature, while an apostille validates the document’s authenticity for use abroad. Not every notarized paper qualifies for an apostille; it must meet Indiana’s specific legal requirements.

There are many everyday situations where an apostille becomes essential:

• Studying abroad – universities may require apostilled diplomas or transcripts.
• Working overseas –  employers often request apostilled background checks or licenses.
• Marriage abroad – foreign governments may ask for apostilled birth certificates or divorce decrees.
• International adoption – apostilled court documents, birth records, and approvals are standard requirements.
• Business and trade – companies may need apostilled contracts or incorporation papers to operate overseas.

The Hague Convention of 1961 created a simplified way to authenticate documents between member countries. The United States joined this treaty on October 15, 1981.

This means Indiana documents with apostilles are accepted in more than 125 countries that participate in the Convention. The apostille makes document authentication much easier by removing the need for multiple certifications.

Keep in mind that only Hague Convention member countries recognize apostilles. In Indiana, if your document is intended for a non-Hague country, a standard apostille will not be sufficient. You will need to follow additional authentication steps, which may include obtaining a state-issued certification, having it authenticated by the U.S. Department of State, and then completing legalization at the destination country’s embassy or consulate.

To get an Indiana apostille, you need to know exactly where to submit your documents and which ones qualify for authentication. This saves you time and prevents unnecessary delays.

Indiana Secretary of State Apostille Authority

The Office of the Indiana Secretary of State is the designated authority for issuing apostilles within the state. Located in Indianapolis, this office handles all apostille and authentication services for documents that originate in Indiana. The Secretary of State issues apostilles only for documents intended for use in Hague Convention countries. For documents going to non-Hague countries, a certification is issued instead of an apostille.

Eligible Documents for Indiana Apostille

Here's a list of the most common documents that can receive an apostille from Indiana:

• Vital records - birth certificates, death certificates, marriage certificates
• Divorce decrees and single status affidavits
• Background checks - both local and state level
• Educational documents - transcripts and diplomas
• Power of attorney documents
• Corporate documents - articles of incorporation, certificates of good standing
• Travel consent letters and authorization letters

Only documents issued in Indiana can receive an apostille from the Indiana Secretary of State. Your document must bear an official signature and seal from a commissioned notary public, the current Indiana State Registrar, a probate judge, or any authorized department of the State of Indiana to qualify for an apostille.

The Indiana Secretary of State has clear rules for preparing documents that require an apostille stamp. Following these guidelines carefully will help prevent delays and rejections.

1. Check destination country requirements
   Before you begin, confirm with the foreign authority what type of authentication is needed. Some countries require special handling beyond a standard apostille.
2. Use recent, original documents
   Indiana documents should generally be issued within the last five years and must bear the original seal and signature of the appropriate official or Indiana notary public.
3. Vital records
   Birth, marriage, or death certificates must be obtained from the Indiana State Department of Health or a County Health Officer. Older records usually require certified copies.
4. Court documents
   Certified copies of divorce decrees and similar records must come directly from the county clerk’s office where they were issued.
5. Educational documents
   Diplomas and transcripts must be certified by school officials and then notarized by an Indiana notary public.
6. Notarized documents
   Any notarized document must include a complete notarial certificate with the notary’s signature, seal, jurisdiction, and date.
7. Authentication form
   Submit the Authentication Request Form, listing the destination country and all required fees. If applying by mail, include a self-addressed, stamped return envelope.

By ensuring your documents meet these requirements, you can streamline the apostille process and avoid costly delays.

Getting an apostille in Indiana is a process that may feel complicated at first, but once broken into clear steps, it becomes much easier to manage. Below is a step-by-step guide to help you prepare, submit, and receive your apostilled documents with confidence.

Step 1: Prepare Your Document

The first and most important step is making sure your document is ready for apostille certification. You must start with either an original document or a certified copy. Photocopies or scanned versions will not be accepted.

Some documents, such as birth certificates, death certificates, marriage certificates, adoption papers, and student transcripts, are considered official government or school records and usually do not require notarization before being apostilled. These must be obtained directly from the appropriate issuing authority, such as the Indiana State Department of Health, a county office, or your educational institution.

Other types of documents, especially personal or business documents, often need to be notarized by an Indiana notary public before they can be apostilled. Notarization ensures the signer’s identity has been verified and the document is legally valid in Indiana. Once notarized properly, the Secretary of State can then issue an apostille.

By carefully preparing your document at this stage, you set the foundation for a smooth and fast apostille process.

Step 2: Fill Out the Request Form

Once your document is ready, you must complete the Request for Apostille or Certification of Notarial Act Form, which is available on the Indiana Secretary of State’s website. This form is required for every apostille application.

When filling it out, make sure to include:

• Your full contact information (name, address, phone, and email).
• The type of document you are submitting (e.g., birth certificate, diploma, power of attorney).
• The destination country where the document will be used. This is critical because it determines whether the state issues an apostille (for Hague Convention countries) or a different type of authentication (for non-member countries).
• The purpose of the document (such as personal, legal, or business use).

Be accurate and double-check your answers. Even small errors, like spelling mistakes or incorrect country names, can cause processing delays. If you’re submitting multiple documents, you can list them all on one form, but remember that each document requires its own authentication fee. Completing this form carefully ensures your request is processed without unnecessary back-and-forth communication.

Step 3: Submit Your Request

Once your documents and request form are ready, you have three main submission options: in person, by mail, or through a third-party apostille service.

1. Walk-In Submission: For those who live near Indianapolis, visiting the Indiana Secretary of State’s office in person is the quickest way to get an apostille. The office is located at 302 W. Washington Street, Room E-018. If you arrive before noon, most requests can be processed on the same day.

Walking in allows you to hand-deliver your paperwork, avoid mailing delays, and ask any immediate questions. This is especially useful if you’re on a tight deadline, such as needing documents for an upcoming international flight or visa appointment. To avoid delays, make sure you bring your completed request form, payment, and original documents with you.

2. Mail Submission: If you cannot travel to Indianapolis, you can send your documents by mail to the same office. Along with your documents and completed form, you must include the correct payment and a self-addressed, stamped return envelope so your authenticated papers can be sent back securely.

Mail submissions are convenient but take longer due to mailing time in both directions. For added security, it’s recommended to use certified mail or a courier service with tracking. This way, you’ll know when your documents arrive at the office and when they are on their way back to you. Mail service works well if you’re not in a rush and want the convenience of applying from home.

3. Third-Party Services: If you’re short on time or don’t want to handle the process yourself, a professional apostille service can do it for you. Companies such as Globeia specialize in processing Indiana apostilles. They ensure your documents are correctly prepared, deliver them to the Secretary of State’s office, and return them to you once complete.

While you’ll pay extra service fees, the benefits include faster turnaround, reduced chances of errors, and less stress. This option is highly recommended if you live outside Indiana, need multiple documents authenticated at once, or have urgent international deadlines such as work, study, or adoption paperwork.

Step 4: Double-Check and Wait for Your Results

Once you’ve submitted your documents, the Secretary of State’s office will review everything to make sure it meets Indiana’s apostille requirements. This review step is crucial because if your paperwork is incomplete, missing a signature, or improperly notarized, it could be rejected or delayed. To avoid this, always double-check your documents and the request form before sending them in.

After the office confirms that everything is correct, your apostille will be issued and attached to your document. The completed paperwork will then be returned to you using the delivery method you selected when applying. For walk-in service, you’ll typically receive your documents back in person once processing is complete. For mail applications, the apostille is sent back in the self-addressed envelope you provided. If you choose a third-party or courier service, they will collect the finished documents and deliver them to you directly.

By carefully reviewing your documents in advance, you can ensure a smooth process and receive your apostille without unnecessary delays.

When requesting an apostille in Indiana, a per-document fee is charged by the Secretary of State. This means that each document you submit for authentication requires a separate payment. The exact fee may change over time, so it’s always wise to check the official Indiana Secretary of State’s website before submitting your request.

If you decide to use a third-party apostille or courier service, additional costs will apply. These extra charges usually cover handling, delivery, and sometimes expedited service. While this option is more expensive, it often saves time and reduces mistakes. In short, the cost of obtaining an apostille depends on how many documents you need certified and whether you choose to handle the process yourself or use professional help.

The time it takes to receive an apostille in Indiana depends largely on the method you choose to submit your request. If you go in person to the Secretary of State’s office, it is usually the fastest option. Many documents are completed within a couple of business days, and sometimes even on the same day if submitted early.

If you send your documents by mail, you need to allow more time. Processing at the office may still be quick, but mailing to and from the office adds days or even weeks to the total turnaround. For those who need extra speed, a third-party apostille service may be the best choice, since they often offer expedited packages. To avoid last-minute stress, always plan ahead and submit documents as early as possible.

Getting your Indiana apostille processed smoothly requires knowing what can go wrong and how to prevent it. Here are some key tips to help your documents reach the destination country quickly and without issues.

• Common Mistakes That Cause Delays

Frequent errors include submitting improperly notarized documents, mailing to the wrong office, using outdated copies, and forgetting required forms or fees. Many applicants also overlook the need for certified translations for documents going to countries with a different language.

To avoid delays, double-check that your documents are notarized correctly, send them to the proper address, and include all required forms and payments.

• Getting Your Document Notarized Properly

Remember, notaries do not issue apostilles—they only notarize documents. The receiving country will carefully review your notarization, and any mistakes can result in rejection. For example, professional certificates or legal documents must be notarized by an Indiana notary public before submitting for an apostille. The notary must follow Indiana’s guidelines exactly, including proper wording, signature, and seal.

• Why Third-Party Services Can Help

Professional apostille services like Globeia can review your documents for compliance and ensure they are sent to the correct department. These experts stay updated on requirements, use the latest forms, and provide realistic timelines. Globeia and similar services also offer expedited processing for urgent cases.

While there is an additional fee for their services, using Globeia can save time, reduce stress, and increase the likelihood that your documents are accepted the first time. For those with tight deadlines or multiple documents, professional help is often worth the investment.

Getting an Indiana apostille is straightforward once you understand the requirements. The Indiana Secretary of State provides clear guidelines and quick processing, with most documents completed within 1–2 business days, making it easier to meet international deadlines.

Only Indiana-issued documents can be apostilled through the state office; out-of-state or federal documents require different authorities. To avoid delays or mistakes, professional apostille services in Indiana like Globeia can handle the process for you. They stay updated on requirements, use the correct forms, and often expedite processing.

Whether for education, business, marriage, or adoption abroad, a properly prepared Indiana apostille ensures your documents receive the international recognition they need, giving you peace of mind and convenience throughout the process.