Washington State Apostille Guide: Requirements, Cost & Processing Time (2026)

Every year, thousands of Washington-issued documents are sent overseas for immigration, employment, education, business, adoption, and legal purposes. Before most foreign authorities will accept them, they must first be authenticated through the Washington State apostille process.

The challenge is that not every document qualifies automatically. The issuing authority (Washington Secretary of State), certification, notarization, and destination country all influence how your application should be prepared. A small mistake - such as submitting the wrong certified copy or sending a federal document to the state office - can delay the process or result in your application being returned.

This guide explains the complete Washington State apostille process, including eligible documents, certification requirements, submission methods, processing options, common rejection reasons, and practical guidance for applicants in Washington, across the United States, and internationally.

Before submitting anything, confirm three things - most rejections trace back to one of these being wrong.

1. Does your destination country accept apostilles?

Apostilles only work for the over 129 member countries of the Hague Apostille Convention. If your destination country is not a member (for example, several countries in the Middle East and parts of Africa and Asia), you'll need full consular legalization instead - an apostille from Washington won't be enough.

2. Is this a Washington document, or a federal one?

Washington SOS can only apostille documents issued or notarized within Washington State. Federal documents - FBI background checks, USCIS paperwork, IRS letters, federal court records - must go through the U.S. Department of State in Washington, D.C., not the Washington Secretary of State. This single mix-up is one of the most common reasons for rejected mail-in submissions.

3. Do you have a certified copy, or a plain copy?

For vital records (birth, marriage, death, divorce), the SOS requires a certified copy with a raised or county seal - a photocopy of a certificate, even a good one, will be rejected. For personal documents like affidavits or powers of attorney, you'll need a notarized original with a complete notarial certificate, not a scanned or photocopied notary stamp.

A Washington State apostille is an official certification issued by the Washington Secretary of State that verifies the authenticity of a signature, seal, or official capacity on a document intended for use in another country.

The apostille does not verify the contents of the document. Instead, it confirms that the person who signed, notarized, or certified the document was authorized to do so under Washington State law.

A Washington apostille verifies that:

• The signature on the document is genuine.
• The signer or notary had the proper authority.
• The seal or stamp belongs to the authorized official.
• The document was properly certified or notarized in Washington State.

Washington uses a universal certificate that can serve as either an Apostille for countries that are members of the Hague Apostille Convention or a Certificate of Authentication for countries that are not part of the Convention.

For Hague Convention countries, the apostille allows documents to be recognized internationally without additional embassy legalization. For non-Hague countries, additional steps may be required, such as certification by the U.S. Department of State and the destination country’s embassy or consulate.

A Washington apostille helps make eligible state-issued and notarized documents acceptable for international use, including documents needed for immigration, education, employment, business, and legal purposes.

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. Read Globeia’s blog on apostille Washington marriage certificate.

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.

Washington Apostille Office Locations

The Washington Secretary of State processes apostilles through two physical, in-person locations and one mailing address - there is no walk-in apostille office in Seattle.

• Tumwater -*243 Israel Rd SE Tumwater, WA 98501

The main in-person office, offering same-day service subject to business hours, cut-off times, and daily volume.

• Cheney (Eastern Washington) - 960 Washington StCheney, WA 99004 

The newer in-person location, also handling business entity filings, registered agent filings, and trademark services alongside apostilles.

• Olympia - PO Box 40234, Olympia, WA 98504-0234

This is the mailing address for standard and expedited mail-in requests, not a walk-in office. If you're searching for an "Olympia apostille office," your document still gets processed by the same Secretary of State division - you'd mail to this address rather than visit in person.

• Seattle

There is currently no Washington Secretary of State apostille office in Seattle. Seattle-based applicants can either mail their documents to the Olympia address, drive to Tumwater (the closer of the two in-person offices), or use an apostille service to avoid the trip entirely.

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.

Yes. You do not need to be physically present in Washington, or even in the United States, to get a Washington apostille. Two paths work for applicants abroad:

• Mail directly. You can mail your original certified or notarized document to the Washington Secretary of State from anywhere in the world. The main risk is turnaround time - international mail adds transit time on both ends, on top of the SOS's own 7–10 business day standard processing.
• Use an apostille service. Because international mail delays and formatting mistakes are the two biggest risks for applicants abroad, many choose a service like Globeia to review documents before submission, handle delivery to the SOS, and manage return shipping. This matters more for international applicants than domestic ones, since a rejected submission from abroad can cost weeks rather than days to correct.

Whichever route you choose, build in extra time - courier and postal transit are separate from, and in addition to, the Secretary of State's own processing window.

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.

Also read: “How to Get a Washington State Apostille for a Birth Certificate: Simple Steps”

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.

Documents Not Eligible for a Washington State Apostille

Not every document can receive a Washington State apostille. The Washington Secretary of State can only apostille documents issued or notarized in Washington. The following documents must be processed by another authority:

• FBI Background Checks, also called FBI Identity History Summary Checks
• USCIS immigration and naturalization documents
• Certificates of Naturalization and other federal records
• Documents notarized by U.S. military notaries
• Birth, marriage, death, court, or notarized documents issued in another U.S. state

Federal documents must be apostilled by the U.S. Department of State, while documents issued by another state must be apostilled by that state's Secretary of State. Submitting an ineligible document to the Washington Secretary of State will result in your application being returned, causing unnecessary delays.

Read Blog: “How to Get an FBI Background Check Apostille in Washington DC 2026”

Washington State offers three ways to submit your documents for apostille. The right one depends on your location, timeline, and how hands-on you want to be - see Cost and Processing Time below for the full fee and timing breakdown.

1. In Person - Tumwater or Cheney

Same-day service is available at two locations: the main Tumwater office, and the newer Cheney office in Eastern Washington, which also handles business entity and trademark filings. This is the fastest option - documents are processed while you wait, subject to business hours, cut-off times, and how many other requests are ahead of yours that day.

Bring with you:

• Original notarized or certified document
• Completed Washington Apostille Request Form
• Check or money order payable to "Secretary of State"

All in-person visits are recorded to the public record. If possible, visit during off-peak hours - same-day service can be limited when volume is high.

2. By Mail

Mailing in is the practical choice if you're outside Washington, out of state, or would rather not make the trip. Standard and expedited tiers are both available; standard is the lower-cost option, and expedited trades a modest fee increase for faster turnaround.

Send to:

Washington Secretary of State - Corporations & Charities Division

Include with your submission:

• Original notarized or certified document
• Completed Apostille Request Form, with the destination country listed
• Check or money order payable to "Secretary of State"

If your documents are time-sensitive or headed outside the U.S., include a pre-paid traceable return label; otherwise, processed documents come back by regular first-class mail.

3. Apostille Services

If you're overseas, handling multiple documents, or would rather not manage the process yourself, an apostille service can coordinate it on your behalf.

Globeia reviews your documents for correct format and completeness, submits them to the appropriate Washington State authority, and coordinates tracking and secure return shipping. This is especially useful for applicants abroad or anyone managing a complex, multi-document submission, since professional review reduces the risk of a rejected submission over a formatting or documentation error.

Globeia does not issue apostilles directly and does not act on behalf of any government authority. All requests are submitted by Globeia to the designated government authority on your behalf.

Washington Secretary of State fees are the same regardless of document type:

Fees are current; confirm on the Washington SOS apostille page before submitting, since state fees can change.

Beyond the state fee, your total cost may also include:

• Notarization fees, if your document needs a Washington notary before it can be submitted
• Certified copy fees, if you need a fresh certified copy of a vital record before apostille
• Certified translation costs, if your destination country requires the document in another language
• Shipping, especially for international return delivery or expedited courier
• Apostille service fees, if you use a service to handle preparation and submission on your behalf

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.

• Wrong type of copy

The most frequent rejection reason: applicants send a plain photocopy of a birth or marriage certificate instead of a certified copy bearing a raised seal from the County Auditor or Washington Department of Health.

• Expired or incomplete notarization

A notary's commission expires, and Washington SOS checks this. A notarial certificate missing the venue, date, signer's name, or seal will be rejected outright - a partial certificate is treated the same as no certificate.

• Federal documents sent to the state office

As listed above, FBI checks, USCIS, and IRS documents cannot be apostilled by Washington SOS, regardless of where you live.

• Missing destination country

The apostille request form requires the destination country. Leaving it blank, or naming a non-Hague country, will stop processing.

• Incorrect payment

Personal checks written to the wrong payee, or payment amounts that don't match current fee schedules, are a common cause of returned mail submissions.

• Photocopied signatures

Digital or photocopied notary stamps are not accepted - the seal must be an original wet-ink or embossed impression.

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

Applicants often turn to professional assistance when they're outside Washington, managing multiple documents, or unsure whether their paperwork meets state requirements. Globeia handles that coordination for you:

• SmartForm for a smoother start

Globeia’s SmartForm guides you through the required information for your apostille request, helping identify your document type, destination country, and service requirements before submission.

• Expert document review

Before processing, our team reviews your documents for common issues such as incorrect certifications, incomplete notarizations, missing information, or documents requiring a different authentication route.

• SmartPortal for complete visibility

With Globeia’s SmartPortal, you can manage your request, receive status updates, and stay informed throughout the document processing journey from submission to delivery.

• One-stop service

Submission, tracking, translations, and return shipping - coordinated through a single request instead of multiple vendors.

• FBI and federal authentication support

Washington SOS can't process FBI-issued documents, so we coordinate submission of FBI background check apostille and other federal documents directly with the U.S. Department of State - the only authority that can authenticate them.

• Ideal for international applicants

For individuals outside Washington or overseas, Globeia provides a convenient way to manage the apostille process without navigating unfamiliar state requirements alone.

Please note: Apostilles are issued only by authorized government authorities. The Washington Secretary of State issues apostilles for eligible Washington documents, while federal documents require processing through the appropriate federal authority. Globeia does not issue apostilles or control government processing decisions.

A Washington state apostille is more than a certification - it is the bridge that allows your official documents to be accepted beyond U.S. borders. When you understand the requirements, prepare the correct paperwork, and follow the proper submission process, you can avoid setbacks and keep your international plans moving forward.

From relocating abroad and pursuing education to expanding a business or handling legal matters overseas, properly apostilled documents play an important role in global opportunities. Globeia helps simplify every step with expert guidance, document support, apostille coordination, real-time tracking, and secure delivery - making international document processing easier and more reliable.