Problems You Might Face While Getting Your Documents Apostilled in the United States

Unlike other countries with a centralized apostille authority, the US operates on a decentralized system. This means the responsibility for issuing apostille certificates falls on individual state authorities and is not managed by a single federal agency. It can get confusing to make sense of the unique US state-level apostille procedures.

There are also some other common problems that you might face when applying for an apostille on your U.S documents. This blog by the Globeia team will help you identify these problems and manage them as they present themselves over the course of your apostille application.

While the apostille itself doesn't technically expire, the document it is attached to most certainly can have limited validity. This can create unexpected hurdles if your document's validity doesn't align with the requesting organization’s apostille requirements.

This is why we recommend our clients to always check the specific requirements of the country that they are dealing with. This information is usually available on the embassy or consulate websites of all countries or you can simply call the consulate to get accurate information. By ensuring your documents are up-to-date and meet the validity criteria, you can streamline the apostille process and avoid unnecessary delays. This will also save costs associated with processing outdated documents as they would be useless. 

Although notarization and apostille are two similar types of document verification, they serve very different purposes. Notarization is primarily obtained for use within a single country wherein a notary public verifies the identity of the signer and witnesses the signing of the document to ensure authenticity. However, this does not guarantee that your document will be recognized internationally. For example, you might use notarial services when authorizing someone else to manage your legal affairs.   

Some documents require notarization before they can be apostilled by the relevant authority. You will need to research or get in touch with the apostille authority in your state to check if you are required to get your specific document notarized before mailing it to them. Alternatively, you can also contact a professional U.S. apostille service like Globeia to get a quick answer to your questions regarding notarization and apostille. 
 

Choosing the wrong U.S. apostille authority can lead to delays, frustration, and rejection of your application. This is because state-based authorities cannot issue apostille certificates for documents originating outside their jurisdiction. Similarly, the United States Department of State is not authorized to apostille non-federal documents. 

The first step in avoiding this mistake is to determine the state where your document was issued. This could be your birth certificate state, marriage certificate, or academic transcripts. You can then simply log on to that state’s official website to understand their apostille process. For example, you will need to apply to the California Secretary of State if you need an apostille for your California birth certificate. An application using the Texas Secretary of State’s Form number 2102 will be required for documents issued within the state.  
 

It is a common mistake in the apostille process to assume that the requirements are the same each time you need to get your documents ready for another country. This is not true as there might be some additional steps involved and failure to complete them leads to your documents getting rejected. Always start with your destination country’s website and look for sections on document legalization or consular services. These pages often outline exactly what you need and what forms are accepted. Some countries require your documents to be translated by a certified professional into their official language. Factor these costs and processing times into your over timeline can help avoid surprises further down the line.  

Lastly, apostilled documents are not accepted in non-Hague countries. The immigration departments and private organizations of these countries require foreign documents to be authenticated and legalized. 
 

You can also use our services to apostille your documents faster. Completing all these steps on your own can get confusing and takes longer when there are multiple authorities involved. You could be born in Texas but completed your education in Pennsylvania or got your marriage registered in New York. Each of these certificates will need to be submitted in their respective states for the apostille certification. 

You do not have to worry about any of it when using Globeia’s help. Our experienced staff will guide you through the process and ensure that your documents meet all the necessary requirements for your destination country.