Preparing for a USA apostille is important because even small mistakes can cause frustrating delays or rejections. Here are some of the documents and guidelines you need to follow : 

Check the issue date of your documents. In most cases, US state documents should be issued within the last 3–5 years, or FBI background checks must be issued within 90 days. Check your consulate's specific list. There is no single rule.

Apostille authorities require original documents or certified copies. Regular photocopies or unofficial duplicates are not accepted and will be rejected.

All documents must include a valid signature and official seal from the issuing authority. Faint, incomplete, or unclear signatures and seals are common reasons for rejection.

If a document requires notarization, it must comply with all notary requirements. This includes the notary's full name, date, location, and complete certification wording. Even minor errors can delay processing.

RON documents may be notarized, but not all states accept them for apostille purposes. Verify acceptance with the issuing Secretary of State before you submit.

Documents issued by local authorities may need county clerk certification before they can be apostilled. Missing this step is a common source of delays.

Birth, marriage, and death certificates must come from authorized state or county offices and include the signatures of the appropriate officials.

Use the current apostille request form from the issuing office. Complete all required fields with accuracy: applicant info, document type, number of copies, and country of use. Include a return envelope with correct postage if submitting by mail.

Ensure the exact fee is included via check or money order. Incorrect or missing payment is one of the most common reasons for delays.

Always indicate the intended country (e.g., Spain). Missing or incorrect country info may lead to the wrong certificate being issued.

If you submit by mail, include a self-addressed return envelope with accurate details. This ensures your documents are returned without delay.

Before sending anything, check the correct authority (state vs federal), matching names across all documents, complete notarization where required, and the right payment amount. One wrong detail sends everything back.