What an apostille is
An apostille is a certificate that confirms a public document is genuine so that another country will accept it. It comes from the Hague Convention of 1961, which more than 120 countries have signed.
It does not say anything about what the document means. It only certifies the signature, seal or stamp on it, so the receiving country does not have to investigate.
What I do, and what I don't
To be clear about the roles: I am a Notary Public, not an issuing authority. Apostilles in Florida are issued only by the Florida Department of State, Division of Corporations.
What I do is the part that has to be right before that: notarize your document properly, so it is not rejected, and explain exactly what to send, where and in what order. If you prefer, I can prepare the package and you send it yourself.
Documents that usually need one
The common ones, from clients with family or business abroad:
- Powers of attorney to be used in another country.
- Sworn statements and affidavits for foreign courts or agencies.
- Single-status or marital-status declarations for marriages abroad.
- Travel consent letters for minors.
- Company documents, contracts and board resolutions.
- Copies of diplomas and academic records for studying or working abroad.
Birth, marriage and death certificates work differently
A notary cannot certify a copy of a vital record. Birth, marriage, divorce and death certificates have to be certified copies issued by the county or by the Florida Bureau of Vital Statistics, and then sent for the apostille.
Court records work the same way: the certification comes from the clerk of court, not from a notary. I will tell you which route yours needs before you spend anything.
How the process goes
First we look at the document and the destination country, because the requirements differ between Hague countries and the rest. Then I notarize it, online or in person.
Next comes the filing with the Department of State, with the cover letter, the state fee and a return envelope. State processing times vary through the year; mail is slower than in-person filing in Tallahassee.
Countries outside the Hague Convention do not use apostilles. They need legalization through that country's consulate, which is a longer chain, and I will tell you if yours is one of them.
If your document is in Spanish
Many consulates want the document, or its translation, in a specific language. I work in English and Spanish, so we can sort out the wording before notarizing rather than after a rejection.
Frequently asked questions
- Do you issue the apostille yourself?
- No. Only the Florida Department of State issues apostilles for Florida documents. I notarize the document and help you file it so that it is accepted first time.
- How long does it take?
- The notarization takes minutes. State processing depends on the season and on whether the package is mailed or filed in person, so it ranges from a few days to several weeks. I will give you the current expectation when we speak.
- Can the whole thing be done online?
- The notarization can be done online. The apostille itself is a paper process, so the document still has to reach Tallahassee physically.
- What does it cost?
- There are two separate costs: my notarial fee, which Florida law caps per notarial act, and the state fee per apostille, which you pay to the Department of State. Ask me for the current figures.
- My country is not in the Hague Convention. What then?
- Then the document needs consular legalization instead: certification in Florida, then the U.S. Department of State, then that country's consulate. I can notarize and explain the chain, but each consulate sets its own steps.