Document legalization and apostille: what to know

What the job involves, what changes the price, and what to ask a pro.

What document legalization and apostille is

A provider arranges official certification of documents for use abroad, such as an apostille or authentication, by coordinating with the issuing agency. People need this for birth certificates, diplomas, powers of attorney, business papers and other documents used in another country.

Signs you need it

  • A foreign school, employer or agency asked for an apostille on your documents
  • You are getting married, adopting or buying property abroad
  • You need a power of attorney recognized in another country
  • You need a diploma or transcript accepted overseas
  • A business is registering in another country and needs certified corporate papers
  • You are unsure which agency certifies your type of document

What the pro does

  • Identify the document type, the issuing authority and the destination country
  • Confirm which kind of certification the destination country accepts
  • Check whether the document must first be notarized or obtained as a certified copy
  • Submit the document to the correct agency for certification
  • Track the request and respond to any rejections or corrections
  • Return the certified document by the delivery method you chose, and arrange translation if needed

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • The document type and issuing agency
  • Number of documents
  • Whether the document first needs a certified copy or notarization
  • Processing speed offered by the agency
  • Destination country requirements
  • Whether translation is needed
  • Courier and return shipping method

What a written quote should spell out

  • Agency fees listed separately from service fees
  • Processing time estimate and rush options in words
  • Shipping and tracking
  • Translation, if included
  • What happens if the agency rejects the document

Questions to ask before you hire

  • Which agency will certify my document, and how do you know?
  • Does my destination country accept an apostille or need another step?
  • Do you need the original, or can you obtain a certified copy?
  • What happens to my document if it is rejected?
  • Do you handle translations?
  • How will you protect my original documents in transit?
  • Can I track the status?

Red flags

  • A provider who promises a processing date the agency controls
  • A provider who does not ask which country will receive the document
  • Requests for original documents with no tracking
  • Fees that are not itemized between agency and service
  • A provider that implies it is a government office

What you can do yourself

Many agencies accept applications directly, and their websites explain which documents they certify. You can order certified copies yourself. A provider helps most when you are far away, have several documents or are on a deadline. Verify what the receiving country requires before ordering.

Licenses and permits

This service generally does not require a license, though notaries who take part are commissioned by the state. Ask how the provider verifies requirements, and check any notary commission with the state.

Document legalization and apostille questions

What is an apostille?

A form of certification that confirms a document's authenticity for use in countries that accept it. Check whether your destination country accepts it.

Do I need a translation?

Many foreign offices require one. Ask the receiving office.

Can any document be apostilled?

Only documents from authorized issuers. The certifying agency can confirm.

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