How Does a Document Get Apostilled?

copperstatenotaryc
May 1
4 min read

When preparing to use a U.S. document overseas, one of the most common questions people ask is: “How do I get this document apostilled?” Whether it’s for work, school, adoption, marriage, or business purposes, the apostille process is a critical step in ensuring your documents are legally recognized in other countries.

At Copper Star Notary, Fingerprinting, & Apostilles, we help simplify this process so you can focus on your next steps—whether that’s moving abroad, starting a new job, or conducting international business. In this guide, we’ll break down exactly what an apostille is, how a document gets apostilled, and what you can expect throughout the process.

What Is an Apostille?

An apostille is a form of authentication issued to documents for use in countries that are members of the Hague Apostille Convention of 1961. This international treaty eliminated the need for consular legalization, streamlining the process of verifying official documents across borders.

Think of an apostille as a special certificate that validates the authenticity of the signature, seal, or stamp on a public document. It does not verify the content of the document—only that the official who signed or issued it is recognized by the government.

Common Documents That May Require an Apostille

Here are just a few examples of documents that often need an apostille:

Birth certificates
Marriage certificates
Divorce decrees
School transcripts and diplomas
Background checks (e.g., FBI or state-issued)
Notarized documents such as powers of attorney or affidavits
Corporate documents like Articles of Incorporation or Certificates of Good Standing

Step-by-Step: How a Document Gets Apostilled

Let’s walk through the process in clear, actionable steps:

Step 1: Identify Where the Document Was Issued

Apostilles are issued by the state where the document originated. For example:

If your document is a birth certificate from Arizona, it must be apostilled by the Arizona Secretary of State.
If it’s a federal document, such as an FBI background check, it must be apostilled by the U.S. Department of State in Washington, D.C.

This first step is crucial because every jurisdiction has its own rules for accepting and processing documents.

Step 2: Confirm the Document Is Ready for Apostille

Depending on the type of document, it may need to be:

Notarized first (for personal or business documents not already issued by a government agency)
Certified or original (for vital records like birth or marriage certificates)
Translated (if required by the receiving country)

Your apostille provider (like us!) can review your documents and let you know if anything is missing or needs to be corrected before submission.

Step 3: Submit to the Correct Apostille Authority

Once your documents are prepared, they must be submitted to the appropriate government office:

For Arizona-issued documents, this is typically the Arizona Secretary of State.
For federally issued documents, it’s the U.S. Department of State Office of Authentications.
Some states require in-person appointments, while others accept mail-in applications.

At Copper Star Notary, we offer walk-in courier service for Arizona documents—often completing same-day or next-day processing thanks to our close proximity to the Secretary of State office.

For other states or federal-level documents, we can manage the shipping, tracking, and communication on your behalf.

Step 4: Receive Your Apostilled Document

Once approved, the apostille certificate will be attached to your original document or a certified copy. This makes it valid for legal use in any of the 120+ countries that participate in the Hague Apostille Convention.

Turnaround times vary by state and agency, but in Arizona, apostilles can usually be issued within 1–3 business days for walk-in requests. Mail-in or out-of-state requests may take 1–3 weeks or longer.

What If the Country Is NOT Part of the Hague Convention?

If your document is going to a country not part of the Hague Apostille Convention (e.g., China, UAE, or Qatar), then the document must go through a consular legalization process instead of receiving an apostille.

This process is more involved and typically includes:

State-level authentication
Federal-level authentication
Legalization by the foreign embassy or consulate

We’re happy to guide you through this as well or refer you to the appropriate resource depending on your timeline and needs.

Why Use a Professional Apostille Service?

Apostille requirements can be confusing—especially when you're dealing with multiple jurisdictions, translation requirements, or tight deadlines.

Here’s why working with Copper Star Notary can save you time and stress:

✅ We verify your documents before submission

✅ We walk them into the Secretary of State's office for faster processing (Arizona)

✅ We offer multi-state apostille coordination

✅ We track and manage delivery and return

✅ We keep you informed every step of the way

Let’s Get Your Apostille Started Today

Whether you’re moving abroad, adopting internationally, or working with a foreign company, we’re here to help make your apostille process as smooth and stress-free as possible.

📍 Located in Peoria, Arizona, we proudly serve the greater Phoenix area—and through our network, we can assist with apostilles for all 50 states.

Ready to Get Started?

If you need your documents apostilled for international use, book an appointment or reach out through our contact form to get started. We’re happy to answer your questions and guide you through the next steps.

Copper Star Notary, Fingerprinting, & ApostillesYour trusted partner for document authentication in Arizona and beyond.