Apostille Services

Jiffy Mobile Notary has assisted many businesses and world travelers with apostille services and embassy legalizations. So, whether you are planning on launching a new business, moving, or teaching abroad, or are planning a destination wedding, and you need help navigating the international document authentication process – or if you’d just rather have someone else deal with all the paperwork so you can be free to do what you’d rather be doing―give us a call, we’ve got your back!

Apostilles (or embassy legalization)

You may be wondering what is an apostille and how it is pronounced? An apostille (pronounced “ah-po-steel”) is French, and it literally means certification.

In other words, apostille is simply the name for a specialized certificate. It is either issued by the Secretary of State, the US Department of State, or the federal government. The apostille is attached to your original document to verify it is legitimate and authentic so it will be accepted in a country who is a member of the Hague Apostille Convention. Members of non-Hague countries go through the alternate routes called Embassy Legalization. The process in non-Hague countries varies from county to county.

In the United States, all 50 states (Secretary of State) and the Federal Government (US Department of State – Office of Authentication) can issue an apostille.

There are three primary types of documents that require authentications:

  • Private documents (individual or corporate)
  • County/state-issued documents
  • Federally issued documents

Once a document is apostilled, never remove the stapled certificate.

Determine which apostille or authentication process you must follow.

The Secretary of State authenticates the notary signature and compares it to the notary signature on file and determines if the notarial act was executed properly. See the federal process below.

Typical county and state documents include:

  • Birth Certificates (special rules apply)
  • Death Certificates (special rules apply)
  • Divorce Decrees (special rules apply)
  • Judgments in state court cases (special rules apply)
  • Marriage Certificates (special rules apply)
  • Probate Wills (special rules apply)

Typical private documents requested to be apostilled include:

  • Affidavits
  • Agreements
  • Articles of Incorporation and company bylaws for newly forming companies abroad
  • Copy of a US Passport (identification page only and special rules apply)
  • Deeds of Assignment
  • Destination weddings (special rules apply)
  • Home Study
  • Income Verification
  • Power of attorney
  • Single Status
  • Transcripts and Diplomas (special rules apply)
  • Other business documents

Federally Issued Documents

Federally issued documents are documents signed by a/an:

  • American Consular Officer
  • Foreign Consul Diplomatic Official registered with the State Department Office of Protocol
  • Judge Advocate
  • Military Notary
  • US Federal Officer

Examples of commonly authenticated federally issued documents include:

US Department of Agriculture:

  • Animal/Plant Certifications
  • Animal Health Certifications

US Department of Justice:

  • FBI – Background checks
  • US Federal Court Documents
  • US Bankruptcy Court Documents

US Department of Homeland Security:

  • Immigration Certifications
  • Naturalism Certifications

US Department of Health and Human Services:

  • Certificate of Foreign Governments
  • Certificate of Pharmaceutical/Export

US Patent and Trademark Office:

  • Trademarks

Federal Apostilles

Apostilles authenticate the seals and signatures of officials on public documents such as birth certificates, court orders, or any other document issued by a federal agency or certified by a US or foreign consul. The Department of State, located in Washington DC, is the only recognized authority that can administer an apostille stamp and cover sheet for a federal document. There may be specific requirements for certain federal documents so it would be best to double check with the issuing agency. A trained notary public is aware of apostille and embassy legalization laws and requirements and can facilitate the process.

Determine if you need an apostille or full legalization.

We encourage all our clients not to purchase tickets or make travel arrangements until the apostilled documents or embassy legalization process is completed.

Have questions about our Apostille Services? Give us a call at 541-797-6635.