The location where you get your apostille depends entirely on the type of document you need authenticated. Here’s exactly where to go.

For State-Issued Documents

Go to the Secretary of State’s office in the state where the document was issued. You can submit in person or by mail.

• Maryland Secretary of State: 16 Francis Street, Annapolis, MD 21401 | Hours: 8:30 AM – 4:00 PM (closed 12:00–1230)

• Virginia Secretary of the Commonwealth: Richmond, VA (mail only for most services)

• Washington DC: Office of Notary Commissions and Authentications

For Federal Documents

Federal documents (FBI records, federal court documents, documents issued by federal agencies) must go to the U.S. Department of State, Office of Authentications, 600 19th St NW, Washington, DC. Walk-in hours are 7:30–9:00 AM, Monday through Thursday.

Using a Professional Apostille Service

A professional apostille service handles all of this on your behalf. They know the correct office, the correct submission format, and can submit in person to avoid mail delays. This is the most efficient option, especially for:

• Time-sensitive situations

• Documents that require multiple preparation steps

• Multi-state document sets

• People who cannot travel to government offices during business hours

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Immigration is one of the most common reasons people need apostilled documents — and also one of the highest-stakes situations, because errors and delays can affect visa timelines and immigration proceedings.

Common Immigration Documents Requiring Apostille

• Birth certificate (to establish identity and nationality)

• Marriage certificate (for spousal visa or family reunification)

• Divorce decree (to establish legal single status)

• Criminal background check — FBI or state level

• Adoption paperwork

• Court orders relevant to custody or legal status

Know Your Destination Country’s Requirements

Immigration authorities are very specific about what they require. Some require apostilles; others require full embassy legalization. Always obtain the official requirements list from the destination country’s embassy or consulate before starting.

Certified Translation

Most immigration authorities require that apostilled documents be accompanied by a certified translation into the local language. This is a separate step from the apostille itself.

Timeline Is Critical

Immigration deadlines are firm. Begin the apostille process as early as possible — especially for FBI background checks, which require 6–8 weeks total. Missing a submission deadline can mean starting the entire visa process over.

Do Not Rely on Copies

Immigration authorities typically require original apostilled documents. Order multiple certified copies and have each one apostilled separately before your deadline.

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Yes — apostilled background checks are among the most-requested documents for international use, particularly for work visas, teaching positions abroad, immigration, and international adoption.

Two Types of Background Checks Can Be Apostilled

1. FBI Identity History Summary: This is a federal document and must be apostilled by the U.S. Department of State. It is the most universally accepted background check for international purposes.

2. State Police Background Check: Issued by your state’s police department or state bureau of investigation. Apostilled by the Secretary of State of the issuing state.

Which One Do You Need?

The receiving country or institution will specify which they require. Many countries require the FBI-level check; others accept a state-level clearance. Some require both.

Timeline: Plan Ahead

The FBI background check process itself takes 2–3 weeks to receive. Federal apostille processing then adds 10–12 business days. Total timeline for a complete FBI background check apostille: 6–8 weeks standard. Expedited processing (submitting in person to the DC office) can reduce apostille processing to approximately 9 business days after you have the certificate.

Maryland State Background Check

Maryland State Police background check letters can be apostilled by the Maryland Secretary of State in 3–5 business days.

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Yes — marriage certificates are commonly apostilled for international name changes, spousal visa applications, foreign residency, and inheritance or estate matters abroad.

What Type of Marriage Certificate Can Be Apostilled?

You need a certified copy of your marriage certificate issued by the county clerk or recorder in the county where the marriage was registered. A church marriage certificate or unofficial copy cannot be apostilled.

Process Overview

• Step 1: Obtain a certified copy from the county clerk’s office where the marriage took place

• Step 2: In some states, the county clerk’s certification must itself be authenticated before submission to the Secretary of State

• Step 3: Submit to the Secretary of State in the state where the marriage was registered

• Step 4: Apostille is attached and document is returned

Common Situations

• Getting married abroad and need to show legal single status? You may need both your birth certificate AND a certificate of no impediment to marriage, both apostilled

• Applying for foreign residency as a spouse? The receiving country’s consulate typically specifies exactly which documents and formats they require

• Name change abroad? Your apostilled marriage certificate is the key supporting document

Maryland Marriage Certificate Apostilles

Maryland marriage certificates are issued at the county level. The Maryland Secretary of State apostilles these documents in 3–5 business days standard.

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Yes — birth certificates are one of the most frequently apostilled documents, needed for everything from foreign residency applications to international marriage registration.

What Type of Birth Certificate Can Be Apostilled?

Only a certified copy of your birth certificate issued by the state or county vital records office can be apostilled. An informal photocopy, a hospital birth record, or a decorative keepsake certificate cannot be apostilled.

How to Get a Certified Birth Certificate

If you don’t already have a certified copy:

• Contact the vital records office in the state where you were born

• In Maryland: Maryland Department of Health, Division of Vital Records

• Expect a certified copy to cost $10–25 and take 1–2 weeks by mail, or same-day in person

The Apostille Process for Birth Certificates

• Step 1: Obtain a certified copy from your state’s vital records office

• Step 2: Submit the certified copy to your state’s Secretary of State for apostille

• Step 3: The apostille is attached and the document is returned to you

Birth certificates typically do not require prior notarization because they are already government-certified documents.

Maryland Processing Times

Maryland birth certificate apostilles are processed in 3–5 business days standard, with one-day rush service available for urgent requests.

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If you’re planning to work in another country, there’s a good chance you’ll need apostilled documents as part of your visa or work permit application. Here’s what to expect.

Common Work-Abroad Document Requirements

Foreign employers, government agencies, and immigration authorities often require authenticated U.S. documents including:

• Criminal background check (FBI Identity History Summary or state police clearance)

• Educational credentials: diplomas and transcripts

• Professional licenses or certifications

• Birth certificate (to confirm identity and citizenship)

• Employment verification letters (if notarized)

Country-Specific Requirements

Requirements vary significantly by destination country and job type. Teaching English abroad programs (TEFL/TESOL) almost universally require apostilled background checks and degree certificates. Healthcare workers, engineers, and legal professionals typically face the most rigorous authentication requirements.

Timeline Planning Is Critical

If your job start date is firm, begin the apostille process as early as possible. Federal background check apostilles alone can take 6–8 weeks by standard processing. Add time for obtaining the FBI background check itself, and you could be looking at 2–3 months total.

Pro Tip

Get more copies apostilled than you think you’ll need. Once you’re abroad, getting additional authenticated copies of U.S. documents becomes significantly more complicated and expensive.

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Yes — educational documents are among the most commonly apostilled documents, especially for people seeking employment abroad, enrolling in foreign graduate programs, or applying for teaching positions overseas.

How It Works for Diplomas

University and college diplomas are private documents, not government-issued records. That means they cannot be apostilled directly — they must be notarized first. Here’s the typical process:

• Step 1: Obtain a certified or notarized copy of your diploma

• Step 2: Have a notary public in the issuing state notarize the copy

• Step 3: Submit the notarized diploma to your state’s Secretary of State for apostille

How It Works for Transcripts

Official transcripts from U.S. universities follow a similar process:

• Step 1: Request an official sealed transcript from your school’s registrar

• Step 2: Have the transcript notarized (the registrar’s signature is typically certified)

• Step 3: Submit to the Secretary of State for apostille

Maryland-Specific Note

In Maryland, university diplomas and transcripts can be authenticated as notarized true copies. The notarization must be performed by a notary public licensed in Maryland before submission to the Maryland Secretary of State.

Foreign University Degrees

If you have a degree from a foreign university that you need to apostille for use in the U.S. or a third country, the process differs significantly. Contact a professional service for guidance on international education document authentication.

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Apostille costs vary considerably depending on the state, document type, and how quickly you need it. Here’s a transparent breakdown of what to expect.

Government Fees (State-Level)

State government fees for issuing an apostille are typically quite low:

• Maryland: $2.00 per document (Secretary of State fee)

• Virginia: $10 per document

• Washington DC: $15 per document

• Florida: $10 per document

• California: $20 per document

Service Provider Fees

If you use a professional apostille service to handle the process for you, total costs (including government fee, service fee, and return shipping) typically run:

• Standard service: $75–$200 per document

• Expedited / same-day service: $150–$400+ per document

• Federal apostilles: $200–$500+ due to additional processing steps

Additional Costs to Budget For

• Notarization (if required): $10–$25 per signature

• County clerk certification (required in some states): $5–$20

• Certified translation (if required by destination country): $50–$150 per page

• International shipping: $40–$90 per packet

How to Keep Costs Down

Submit all documents that need apostilling at the same time. Many services offer volume discounts. Also, getting the preparation steps right the first time avoids resubmission fees that can double your costs.

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Yes — where you currently live doesn’t determine where your apostille is issued. What matters is where the document was originally issued.

The Key Rule: Apostilles Follow the Document, Not You

Apostilles are issued by the Secretary of State (or equivalent authority) in the state where the document originated. For example:

• A Maryland birth certificate must be apostilled by the Maryland Secretary of State

• A Texas notarized document must be apostilled by the Texas Secretary of State

• A federal document (FBI background check, etc.) must go through the U.S. Department of State regardless of where you live

Living Out of State? Here Are Your Options

• Mail your documents directly to the issuing state’s Secretary of State office

• Use a professional apostille service that handles multi-state submissions — many accept documents by mail from anywhere in the U.S.

• Some services offer remote pickup and courier options if you’re near a major metro area

Important Caveat: Notarized Documents

If your document needs to be notarized before apostilling, you must use a notary licensed in the same state as the issuing Secretary of State — not a notary in your current state of residence. This is a common and costly mistake.

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One of the first questions people ask when they need an apostille is “how long will this take?” The honest answer: it depends — but knowing the variables helps you plan ahead and avoid costly delays.

State-Level Apostille Timelines

Most state Secretary of State offices process apostilles in 3–10 business days by mail. Some states are faster than others:

• Maryland: 3–5 business days standard; same-day or 1-day rush options available

• Virginia: 5–7 business days standard

• Washington DC: approximately 3–5 business days

• New York: up to 2 weeks by mail

• California: up to 6 weeks by mail (significantly faster in-person)

Federal Apostille Timelines

Federal documents — such as FBI background checks, immigration documents, or records from federal agencies — must go through the U.S. Department of State in Washington, DC. Standard processing takes approximately 10–12 business days, not including mail transit time. Total turnaround, door to door, typically runs 6–8 weeks for standard service.

In-person drop-off at the DC office can reduce processing to approximately 7 business days.

What Slows Things Down?

• Submitting to the wrong state or office

• Missing a prior notarization or county clerk certification

• Peak seasons: summer months and early fall when international travel and enrollment spikes

• Any error or missing information resets your timeline entirely

How to Speed Things Up

A professional apostille service can submit your documents in person, use expedited channels, and handle any preparatory steps (notarization, county clerk certification) on your behalf — often cutting total turnaround to 1–3 business days locally.

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If you’ve been asked to “apostille” a document and you’re not sure what that means, you’re not alone. It’s one of the most misunderstood steps in international document preparation — but it’s critically important.

What Is an Apostille?

An apostille is an official government-issued certificate that authenticates a public document for use in another country. It verifies three things: (1) the signature on the document is valid, (2) the seal or stamp comes from an official authority, and (3) the document was legitimately issued in the United States.

Apostilles are governed by the Hague Apostille Convention of 1961, an international treaty now recognized by over 125 countries. Once your document has an apostille, it is legally accepted in any of those member nations without further authentication.

Do You Actually Need One?

You need an apostille when:

• You’re using a U.S.-issued document in a foreign country that belongs to the Hague Convention

• You’re applying for a foreign visa, work permit, or residency

• You’re enrolling in a foreign university or applying for study abroad

• You’re getting married in another country

• You’re registering a business or branch office abroad

• You’re handling foreign adoption or custody paperwork

You do NOT need an apostille if the destination country is not a member of the Hague Convention — in that case, you need embassy or consulate legalization instead.

Who Issues Apostilles in the U.S.?

For most documents, your state’s Secretary of State office issues the apostille. For federal documents (FBI background checks, documents from federal agencies), the U.S. Department of State handles authentication.

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