Moving abroad · Updated October 2026

How to get an apostille in the US before you move abroad

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The short answer

An apostille comes from the authority that issued the document, not from the country you are moving to. A birth certificate, marriage certificate or notarized document from a US state goes to that state's apostille office, usually the Secretary of State. A federal document, such as an FBI background check, goes to the U.S. Department of State's Office of Authentications, which charges $20 per document and processes mailed requests within 5 weeks of receipt. If the destination country is not part of the Hague Apostille Convention, you get an authentication certificate instead, then a further step at that country's embassy.

What an apostille is

An apostille is a certificate attached to a public document so another country accepts it without further checks of the signature and seal. It comes from the 1961 Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents. The HCCH, which runs the convention, lists 130 contracting parties in its status table, including Canada (in force since January 11, 2024) and China (since November 7, 2023). Check that table for your destination before you order anything.

Visa and residence applications are the usual reason people need one: a long-stay visa, a retirement visa, a work permit, school enrollment for children or a marriage registration abroad. The consulate's document list tells you which papers need an apostille. Ask before you pay for several; requirements vary by country and by visa type.

An apostille confirms the signature and seal on the document. It does not translate it. If the country needs a translation, that is a separate step; ask the consulate whether the translation must also cover the apostille.

State or federal: who issues it

The HCCH keeps a list of US competent authorities with contact details for each state. The split works like this:

A few states differ. The HCCH list notes that in Georgia, apostilles come from the Georgia Superior Court Clerks' Cooperative Authority, and that New Jersey's competent authority is now the Division of Revenue. According to the same list, state fees range from $3 to $20 per document.

The State Department says the same thing from its side: a state document headed to a Hague country is certified by the state that issued it, and does not need a federal apostille (Apostille certificate, U.S. Department of State). Sending a state birth certificate to Washington only costs you weeks.

Check whose signature is on your copy before you send it. In California, for example, the Secretary of State can apostille birth and death certificates signed by county clerks, county recorders or the State Registrar; a certificate signed by a local health officer may first need certification by the county clerk, or a new certified copy (Apostille FAQs, California Secretary of State). Rules differ by state, so read your state office's page first.

Federal documents: the Office of Authentications

For a federal document, the State Department's request page lists what to send:

• Form DS-4194, naming the country where you will use the document
• The document itself
• A $20 nonrefundable fee for each document

How you submit depends on your departure date:

The page warns that a "delivered" tracking status does not mean processing has started: mail goes to Sterling, Virginia, then takes several days to reach the Washington office. Someone else can drop off or pick up for you, as long as their name or company is on the receipt.

FBI background checks

Many long-stay visas ask for a criminal record check. For US citizens and residents, that is usually the FBI Identity History Summary, requested from the FBI with your fingerprints. The State Department notes that US embassies and consulates abroad do not take fingerprints, so get them done before you leave if you can (Criminal records, U.S. Department of State).

The FBI result carries its own watermark and an official's signature. If the destination wants an apostille on it, it goes to the Office of Authentications, not to a state. Watch the date: many consulates only accept a check issued within the last few months, so time the request so it is still valid on your appointment day.

Countries outside the Hague Convention

If the destination is not in the status table, you need an authentication certificate instead of an apostille. For a state document, that means the state's certification first, then the State Department's authentication certificate, then the foreign embassy or consulate's own legalization. Each office has its own fee and wait. Budget for all three and ask the embassy for its current list before you start.

A timeline that works

1. 8 to 12 weeks out: get the consulate's document list. Mark which ones need an apostille, a translation, or both.
2. 8 weeks out: order fresh certified copies of vital records. Request the FBI check.
3. 6 weeks out: send state documents to the state office; mail federal documents to the Office of Authentications.
4. 3 weeks out: arrange translations if needed. If mail is too slow, use the walk-in option for federal documents.
5. Before the flight: carry the originals in your hand luggage, with a scan of each in cloud storage.

Apostilled papers cannot be replaced quickly once you are abroad. A flat, water-resistant document folder keeps them flat and together in a carry-on. See document folders on Amazon

Packing the rest of the move? Our guide to travel adapters for Europe covers plug types, voltage and USB-C wattage.