U.S. Department of State Apostille and Authentication Process

Written By Troy Toliver

The U.S. Department of State (DOS) provides apostille and authentication services for different types of documents. The exact process depends on the kind of document you need certified for international use. Below is a guide to the main categories and their requirements.

1. State and Local Documents

Examples include:

  • Birth Certificates

  • Marriage Certificates

  • Death Certificates

  • Divorce Decrees

  • Probate Wills

  • Judgments

Requirements:

  • The original or certified copy must have the raised and/or stamped seal from the issuing court or vital records office.

  • Each document must be certified by the Secretary of State in the state where it was issued. The Secretary of State will verify the signature and seal of the official who signed the document.

2. Federally Issued Documents

Examples include:

  • USDA Animal or Plant Health Certificates

  • USDA Animal Health Certifications

  • FBI Background Checks (Department of Justice)

  • U.S. Federal Court Records (DoJ)

  • Bankruptcy Court Records (DoJ)

  • Immigration Certifications (Department of Homeland Security)

  • Certificates of Foreign Government (Department of Health & Human Services, HHS)

  • Certificates for Pharmaceutical Exports (HHS)

  • U.S. Patents and Trademarks (USPTO)

  • Other documents from federal agencies (EPA, SSA, OPM, etc.)

Requirements:

  • Must be issued directly by a federal agency.

  • The document must include a legible signature, printed name, title, and agency seal.

  • Must appear on official agency letterhead.

3. District of Columbia Court Documents

Examples include:

  • Marriage Certificates issued by the D.C. Superior Court or Court of Appeals

Requirements:

  • The document must bear the original signature of the court official and the raised court seal.

4. Other Types of Documents

Examples include:

  • Affidavits

  • Agreements and Contracts

  • Articles of Incorporation & Bylaws

  • Commercial Invoices

  • Copy of a U.S. Passport (ID page only)

  • Deeds of Assignment

  • Diplomas and Academic Transcripts

  • Home Study Reports

  • Income Verification

  • Powers of Attorney

  • Single Status Certificates

  • Other business or legal documents

Requirements:

  • Must be notarized with a valid notary public stamp or seal.

  • Must be further certified by the clerk of court in the county where the notary is commissioned.

  • Must then be authenticated by the Secretary of State in the same state.

  • For documents issued in Washington, D.C., certification must come from the D.C. Notarial Section.

  • In some cases, the Secretary of State may certify directly to the notary without requiring county clerk certification.

Why Apostille and Authentication Matter

Getting your documents apostilled or authenticated by the U.S. Department of State ensures they are legally recognized abroad. Whether for marriage, adoption, business, study, or immigration purposes, following the correct process guarantees that your paperwork is valid for international use.

Troy Toliver
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