Virginia Apostille and Full Legalization Process: Authenticating Virginia Documents for International Use
When you need to use Virginia documents internationally, they must first be authenticated. The Virginia Secretary of the Commonwealth – Authentications Division handles this process by issuing two types of authentications: apostilles and certifications.
Apostilles are accepted in countries that are members of the Hague Apostille Convention.
Certifications are used for countries not part of the Hague Convention, and may require additional steps such as legalization at the U.S. Department of State or the foreign embassy or consulate.
How to Request an Apostille in Virginia
You can request an apostille either by mail or in person through the Virginia Secretary of the Commonwealth. If you plan to submit in person, an appointment is required.
To apply, you must provide:
The original notarized or certified document (photocopies are not accepted).
Your contact information.
The name of the country where the document will be used.
Once approved, the state will issue the apostille. The Virginia authentication fee is $10 per document.
Important: Virginia, like every U.S. state, only authenticates documents issued within Virginia. If your records were created in another state (e.g., Articles of Incorporation from Maryland), you must contact that state’s Secretary of State.
Do You Need a Certified Copy First?
Yes. Virginia requires that documents be either certified or notarized originals before they can be apostilled. For example, birth certificates, marriage certificates, and corporate filings must first be obtained from the proper issuing office.
Common Questions About Apostilles in Virginia
What documents can receive an apostille?
Both public and private documents may be authenticated, including:
Corporate filings and business documents
University diplomas, transcripts, and academic records
Marriage, adoption, and divorce documents
Job applications and employment records
Real estate deeds and contracts
Which countries accept apostilles?
Only countries that are part of the Hague Apostille Convention will accept apostille documents. For a complete list, you can check the Hague Conference on Private International Law’s Apostille Status Table.
Do I need an apostille or a certification?
If the destination country is a Hague Convention member, you need an apostille.
If the country is not a member, you will need a certification instead. Certifications usually require further legalization by the U.S. State Department and the embassy or consulate of the country where the document will be used.
How do I obtain certified copies?
To apostille a corporate document, you usually must first request a certified copy from the proper state division. In Virginia, this is often handled separately from the Apostille Division.
Do documents need notarization?
Yes. In nearly all cases, notarization is required before you submit your documents for apostille. Be sure to confirm which authority (city, county, or state notary) has jurisdiction to notarize your specific type of document.
Conclusion
The Virginia apostille process ensures that your documents will be legally recognized abroad, whether for business transactions, academic verification, or personal matters like marriage and adoption. Always confirm whether your destination country requires an apostille or a certification to avoid delays.
